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SEQ Datacenter Policies and Procedures

Alex Keller -

SEQ Datacenter Policies and Procedures


Ratified: 9-5-2013

Updated: 10-28-2014



SoE IT: soeithelp@stanford.edu, 650-498-2222

Facilities and Building Management:

Huang Building: Jaime Eredia, huang-help@stanford.edu , 650-725-7452

Y2E2 Building: Pat Carlson, y2e2-help@stanford.edu, 650- 714-8498

Spilker Building: Bobby Nguyen, spilker-help@stanford.edu, 650-483-9236

Shriram Center: Ray Hewlett, 510-552-1308

Stanford Building/Facilities Operations - Immediate Issues: 650-723-2281

Stanford IT Operations Center: 650-723-1611

POLICE/FIRE Non-Emergency: 650-723-9633




The purpose of this policy is to establish datacenter best practices and procedures that promote a safe, secure, and sustainable server infrastructure for the Science and Engineering Quad (SEQ) community. Core goals include maintaining a functional and orderly datacenter and documenting all equipment assets and their impact to the physical, electrical, cooling, and network infrastructure.

The SEQ Datacenters offer a no-cost hosting solution for members of the SEQ and/or members of School of Engineering (SoE).  Members of Computer Science or Electrical Engineering are encouraged to apply for hosting in their home department datacenters first.  

The SEQ datacenters are managed by the School of Engineering Information Technology Team (hereafter SoE IT) but it is the responsibility of all occupants to adhere to these common policies and promote shared stewardship of these resources.

All datacenter occupants must adhere to the Stanford Computer and Network Usage Policy which supersedes this document: http://adminguide.stanford.edu/62.pdf.


1.     Access & Security:


a)      All maintenance and security issues should be immediately reported to SoE IT.

b)      Stanford ID badge access to the datacenter will be granted to individuals with a demonstrated need. Badge access will be audited and reviewed on a bi-yearly basis.  Requests for badge access should be directed to SoE IT.

c)       Individuals without Stanford ID badge access (visitors, contractors, etc.) who have a legitimate need to access the datacenter must be escorted by an authorized Stanford employee and may not be left unsupervised without prior approval from SoE IT.

d)      Occupants shall only interact with their equipment and should not touch or otherwise disturb any equipment that is not under their direct jurisdiction.

e)      All networked equipment within the datacenter is subject to regular vulnerability management scans and occupants will be responsible for remediating critical vulnerabilities in a timely manner.

f)       Occupants may not add physical security mechanisms (additional locks, security bolts, etc.) without approval from SoE IT.

g)      Datacenter doors must remain closed at all times and may not be propped open.

h)      Turn off all lights when leaving the datacenter.


2)    Etiquette:


a)      Work areas must be kept clean and organized. Tools, cables, mounting hardware, etc. must be properly stored in a designated location by the end of each work day.

b)      Racks and aisles must be kept clean, organized, and devoid of manuals, media, packing materials, or other unnecessary items.

c)       New equipment should be unpacked outside the datacenter and boxes, packing materials, and refuse must be promptly moved to the recycling and trash depot outside the building.

d)      Racks may not be used for storage, only active equipment shall be housed in the racks.

e)      Rack doors must remain closed unless supervised work is being performed.

f)       All cables must be organized and secured using cable ties or other professional cable management solutions. Cables should never protrude outside of the racks or across the floor.

g)      Smoking, eating, and drinking is prohibited within the datacenter.

h)      Hazardous materials are not permitted within the datacenter.


3)    Physical:


a)      Occupants must obtain approval from SoE IT in writing (email), prior to the installation of new equipment or relocation of existing equipment in the datacenter. Every U of rack space must be approved and documented. Do NOT order equipment without prior approval.

b)      Equipment shall not be left unattended on the floor, aisles, or workroom. Unattended and unlabeled equipment will be recycled. Cabinet storage of equipment may be provided by SoE IT on a case by case basis (submit request by email).

c)       Deprecated equipment shall be un-racked, removed, and reported to SoE  IT by email in a timely manner.

d)      Any intentions to recycle or relocate equipment with a Stanford property tag must be reported in advance to the appropriate department property manager (for assistance contact huang-help@stanford.edu, y2e2-help@stanford.edu, or spilker-help@stanford.edu).

e)      All equipment must be rack mounted and properly secured within the rack. Free space in the racks will be fitted with blanking panels by SoE IT in order to maintain proper hot/cold aisle segmentation.  Unique equipment that cannot be rack mounted will be subject to approval before installation.

f)      All equipment must be installed in the most compact manner possible starting at either the top or bottom of the rack unless otherwise approved by SoE IT before installation. Occupants may not spread out equipment across the rack for perceived benefits in ventilation or to claim space for future expansion. Any deviations from compact installation must be approved.

g)       All equipment (per U or entire rack) will be front labeled with a provided asset tag which will correlate to a contact list maintained by SoE IT. All occupants are responsible for specifying a Business Owner and Technical Contact(s) including email and emergency phone number for each asset. Informing SoE IT of asset and contact updates are the responsibility of the respective Business Owner and Technical Contact(s).

h)      All racked hardware must be inspected for fitness and function prior to installation and on a yearly basis.

i)      New equipment may be granted up to a 5 year occupancy, requests for extension after this period will be reviewed on a case by case basis by the School of Engineering Director of IT and Science and Engineering Quad Director of Facilities Planning & Management.


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