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 escorted and long-term independent access.

Scope

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

Policy

Escorted Access

Escorted access is required for instances such as tours, vendor visits, or other temporary access where unauthorized employees or vendors need to enter the data center. In these cases:

  • An authorized employee must remain in the space with the visitor(s) or adjacent rooms at all times.

  • Visitor badges located in L31 may be issued to support short-term exits (e.g., restroom use); but do not grant independent access to the BMR.

  • 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

  • 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 Independent Access

Long-term independent access to the data center is not permitted by default. Exceptions for extended or recurring vendor visits may be granted only with prior approval from Ty Peavey.

If long-term independent access is approved, the following process must be followed:

  • 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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