Data Center FAQs

frequently asked questions

How do I develop a decommissioning plan?

Planning a Successful Project

A successful project requires planning and cooperation between data center personnel and the decommissioning vendor. The pdf shown below serves as a checklist for things to consider to ensure your team is ready and selects a vendor that meets the needs of your data center.

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Data Center Decommissioning Plan

Pre-planning to be done by data center personnel
Initial information to provide to vendor
Define in-scope and out-of-scope activities
Determine your reporting requirements.
Miscellaneous details to consider

1. Pre-Planning to be Done by Data Center

Inventory Preparation

Compile a detailed inventory of all equipment to be decommissioned (rack location, make, model, serial number). Match to CMDB inventory.
Develop diagram showing what equipment is targeted for decommissioning (if project is not total shutdown or cleanout)
Identify additional assets for removal (cabling, e-waste, miscellaneous IT assets)

Stakeholder Identification

Designate an on-site decision maker for the project.
Assign project manager to oversee project (if different from on-site contact)

Contract and License Management

Develop plan for leased equipment.
Document software licenses, warranties, support contracts. Develop a software license migration/cancellation plan.
Cancel or adjust hardware maintenance contracts.

Timeline Management

Establish critical project timelines and deadlines.
Determine cadence for scheduled check ins during project.

2. Initial Information to Provide to Vendor

Data center address and operating hours
Project scope and type (data center shutdown, hardware refresh in live environment, cage cleanout)
List and location of hardware to be decommissioned
Preferred project start and end dates
Handling protocol for data bearing assets (data destruction requirements, such as NIST 800-88)
Inventory tracking and reconciliation requirements
Building security requirements

3. Site Survey and Project Planning

Scheduling a site visit with shortlisted vendors can help with project planning and ensuring on-time performance. This can be done in-person or as a remote event, if a visit is not possible.

Map equipment to be decommissioned
Define dedicated work areas for decommissioning team, with power and internet
Confirm access points (loading dock, freight elevator)
Identify staging areas for equipment as it is decommissioned
Indicate presence of other contractors on-site and conflict management plans.
Floor protection requirements
Define security clearance requirements for field technicians
Review space and access constraints (e.g., limited loading dock, restricted truck size, parking availability)
Indicate how exceptions will be managed and resolved (project holds)

4. Confirm Scope of Decommissioning Activity

(In-Scope and Out-of-Scope Activities)

Removal and disposal of power/network cables
Will racks be removed or left in place?
Will populated racks be shipped or decommissioned on-site?
Tagging system for equipment to be decommissioned
Electronic inventory data capture requirements
Inventory count confirmation and discrepancy management
Is on-site data destruction required?
Recovery of parts for use as critical spares?
Tracking and reporting requirements for data-bearing equipment
Packing services and materials needed

5. Reporting Requirements

Chain-of-custody reporting for data-bearing devices
Certificate of Data Destruction information requirements
Shipment documentation needs
Inventory reporting for decommissioned equipment
Stakeholder Reporting (accounting, risk management, data privacy and IT teams)

Items processed per shipment/month/location
Make, model, serial number tracking
Inventory count matching (quality control)
Equipment disposition (redeployed, sold, recycled)
Sales price and net revenue tracking
Parent/child tracking (rack, server, hard drive)

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Miscellaneous Details

Special considerations depending on type of decommissioning project:

Enterprise – Shutdown

(Data center shutdown)

Completed project includes:

Floor bolts will be removed to floor level
All cabling will be removed
Removal of all ancillary items
Broom swept clean space

Enterprise – Live

(Hardware refresh in live environment)

Project expectations include:

Work will be done outside normal business hours
Your company will tag assets to be decommissioned
Agreement on disposition of rail kits, rack PDUs, cords
Is installation of blanking plates required?

Colocation

(Cage cleanout)