Data Center Visitor Management Policy

Purpose

This policy outlines the procedures for granting access to Dartmouth College Data Centers for visitors and vendors, distinguishing between short-term escorted access and long-term unescorted access.

Scope

This policy applies to all employees, contractors, vendors, and visitors requiring access to Dartmouth College Data Centers.

Policy

Short-Term Escorted Access

Short-term access is required for instances such as tours or other temporary visits where unauthorized employees or vendors need to enter the data center for a brief period. In these cases:

  • An authorized employee must remain in the space with the visitor(s) at all times.
  • Authorized personnel escorting the visitor(s) or vendor(s) are responsible for their actions and adherence to data center policies while in the space.
  • A sign-in sheet, located outside the data center doors, must be completed in full before unauthorized personnel enter the space.
  • Authorized employees who do not follow this procedure are subject to disciplinary action.

Short-Term Escorted Access for School Tours

This section applies when high school students are brought into the data center for a guided tour.

  • Utilize the ‘Data Center Visitor Check In Log’ to record all students' names and relevant information.
  • This form must be completed prior to entering the data center space.
  • Once completed, return the filled-out form to the back of the clipboard mounted on the exterior of the BMR door.
  • An authorized employee must remain with the tour group at all times during their presence in the data center.
  • Failure to follow these steps may result in revocation of escort privileges and/or disciplinary action.

Long-Term Unescorted Access

For extended or recurring access to the data center, visitor badges can be requested via the TDX article titled "Requesting Visitor Badges for Data Centers."

  • Visitor badges are also available within L31 and must be checked out using a separate checkout sheet.
  • Visitor badges located in L31 must be checked out at the beginning of the work period and returned at the end of each day.
  • Authorized employees facilitating access must ensure compliance with badge checkout procedures.
  • Failure to adhere to this process will result in disciplinary action.
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