Purpose

This policy sets the controls and requirements to govern equipment installation and removal from IT Services' managed computer rooms and Data Centers. The purpose of the IT Services Data Center is to provide a reliable environment for business operations to carry out routine transactions.

Scope

This policy applies to the installation and removal for equipment stored in or destined to get stored in the IT Services, 1155 E. 60th Street and 6045 S. Kenwood Data Centers, as well as to any computer rooms operated and maintained by IT Services. The scope includes:

• Authorized Staff
• Exceptions
• Equipment installation or removal
• Disposition of removed equipment
• Change
• Audit

The process offers the following Enterprise Data Centers NIST level unless otherwise specified below:

• 1155 – Moderate
• Hinds – Low
• POD-A – Moderate
• POD-B - Moderate
• POD-C - Moderate

Policy

• The Data Center Operations team retains primary authorization and responsibility for all equipment installation, removal and asset tracking.
• The Network team will be authorized to install and remove network related equipment with a 24-hour prior notification and approval of the Operations team.
• Vendors may be authorized to install modify or remove equipment with a 24-hour prior notification by the service/system owner and approval of the Operations team.
• Hosted equipment owners will be authorized to install, modify, or remove equipment in their cabinets with a 24-hour prior notification and approval of the Operations team.
• Access to equipment storage will be limited to Data Center authorized personnel only.

Process

Equipment installation

• Requester submits ITS ticket to host new equipment.
• IT Services will meet with the requester to review project details, Data Center options, and room specifications.
  
  • Meetings and discussions should be held as early in a project as possible. Space allocation, room specifications, and integration can be better accommodated the earlier information is gathered.
• If not yet completed, the Data Center Equipment Hosting request, worksheet are to be completed by the requester.
• ITS will review project details and provide recommendations for which Data Center to be utilized.
• Request worksheet and recommendations to be presented to the ITS Data Center Governance team for approval.
• Upon ITS Data Center Governance approval, ITS will work with the requester to meet project installation requirements.
  
  • For projects utilizing Data Center standard cabinets:
    
    • ITS can or will facilitate the ordering, delivery, and installation of cabinets.
    • ITS will work with the requester and vendors to schedule equipment installation.
    • For contracted installations, the requester's vendors will be authorized to install equipment.
      Note: The requester is responsible for monitoring and supervising vendors while on-site installing, configuring, and testing equipment.
  • ITS will work with the requester and vendors to schedule equipment installation.
  • For contracted installations, the requester's vendors will be authorized to install equipment.
    Note: The requester is responsible for monitoring and supervising vendors while on-site installing, configuring, and testing equipment for projects purchasing cabinets independently.
    Note: The project must meet power and cooling requirements specifications as prescribed for each Data Center.
• POD-B

1. Prior to Requester equipment being moved to production a shutdown procedure will be provided to the ITS Operations Tea.
2. The process will provide the login ID, passwords, and shutdown sequence in the event of an emergency.
   Note: This information will only be executed during an emergency and ITS Senior leadership approves the action.

Equipment removal

• Requesting group(s) will submit IT Services ServiceNow request to the attention of the Command Center requesting to remove equipment from a specified rack
• Ticket to provide ultimate equipment disposition: Save for repurpose or arrange for recycle.
• Additional Information
  
  • Number of pieces of equipment to be removed
  • Make and Model Number of each outgoing unit
  • Name used by the department
  • Size of each outgoing element in U’s
  • Rack Location by floor grid
  • Machine Room identifier
  • Power status
  • Network connections
• Requesting person or department will wipe all drive data.
• The requesting person or department will arrange to physically identify the equipment targeted for removal by attaching a label to the faceplate indicating Pull or Remove.
• Equipment will be removed from monitoring.
  Equipment to be removed will be powered down by the system owner.
  Note: that the fact a label appears on equipment will NOT be regarded as instruction absent an email notification equipment is to be removed.
• Party approved by the Data Center leadership team will identify and approve who is authorized to remove equipment.
• Authorized party will submit a change ticket to remove equipment.
• Authorized party will remove equipment and rails from the rack.
• Equipment will be moved to:
  
  • The 1155 Tape Library staging area, marked with the requested disposition:
  • The 6045 Staging area is marked with the requested disposition.
  • If equipment is marked for re-purpose:
    
    • Equipment will be tagged and moved to storage.
  • If equipment is marked for disposal:
    
    • Hard drives will be removed from equipment and set for destruction.
    • Warehouse will be contacted the equipment is ready for pickup.
  • All power cables, network cables, patch cables, rails, and other related items to be removed.
  • DCIM database will be updated with the equipment disposition.
  • If equipment is removed by anyone other than the system owner, the system owner will be notified equipment has been removed.

Responsibilities

Listed below are the individuals involved with this process and the major scope of their responsibility:

• Executive Director for Enterprise Applications and Services
  
  • Support Data Center Policy
• Director Data Center Strategy & Operations
  
  • Create and implement equipment policy
• IT Services Data Center Governance No responsibility

Command Center

• Remove/install equipment
• Updated documentation

Related Documents

NIST Special Publication 800-53 (Rev. 4)

Data Center Equipment Hosting Worksheet (forthcoming)

Process Review and Approval

Management will perform an annual review of this process. Based on the review, management may change this process to reflect its intentions and compliance requirements. Both IT Services and business users will be informed of any changes to this process and will be provided with a revised process.

• Data Center users Report and document all equipment entering and leaving Enterprise Data Centers.
• IT Services ticket to be submitted by requesting groups to Command Center for request to remove equipment from specified rack
• Ticket to provide ultimate equipment disposition: Save for repurpose or arrange for recycle.
• Additional Information:
  
  • Number of pieces of equipment to be removed
  • Make and Model Number of each outgoing unit
  • Name used by department
  • Size of each outgoing element in U’s
  • Rack Location by floor grid
  • Machine Room identifier
  • Power status
  • Network connections
• Requesting person or department will wipe all drive data.
• The requesting person/department will arrange to physically identify the equipment targeted for removal by attaching a label to the faceplate indicating Pull or Remove.
• Equipment will be removed from monitoring. Equipment to be removed will be powered down by system owner.
  Note: A label that appears on equipment will NOT be regarded as instruction absent an email notification equipment is to be removed.
• Party approved by the Data Center leadership team will identify and approve who is authorized to remove equipment.
• Authorized party will submit change ticket to remove equipment.
• Authorized party will remove equipment and rails from the rack.
• Equipment will be moved to:
  
  • The 1155 Tape Library staging area, marked with the requested disposition:
  • The 6045 Staging area marked with the requested disposition.
  • If equipment is marked for re-purpose:
    
    • Equipment will be tagged and moved to storage.
  • If equipment is marked for disposal:
    
    • Hard drives will be removed from equipment and set for destruction.
    • Warehouse will be contacted the equipment is ready for pickup.
  • All power cables, network cables, patch cables, rails, and other related items to be removed.
  • DCIM database will be updated with the equipment disposition.
  • If equipment is removed by anyone other than the system owner, the system owner will be notified equipment has been removed.