DISC Bureau of Information Systems
Effective Date 12/13/2005
Review Date 12/2005
1.0 SUBJECT: DISC Offsite Data Center Policies and Procedures
2.0 DISTRIBUTION: DP Managers and next in line
3.0 FROM: Denise A. Moore, Director of DISC
4.0 PURPOSE: This document establishes policies and procedures for the DISC Offsite Data Center. These policies and procedures apply to all DISC employees and authorized business partners of DISC including contractors, vendors, and other authorized state agency employees. These procedures address topics which include, but are not limited to, safety, security, packing material, salvaging of equipment, space requests, computer hardware installs and de-installs, power, cabling and other miscellaneous items within the Offsite Data Center.
5.0 BACKGROUND: To provide reliable and secure data center services, certain practices must be instituted and enforced. Because of their 24 X 7 nature, Data Centers must enforce stringent rules and regulations that optimize the reliability of the computer equipment within the Data Center. Such things as installation and removal of equipment, rules to be followed by contractors, and general cleanliness must be addressed by these procedures. This document defines policies and procedures to be followed in the DISC Offsite Data Center.
6.0 EXCEPTIONS: The DISC Data Center Manager or the Deputy Director of the Bureau of Information Systems must authorize any exceptions to these guidelines.
7.1 Every effort must be made to assure personal safety in the Data Center.
7.1.1 No floor tiles will be removed without the permission of the Computer Operations Facilities Technicians. If floor tiles must be removed during prime time, the open space must be cordoned off by cones and safety tape if left unattended.
7.1.2 All computer cabinets and doors will remain closed at all times, unless being serviced.
7.1.3 Authorized electricians must perform all modifications to electrical service. All such changes shall be authorized and coordinated by the DISC Computer Operations Facilities Technicians. All electrical testing will be conducted during off-hours.
7.1.4 No work will be done below the raised floor area without the approval of the Data Center Manager and Computer Operations Facilities Technicians.
7.2 Air condition and air quality are essential to the reliable operation of computer equipment and must be maintained within acknowledged data center standards.
7.2.1 Humidity levels in the Data Center will be maintained at 45% – 50%.
7.2.2 Temperature levels in the Data Center will be maintained at 69 – 73 degrees.
7.2.3 No industrial cleaning liquids/fluids will be left in the Data Center unattended. No highly ammoniated or chlorinated products shall be allowed in the Data Center.
7.2.4 All tile alterations must be approved and coordinated by the Computer Operations Facilities Technicians. If holes must be cut in the floor panels to accommodate new equipment, the panel shall be removed from the Data Center to cut the hole. If the panel cannot be removed from the Data Center, HEPA vacuums must be used to capture the dust particles created by the sawing action both above and below the raised floor surface. A HEPA vacuum is available from the Computer Operations Facilities Technicians, but is not allowed out of the Data Center.
7.2.5 Due to the effect on sub-floor pressure, the number of tiles pulled must be kept to a minimum. All vented floor tiles must be returned to the position from which they were removed.
7.2.6 No holes shall be left exposed thereby creating unbalanced airflow. No additional vents, grilles or perforated tiles will be added without coordination with the Computer Operations Facilities Technicians.
7.2.7 No food or drink will be allowed in the Data Center.
7.2.8 No changes shall be made to the Data Center HVAC systems without the approval of the Computer Operations Facilities Technicians.
7.2.9 New equipment destined for the Data Center should be unpacked outside the Data Center. When that is not practical, care must be taken to limit the introduction of contaminants into the airflow; HEPA vacuums will be used to clean up after the unpacking process. No packing materials shall be left in the Data Center.
7.2.10 Facilities Management staff will perform maintenance activities to the HVAC systems on a monthly basis.
7.3 Only authorized individuals will be allowed in the Data Center.
7.3.1 All personnel entering the Data Center unescorted must have passed a level 1 security clearance and have authorized access. Persons possessing authorized access may escort other staff or vendors into the Data Center. The person escorting the guest must remain with them the entire time they are in the Data Center. There are no exceptions.
7.3.2 Staff needing card key access should be limited to those people who need access to the hardware on a frequent basis, such as weekly. This would include network administrators, server administrators and maintenance vendors. Staff members who need occasional access are to be accompanied either by their agency staff with card keys or DISC personnel.
7.3.3 The doors to the Data Center must remain closed and locked at all times.
7.3.4 Authorized persons should only enter the Data Center to perform tasks that cannot be performed remotely.
7.3.5 No tours will be permitted without the approval of the Data Center Manager.
7.3.6 No camera or photographic equipment will be allowed within the Data Center without the approval of the Data Center Manager.
7.4 All modifications and changes within the Data Center shall be scheduled following change management procedures and coordinated with the Computer Operations Facilities Technicians.
7.4.1 All changes within the Data Center are subject to approval of the Data Center Manager and the associated units affected.
7.4.2 Anyone entering the building after hours must contact DISC Computer Operations, 296-1830, prior to doing so. They will notify the security guard at the remote site that someone will be entering the facility.
7.4.3 All off-hours work should be planned in advance and coordinated with the Computer Operations Facilities Specialists and Data Center Manager. If emergency work needs to be performed after hours, the nature of the work should be shared with the DISC operations staff when calling to notify them of your need to enter the building. (See 7.4.2) DISC operations may elect to notify the Data Center Manager.
7.4.4 No hardware, software, furniture, shelving or other materials will be removed or added to the Data Center without prior approval from the Computer Operations Facilities Technicians.
7.4.5 All space allocations within the Data Center will be the responsibility of the Computer Operations Facilities Technicians and the Data Center Manager. All special projects shall be coordinated with the Computer Operations Facilities Technicians to allow additional space.
7.4.6 All equipment must be rack mountable; exceptions must be approved by the DISC Data Center Manager. Racks used in the Data Center will be designated by Computer Operations Facilities Technicians. Any exceptions must be approved by the DISC Data Center Manager.
7.4.7 Peripheral devices, for example KVM switch, monitors, keyboards etc., need to be used in a space efficient manner. This equipment must be approved by the DISC Data Center Manager prior to installation.
7.4.9 No device to device cabling changes shall be made within the Data Center without the approval of the Computer Operations Facilities Technicians.
7.5 Decommissioned equipment must be removed from the Data Center in a timely manner.
7.5.1 All removal of decommissioned equipment shall be coordinated with the Computer Operations Facilities Technicians.
7.5.2 All decommissioned equipment must be removed from the Data Center within 60 days or when the DA110 process is complete.
7.5.3 All decommissioned communications cabling, including voice, data and fiber, shall be removed in 60 days. Decommissioned cables shall be defined as cables that are abandoned and shall no longer be used in the Data Center.
7.6 Electrical Power in the Data Center will comply with accepted standards as specified by IEEE standard 1100.1999 and local electrical codes for data centers.
7.6.1 Only Offsite Building Facilities personnel or Computer Operations Facilities Technicians shall open or change any power panel or power distribution unit.
7.6.2 No power cable shall be plugged or unplugged except by the Computer Operations Facilities Technicians.
7.6.3 No power outlets will be used or installed without the approval of the Computer Operations Facilities Technicians. Cleaning equipment or tools used to perform authorized work in the Data Center shall only be plugged into wall sockets designated as “House Power”.
7.6.4 All power cables within the Data Center are installed for specific purposes; thus no cables shall be used without the approval of the Computer Operations Facilities Technicians.
7.6.5 All power cables shall be dedicated and equipped with isolation ground within the raised floor areas.
7.6.6 Power cable requirements for new equipment shall be given to the Computer Operations Facilities Technicians before implementation. Computer Operations Facilities Technicians will coordinate with Offsite Building Facilities staff for installation of new power sources.
7.6.7 As a general rule, power strips are not to be used in the Data Center. The only exceptions to this rule are:
- In cases of emergency installations where equipment must be brought into service before the permanent power source can be installed. If used in this manner, the power strip must be tagged, dated and approved by Computer Operations Facilities staff.
- For certain types of telecommunications equipment where power strips are actually deemed the preferred means of supplying power.
- Where power strips are an integral part of the server cabinets.
7.6.8 No radios or other non-computer related equipment should be plugged into any dedicated circuit or equipment without the approval of the Computer Operations Facilities Technicians.
7.7 Sufficient documentation will be maintained to facilitate the timely resolution of Data Center problems.
7.7.1 All equipment should be labeled on the front panels with identification information.
7.7.2 All equipment will have a label affixed identifying the power distribution unit and the main power panel to which it is attached.
7.7.3 All power cables will be labeled and identified for its specific use and identified by its amperage, voltage, type connector and length of cable.
7.7.4 All device-to-device cables installed within the Data Center will be labeled to identify their use and/or purpose. This label must be at both ends.
7.7.5 When equipment is removed from the Data Center, all pertinent documentation must be updated.
7.8 Equipment, peripherals and associated cabling in the Data Center shall be installed in such a manner as to facilitate optimum Data Center administration and maximize the effectiveness of the environmental equipment.
7.8.1 The Computer Operations Facilities Technicians are responsible for all installations of equipment in the Data Center.
7.8.2 All non-bus and tag cables shall be installed with an overhead cable conveyance system designated by the Bureau of Telecommunications.
7.8.3 All cable runs will be run in an orderly manner and when turns are required, all turns shall be as near to 90 degrees as possible. No cables should run diagonally in the sub-floor without prior approval. Electrical and computer cables must run perpendicularly. Telecommunications cables may be run parallel when industry specifications are met, but when cables cross paths they shall do so in a perpendicular manner.
7.8.4 All furniture, including desks, chairs, tables, shelving and cabinets within the Data Center is the responsibility of the Computer Operations Facilities Technicians and the Data Center Manager. Furniture items shall not be relocated without their approval.
7.8.5 All contractors hired to perform work in the Data Center, including electrical, mechanical, and telecommunications contractors should coordinate their work with the Computer Operations Facilities Technicians.
7.8.6 All equipment deliveries to the Data Center shall be coordinated with the Computer Operations Facilities Technicians to ensure proper receipt and storage. Each unit will be responsible for notification and/or acceptance of the equipment.
8.0 HISTORY: This is a new publication.
9.0 CONTACT PERSON: Marsha Rogers DISC Data Center Manager 758-296-2699 Marsha.Rogers@da.ks.gov