DATA CENTER RELOCATION

Transcription

1 ... WHITE PAPER DATA CENTER RELOCATION BEST PRACTICES AND LOGISTICS TIPS...

2 Contents Determining the Ideal Timeframe for Your Relocation Choosing the Right Transportation Specialist Maintaining Security throughout the Relocation Creating a Plan of Action

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4 Michael LoRusso VP and General Manager Technology Logistics Contact: For over 20 years, Michael has provided logistics expertise to the technology and financial industries. He is focused on delivering quality and cost-effective logistic solutions for his clients for their data relocation and disaster recovery plans, while ensuring the safety and security of transported data.com 4

5 With a data center relocation, every last detail must be considered and planned for in advance. There are many reasons why a company may consider relocating a data center; the lease may be up on the existing space, the building or business in which the data center is housed might have been sold, or they may simply no longer need the square footage and want to take the opportunity to consolidate operations. No matter what the reason, a data center relocation can be a very complex undertaking. With a data center relocation, every last detail must be considered and planned for in advance in order to maintain the integrity of your data, meet deadlines and ensure smooth transition to the new location. With this type of critical project, you need to plan for the unexpected and have a contingency plan in place in case of delays or unforeseen circumstances. It is obviously not quite as simple as unplugging all the machines and loading them on to a truck for transport. 5

6 There is a lot of groundwork that must take place internally including mapping out exactly what software is being run on each piece of equipment and how data will be secured and/or rerouted prior to relocation, among many other important tasks. That s why it s critical to work with a partner that has experience with technology moves in general, and relocating data centers in particular. An expert in the field can help you avoid pitfalls to ensure there is no loss of data and minimize downtime by giving you insight into common challenges while also helping you plan for the unexpected. Following are a few tips that can help you as you plan your data center relocation, as well as some guidelines for selecting the right transportation partner.....com 6

7 Determining the Ideal Timeframe for Your Relocation 24 One of the most important factors you will need to consider is the timing of your move: Do you need everything moved at one time, overnight, during normal business hours, after hours or over a weekend? Will the relocation take place over the course of several moves to minimize the risk of service interruptions? Each type of relocation project requires a unique skill set. However, since no move is exactly like another, it s helpful to work with a transportation specialist that has the flexibility to provide both solutions. With a more robust knowledge base, they will be able to provide a truly custom solution as well as react quickly to issues and challenges that may arise as your move progresses. Plus, if you re not sure which approach will best meet your needs, a seasoned service provider will have the experience to help you make the right choice. 7

8 Choosing the Right Transportation Specialist To minimize your exposure to risk, it s best to find a specialized courier with a history of managing all types of technology and data moves. Specifically, look for a partner that: Has experience de-installing and re-installing equipment Has the proper tools, equipment, and resources to fully service the move Is flexible enough to meet your needs in the event of delays Can offer a proven secure chain of custody In many cases, companies will have their own IT staff on hand to perform the de-installation and re-installation of machines. However, it is beneficial to work with a service provider that has the ability to do both, even if you do not intend for them to take on the task. For one thing, they will have a firm grasp of all the moving parts and, as a result, can help in developing a detailed, comprehensive plan of action. Plus, you will have backup resources in the event that your staff needs extra assistance. 8

9 A sound chain of custody is also vital for safeguarding the integrity of your equipment and whatever data resides on it. Make sure you ask about the procedures a service provider has in place to handle assets before entering into a relationship. You need to know how they are going to track every piece of equipment that s been pulled and, more importantly, how they plan to keep it secure during transit. International Relocation If your relocation involves international shipping, you will need a courier that has the expertise to help you navigate the legal and regulatory environment. Your partner should be aware of what countries can accept used IT equipment, and have in-depth knowledge of the specific customs and paperwork requirements for each region. You will also want to know how they plan on moving your shipment via airline, handcarried or charter aircraft, for instance, and how this will impact the chain of custody. 24/7/365 Availability Finally, in a critical move such as a data center relocation, you need 24/7/365 coverage since much of the work happens after hours. This includes having the ability to manage delays if back ups take longer than anticipated or de-installation crews are late, and having access to customer service representatives and drivers once the equipment is in route. You need to know your relocation team is available to you throughout the entire move until the job is complete. 9

10 Maintaining Security Throughout the Relocation A quality relocation transportation specialist will employ a chain of custody manifest as a part of their standard operating procedures to ensure the security of your move from beginning to end. This includes recording the model, serial number and asset tag (if applicable) for each piece of equipment that is pulled and packed. A chain of custody manifest is the control document used to record products that are moved for a COC - Chain of Custody shipment. The manifest contains product description, serial number and asset number if available. It is signed by the shipper and courier at the time of pick-up. Upon delivery the manifest is reconciled to the shipment to insure what was manifested was in fact delivered. The COC - Chain of Custody manifest is the control document in all of Quick s COC movements. 10

11 You can have your courier catalog equipment as they are pulling it. However, it is more expedient and secure if you do it in advance and then have the shipper check off each item as it s removed and loaded. Once on the truck, your service provider should record the time that the door was closed. Ideally, a security tag will be placed on the vehicle at this time so that the equipment cannot be accessed until it arrives at its final destination for re-installation. Before the shipment leaves the point of origin, a representative from your company and the driver should then review and sign off on the manifest. Upon arrival at the new location, your recipient should inspect the truck to confirm that the seal on the security tag is intact. You may even request that the driver take a picture of the unbroken seal and it to staff in another location. The truck can then be opened and the equipment in the shipment verified against the original manifest for re-installation. At this point, your onsite staff will direct the courier where the data center is to be housed. Packages and crates will be removed in priority order, and set up based on your instructions. It should be determined in advance if the vendor is simply off-loading equipment, unpacking it and putting it into racks or assisting IT personnel. 11

12 The Site Survey Creating a Plan of Action Your service provider should conduct a comprehensive site survey prior to any relocation. Essentially, this involves working with your operations team to walk through the move to: Examine what floor and where the equipment is housed in relation to elevators Follow the path that leads to elevators, looking closely at the height and width of doors and hallways as well as elevator access and capacity Determine if doors or security magnets/locks need to be removed Make note of physical obstacles that can and cannot be moved Determine if it will be necessary to build a ramp or lay down plywood/masonite to protect office/lobby flooring 12

13 This process also helps your relocation transportation partner to determine exactly what type of packaging and vehicles are needed. Large cabinets and equipment will require specialized trucks, while tapes and hard drives may need anti-static bubble wrap in addition to vehicles/ packaging that can maintain a certain temperature. Your service provider will also take this time to work with building management staff to map out specific requirements. This includes reserving freight elevators, having building staff on hand for certain tasks if it is a union shop or providing proof of additional insurance for both pick-up and delivery locations. Contingency Planning Delays can happen for many reasons; trucks break down, accidents happen and drivers get sick, among other things. That is why it is important for your relocation partner to provide a contingency plan that maps out what will happen in the event of delays. For instance, many times it s prudent to have a secondary truck following behind the original carrier. So, if there is an issue the second truck can continue carrying the load to its final destination. 13

14 What Your Courier Needs to Know To best manage the timing of the move, you should let your service provider know if there are certain pieces of equipment that need to be moved first and where all pieces are going. This will help save time and money by consolidating equipment into single crates if possible and packing the truck in the most logical manner to streamline re-installation. In addition, if there are machines you will no longer be using, determine how you will dispose of them. Will they be recycled or destroyed, or do they need to be returned to the leasing company? Your relocation partner should be equipped to handle all these scenarios, creating a separate chain of custody manifest for each delivery location and providing a certificate of destruction as appropriate. Know Your Responsibilities While your relocation partner is ultimately responsible for ensuring your move goes smoothly, there is plenty you can do to facilitate the process. That includes making sure all software is backed up in time to avoid any additional costs that may result from delays. Know that you are responsible for ultimately pulling the plug, and your vendor is not likely to touch a machine that appears to still be up and running. You should also be sure to have enough IT support personnel onsite and on-call to manage any issues or lend an extra hand if needed. 14

15 Communication is Key At Quick, our experience is that ongoing, two-way communication is best to ensure a successful relocation. This starts with defining the specific parameters of the move and creating the chain of custody manifest, but also keeping in constant contact with our clients. We let them know when we are onsite, when we have started the job and whether there have been any onsite delays. When the truck has been sealed, we send through a copy of the signed manifest along with an estimated time of delivery. We maintain contact throughout transit providing regular updates based on each clients individual needs. The last is sent when the shipment has been off-loaded and the final manifest confirms delivery of all of the equipment. 15

16 Data Center Relocation Case Study A large financial institution with data centers located throughout the United States needed to move an entire data center from one location to another in the New York City area. Quick provided a quality logistics project management service and our procedures are now used as the standard in datacenter equipment moves for this client. Learn the details of the project, its challenges and Quick s solutions. 16

17 Custom, Reliable Solutions Quick is uniquely able to meet your most urgent and seemingly impossible deadlines. That s because we do whatever it takes to get your shipment wherever it needs to be, with virtually no limitations on what we can deliver. Industry Specific Expertise Available 24/7/365, Quick s highly skilled industry specialists work one-on-one with you to design a custom shipping solution for every individual situation. Innovative Technology mission critical logistics Quick has designed and invested millions into Information Technology systems that offer our customers valuable online tools and a wealth of real-time information. Global Reach With a global footprint, Quick actively manages your logistics -- even in the most remote locations. Get a Quote 17