Decommissioning, Relocating, or Repurposing Servers in the Data Center

Purpose

This SOP outlines the process for decommissioning, relocating, or repurposing servers within the data center to ensure data security, accurate inventory management, and minimal disruption to services.

Scope

This procedure applies to all data center personnel involved in the handling, decommissioning, relocation, or repurposing of servers at Dartmouth College Data Centers.

Procedure

Preparation

Locate red tags in the toolboxes available at either data center location.

Document the necessary information on the tag according to the action being taken (decommissioning, relocating, or repurposing).

Create a ticket in TDX requesting the Data Center Coordinator perform the Data Center Coordinator tasks mentioned below.

TDX Service Request Form: ITC Services Portal Home (dartmouth.edu)

Decommissioning

On the Red Tag, document the following:

  • Decommission date.
  • Note TDX Ticket Number.
  • Optional: Note if hard drives should be removed without being wiped.
  • Requestor responsible for the action.

The Data Center Coordinator is responsible for:

  • Removing and wiping hard drives.
  • Disconnecting and storing cables.
  • Updating the server inventory system (ServerBox) with the decommissioning information.
  • Updating TDX, noting the task's completion along with a summary of steps taken.

Relocating

On the Red Tag, note the following:

  • Requestor.
  • New location, if set. This may also indicate the device should be unracked and moved to inventory.
  • Date of the request.

The Data Center Coordinator will:

  • Disconnect and label cables for reconnection.
  • Update ServerBox with relocation details.
  • Update TDX, noting the task's completion along with a summary of steps taken.

Reusing in the Current Rack Location

On the Red Tag, include:

  • Requestor.
  • Note that the device will be renamed, including the new name if applicable.

The Data Center Coordinator will:

  • Update ServerBox to reflect the device's new role or name.
  • Update TDX, noting the task's completion along with a summary of steps taken.

Final Steps for All Actions

  • Once physical tags are filled out completely, they are to be attached securely to the relevant devices.
  • Hard drives containing sensitive information must be wiped using approved data destruction methods if the Data Center Coordinator has not been requested.
  • After completing the physical tasks, the Data Center Coordinator:
    • Ensures all actions taken are documented in ServerBox.
    • Verifies that all physical movements, decommissioning, or repurposing tasks have been completed accurately.
    • Confirms that the data center's layout and inventory records accurately reflect the changes made.
    • Updates the status of the TDX ticket to reflect the task completion with a summary of steps taken.
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