Ultimate Guide: Data Center Decommissioning Plan

So, you've taken the decision to decommission your data center?

Sooner or later, a data center will need to be decommissioned (whether fully or partially) for one reason or another. For example: 

• Upgrading IT assets and equipment in your data center for improved performance, security, and/or reliability
• Relocating your data center 
• Partially or fully transition into cloud storage

In such scenarios (and more), a proper decommissioning process is important mainly for two things: ensuring a smooth transition to the new system (and/or location) and protecting data privacy, integrity, and security.

Most, if not all, data centers involve the storage and transmission of sensitive and confidential data in their day-to-day operations. Without a proper decommissioning process, unsecured data may be intercepted and exploited by unwanted parties, exposing your organization to potential legal and financial implications. 

This is why having a data center decommissioning plan is crucial before performing any decommissioning process, and in this guide, we will learn how to develop one. 

By the end of this guide, you'd have learned about: 

• Overview of data center decommissioning process
• Why data center decommissioning is crucial
• Best practices in developing a data center decommissioning plan
• A step-by-step guide to developing a decommissioning plan

And more.

Without further ado, let us begin with the basics.

Data Center Decommissioning: Overview

Why do you need a data center decommissioning process and plan in the first place?

It's crucial to understand that a data center has a relatively short lifespan when compared to typical commercial buildings. A traditional commercial building has an average lifespan of up to 100 years, but for data centers, the average is 'only' around 15 to 20 years.

While the building itself and the physical infrastructure can last quite a long time (on average, up to 60 years), IT equipment and assets that power the data center have a much shorter lifespan. Software assets must be regularly updated every three to four years, and hardware assets will also need regular upgrades to maintain reliability.

Without these regular updates, the vulnerabilities within these IT assets may be exposed by cybercriminals, and older assets may simply stop working. 

In short, it can compromise the data center's overall performance and the security/integrity of data stored within and transported to/from the data center.

There are two main scenarios in which a data center decommissioning process is required: 

1. Replacing older IT equipment

Decommissioning older IT assets and replacing them with new assets can be easier said than done in practice. Even if it's something that's performed regularly in organizations, careful planning is still required.

An important issue when partially decommissioning and replacing assets in a running data center is to minimize downtime by taking dependencies between assets into account. 

2. Retiring the data center

A data center may need to be retired for one reason or another, for example, when a company decides to migrate its whole operations to a cloud-based environment, relocate the data center, or simply when an organization closes down its operation.

In practice, retiring a data center will require a careful decommissioning plan, which can be quite complex. Depending on the size of the data center, there may be a lot of IT assets that require decommissioning, turning the data center decommissioning process into a very complex project. 

Not to mention, there may also be local, state, and federal regulations that you'll need to comply with when performing the decommissioning process. In such cases, the assistance of certified professionals may be required to ensure compliance with relevant regulations. 

Why Would You Need a Data Center Decommissioning Plan?

You'll need a data center decommissioning plan to ensure the whole process can be executed smoothly, which is important due to these main reasons:

1. Data Security

A data center decommissioning plan should identify the correct steps to ensure the privacy, integrity, and security of data stored within the data center. 

Critical data should also be backed up to prevent loss of information, and depending on the applicable regulations, you may be required to keep a backup of data stored on physically destroyed/recycled equipment as proof of what information was stored on the IT equipment. 

2. Documentation

A proper data center decommissioning process should also involve ensuring a proper audit trail by maintaining a list of all decommissioned assets, data of decommissioning, what exact steps have been performed, and so on.

Depending on your industry and location, keeping a comprehensive audit trail may also be legally required. 

3. Access control management

In retiring old equipment or retiring the whole data center altogether, management of user authentication is a must. User IDs must be removed from the retired equipment or the whole system so they can no longer access the system/network.

When assets are replaced with new ones, this process should also ensure transferring of user IDs from the old IT assets to the newly installed ones.

7S of Data Center Decommissioning

While the actual decommissioning process will vary on a case-by-case basis, all decommissioning processes should consider these 7S factors: 

1. Size: decommissioning a 1,000 sqft data center would require a different approach than decommissioning a 1 million sqft data center. The bigger the size, the more equipment, and IT assets you'll have, and the more you'll need to pay attention to security.
2. Security: as in, data security, but also physical security of your data center. Ensuring the security and integrity of data should be the main focus of any data center decommissioning process,
3. Sensitivity: how crucial is the data center to the organization's current day-to-day operations? Is the data stored within the data center has been 100% migrated to the cloud or new location, or are there data and assets to be decommissioned that are still mission-critical?
4. Software: depending on the size of the data center to be decommissioned, as well as the sophistication of the decommissioning plan, you will most likely need the help of software solutions in the decommissioning process. You'll need a software solution to identify and track the assets to be decommissioned, and another for tracking progress (i.e., GANTT chart software.) Ideally, you'll want software solutions that are specifically designed for IT asset decommissioning. Your options can be limited, and these software solutions can be expensive, and this is where getting the help of a professional data center decommissioning company can help. 
5. Saleability: to maximize ROI, it's crucial to accurately identify which IT assets in your data center are still valuable, and if so, what's the accurate valuation? Don't underestimate the value of your older IT assets, even if they are not in good condition at the moment. 
6. Sophistication: refers to complete and accurate documentation of your data center decommissioning process from start to finish. Depending on your data center size, the purpose of decommissioning, and the IT assets to be decommissioned, you may have different criteria for what's perceived as sophisticated documentation. 
7. Sequence: in what order should the steps of decommissioning be performed? In practice, we'll need to consider many different factors like dependencies between software and hardware assets, the overall complexity of the process, and more. 

Developing a Data Center Decommissioning Plan: Key Principles

A robust and comprehensive data center decommissioning plan is required to ensure a smooth decommissioning process for the reasons stated above. 

A data center decommissioning plan should cover at least the following areas: 

1. The right course of action for each IT asset that is decommissioned, whether to sell, reuse, dispose of, or recycle the asset, among other options. 
2. When replacing older IT assets with new ones:
   1. Planning how the older IT asset will be removed to give space to new assets. 
   2. Planning data backup and restoration from the old equipment to the new
   3. Planning transfer of user ID and authentication to new devices
3. Ensure secure and eco-friendly IT disposition/recycling process
4. Secure data wiping when disposing of/decommissioning storage devices or any IT assets that store data

Maximizing ROI of Decommissioned Assets

A key consideration when planning a data center decommissioning process is to maximize the ROI of each IT asset to be decommissioned by considering:

• The average market value of the decommissioned IT asset.
• The condition of the decommissioned IT asset (whether it's possible to repurpose or sell the asset, used CPU or GPU.)
• Whether the decommissioned IT asset contains sensitive or confidential data. Secure data wiping may require additional costs.
• Cost of the new IT asset that will replace the decommissioned IT asset.

Based on these considerations, we have three main options:

1. Repurpose: if the resale value of the asset is relatively low, but it is still in a usable condition, then we can repurpose the asset. (i.e., using older hard drives as external drives.)
2. Sell: if the resale value is still relatively high, and if secure wiping of confidential data is possible and cost-effective, then selling the used data center equipment is the best option.
3. Disposal: if we can't sell or repurpose the asset, or if it's not possible to securely wipe the confidential data stored within the decommissioned asset, then physical destruction and/or recycling may be the only viable option.

A proper and comprehensive data center decommissioning plan should discuss in detail the different courses of action that will be taken for each decommissioned IT asset. 

Remember that your data center is unique, so there's no one-size-fits-all approach you can use when developing your data center decommissioning plan. The plan should be custom-tailored to the unique needs of the data center in question, so we can ensure the smooth execution of the decommissioning project. 

Partnering with ITAD Vendor vs. Decommissioning In-House

Before anything else, there's one decision you should make: could you do the data decommissioning process on your own? Or will you need outside help? 

Even if you technically can do this in-house, will it be cost-effective? Will you be better off using your valuable time to perform your organization's critical tasks instead?

Especially if you are in a heavily regulated industry (i.e., healthcare), getting a professional vendor to help might be a good idea. You wouldn't want to retain 100% of the potential liability just to save some money. Instead, it's probably better to pass that potential liability to a professional ITAD company that is R2v3 & RIOS certified, as well as insured, so they can also cover your potential losses. 

Don't forget that you'll also want to protect the integrity of your data, as well as your equipment's potential value. 

It's best to look for an ITAD vendor who can provide references to decommissioning projects similar to yours. Ask for certifications and insurance documents when evaluating different vendors, and obviously, identify how much you are willing to spend for their help (your budget.)

Unless you already possess a considerable security infrastructure, it's probably better to partner up with a credible ITAD vendor. They will be the ones developing the data center decommissioning plan (together with you) and executing the project, and you can simply supervise and monitor.

Data Center Decommissioning Plan: Step-By-Step Checklist

Now that we've covered the high-level considerations of how we should plan a data center decommissioning process, in this section, we will move on to a step-by-step guide on the data center decommissioning process.

Even if you are working with an ITAD vendor in decommissioning your data center, you should work together with the vendor to put together a comprehensive project plan. While they may be the ones performing the heavy lifting, carefully evaluate their plan before giving your approval.

With that being said, let’s begin with the first step.

Step 1: Defining the scope of work

The first step in developing your plan is about outlining all the details of the decommissioning process, and we should begin by defining the scope of work: 

• The total size of the data center 
• The purpose(s) of the decommissioning project
  • KPIs to measure the success of the project
• Timeline of the project (when the project must be done)
• Estimating budget
• Establish a decommissioning project team (disregard this if you are working with a vendor.)
  • Assign a project manager
  • List all the stakeholders that are going to be involved in the project

Step 2: Identifying assets

The next step is about identifying assets that will need to be decommissioned. Pay attention to dependencies when planning asset decommissioning: one of the assets you were thinking of retiring may actually run a critical application that is a dependency on another.

• How many assets need to be removed?
• Use network discovery tools to identify assets, and follow up with physical reviews. 
• List of all hardware and software assets that need to be decommissioned
  • Servers
  • Racks
  • Hard drives
  • SSDs
  • Networking equipment
  • Software assets
  • …..
  • ….
  • Etc. (add as needed)
• Compare the list of IT equipment to pre-existing Configuration Management Databases (CMDBs) 
• Identify pieces of equipment that may require special considerations/technical expertise to move them
• Develop a detailed IT asset map listing equipment and location of items to be decommissioned. Compare with your CMDBs as needed.
• Contact a Data Center Decommission vendor to determine what you are going to do with each piece of equipment/asset: reuse, sell, destruction/recycle, etc.

Step 3: Developing a comprehensive plan

Based on the itemization you’ve done in the previous phase, in this phase, you can start planning the execution of the decommissioning project. 

• Develop an execution plan
  • List of all the activities to be performed
  • PIC for each task
  • Roles and responsibilities of different stakeholders
• Develop a schedule/timeline for the decommissioning project.
  • Identify whether the decommissioning project will coincide with work hours (especially peak hours) and whether you’ll need to issue notifications about potential service downtime
• Establish backup systems and workflows to make sure there is not going to be a critical loss of power or data
• Identify and cancel vendor maintenance contracts for affected equipment
• Prepare tracking numbers for assets that are going to be decommissioned
• Prepare a list of contacts for potentially affected stakeholders and the preferred method of communication for each
• Reconfirm the asset list. Recheck everything and identify all assets again as needed
• Removal instructions for emergency generators and auxiliary equipment
• Removal instructions for cooling systems, including cabling, piping, ductwork, and additional tools

Step 4: Preparing tools, supplies, and labor requirements

• Prepare the tools and labor requirements at each step of the decommissioning project:
  • Device shredders 
  • Degaussers
  • Forklifts
  • Hoists
  • Pallet
  • Packing foam
  • Hand tools
  • Boxes
  • Crates
  • Labels
  • Packing materials (bubble wrap, tape, poly bags, etc. )
• Identify Who will oversee and execute each task (if you are using external vendors, make sure to perform the necessary background/security check ahead of time)

Step 5: Secure data wiping and/or physical destruction of assets

• Gather relevant stakeholders ahead of the actual decommissioning process, discuss the details and gather input
• Identify the types of data your organization routinely transports and/or generates, decide how you should deal with each category of data
• Establish clear data eradication protocols. Define whether there are any critical steps that will require human supervision and authorization before proceeding
• Decide on appropriate data eradication method for each storage device and/or each type of data: physically destroying the drive (shredding/incineration), degaussing, using software tools to securely wipe data, etc. 
• Be clear and comprehensive in your organization’s expectations around the process of secure data eradication and/or physical destruction
• Identify which devices will be transported offsite for eradication/destruction, and which will be sanitized on-site
• During the actual decommission, safely disconnect the equipment from the network and tag assets for decommissioning.

Step 6: Packing and transportation

• Use appropriate asset management software to track all assets
• (For assets that will be recycled) Label each piece of decommissioned assets to indicate where it is going and the owner of the device
  • Attach printouts to the equipment with instructions for where the equipment would be moved for each asset
• Prepare a dedicated space for packing assets depending on the number of decommissioned equipment and/or required size. 
• Use the appropriate packing materials for each asset, as you’ve planned in the previous steps
• For on-site decommissioning, make sure to follow the steps laid out in the project plan for clearing the teardown space

Step 7: Evaluation

• Re-check with the IT and accounting teams whether decommissioned assets have been recorded properly
• Coordinate with your chosen IT Asset Decommissioning (ITAD) vendor to confirm the secure eradication of data.
  • Get Certification of Destruction (CoD) for relevant assets/data
• Calculate the total value recovered and returned to your IT budget (with sales of used equipment, etc. ). Appropriate ITAD providers will assist you with each stage of the decommissioning process to ensure you are maximizing your return from unused assets
• Review all relevant documentation before and after the process to ensure compliance 

Closing Thoughts

To summarize, your data center decommissioning plan should consider seven different steps: 

1. Defining the scope of work
2. Identifying assets to be decommissioned
3. Developing a comprehensive plan
4. Preparing tools, supplies, and labor requirements
5. Secure data wiping and destruction of assets
6. Packing and transportation
7. Evaluation

Besides careful planning of the data center decommissioning project, it’s also crucial to

choose the right partner that can help you in securely executing the decommissioning project. 

Look for an IT asset disposition specialist that offers holistic data center decommissioning service as your partner. Big Data Supply Inc. is an R2v3 & RIOS (Responsible Recycler) certified IT asset recycling company that can be your partner in ensuring an environmentally friendly and data security-compliant decommissioning process for your data center. 

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Remember when the pundits predicted that we would ultimately be a paperless society? Futurists now envision a world where cars drive everyone from point to point rather than people driving the cars themselves. These are just two examples of the use of embellishment or hyperbole to make a point, although the reality often falls far short of the fantasy.

We are seeing the same thing happen in the world of data tape storage. Storage providers and disc manufacturers have been predicting the inevitable fate of tape data storage media going the way of the dinosaur.

Well, we at Big Data Supply are here to say “Easy there, big fella!” regarding the obsolescence of data tape storage. Over our 20 years of experience and service in the data center equipment business, we have seen many IT ‘fads’ come and go. The thing about data storage using tape is that it is finding a significant niche in the data storage needs of businesses as other storage options evolve.

Here are a few of the ways tape is helping IT professionals get more from their infrastructure.

1. Technological advances make tape for data storage capable of meeting the increasing storage needs that businesses face today. Compliance concerns like HIPAA and PCI require longer time periods for data to be archived. Using tape for long term archival needs makes more sense than using cloud or disc storage.

2. The economics of tape are attractive, especially concerning long term archiving tape. Cloud storage from a third party is a monthly recurring charge that can become extremely expensive over long periods. You hear many opex v. capex arguments in favor of opex, but in this case, a smaller one-time cost for tape can save significant money over time.

3. The Cloud providers are turning to tape for long term archiving for their customers. If cloud providers themselves are making this move, then it makes sense that IT departments should be looking closely at the benefits of tape.

Of course, each individual IT and data center department’s strategy around data storage will be determined by the unique needs of the business. This is actually the most critical step in recognizing exactly where tape will provide the greatest benefit.

If you are looking for ways to get the most mileage from your IT budget call us to schedule an appointment. We work with companies every day to help them use available technologies to their greatest benefit. We also help businesses sell their old tape media, used desktops, servers and more. And while we are good at helping our customers store data in a cost effective manner, we can also provide industry leading data destruction services.

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We were excited to learn of a new development within the LTO Program Technology Provider Companies — which is made up of HP, IBM, and Quantum. They have just announced that the LTO tape roadmap has been extended through the 10th generation.

This means that the current generation 6 is just the beginning of amazing tape developments. The LTO consortium has set the new generation guidelines at 62.5 TB for LTO-9 and 120 TB for LTO-10.

According to Joel Tax of the Santa Clara Research Group, “The production of six generations of drives and a well defined term road map are key elements for the success of LTO.” In other words, tape is far from being dead. The truth is that tape will most likely play a much larger role in longterm storage.

Beyond being able to hold massive amounts of data LTO-9 and LTO-10 will feature amazing transfer rates. It has been estimated that LTO-9 will include a compressed rate of 1,770 and the LTO-10 will offer a blazing 2,750 MB/second.

“With the extension of the roadmap, organizations can expect advancements in capacity and efficiency at lower costs,” said Chris Powers of HP.

This means that for organizations looking to scale out their data storage infrastructures, tape will allow for them to cut costs and spur on much higher levels of efficiency.

Where convenience is concerned, both LTO-9 and LTO-10 will include:

- Read-and-write backwards compatibility.
- Write Once Read Many (WORM)
- Encryption and Partitioning
- Linear Tape File System (LTFS)

Each of these features makes tape easier to use and more convenient than ever.

If you’re currently on the market for LTO tape or considering it, LTO-6 offers a compressed capacity up to 6.25TB and a transfer rate of up to 400MB/S. Also, its Linear Tape File System helps make it one of the best long-term solutions on the planet.

Have questions about LTO tape? We would love to help answer them.

Also, we both buy your old LTO data tape media and sell LTO tape. Drop us an e-mail and we’ll help you get started and answer any questions you may have.

And yes, we definitely believe that LTO tape happens to be one of the best and most cost-effective longterm solutions on the market.

Congrats to the LTO consortium for this amazing news!

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We are often asked the question, “What is LTO Ultrium tape?” This doesn’t surprise us, as there are many organizations that are just opening their eyes to alternatives to disk-only data storage infrastructures.

LTO stand for Linear Tape-Open, or an open-format tape storage technology that was dreamt up and developed by IBM, HP, and Seagate (after a couple mergers Seagate is now Quantum.)

Basically, the term “open-format” means that users are able to use a handful of storage media products that are compatible with one another. The LTO Ultrium format is the high-capacity implementation of the technology.

The greatest thing about LTO tape is that it has gone through several impressive generations. Beginning the late 1990s, the LTO-1 offered up to 100 gigabytes of storage and a maximum transfer rate of 20 GB/s.

Fast forward to 2014 and the LTO-6 offers 2.5 TB of native data capacity and a maximum transfer rate of 160 MB/s. It is rumored that the LTO-7 will boast of 6.4 TB of native storage and a transfer rate of 315 MB/s.

Essentially, this means that massive amounts of data can be stored on the newest versions of LTO tape, making it ideal for data backups and long-term data storage.

There are a number of reasons to consider LTO tape including:

1. It is relatively inexpensive when compared to disk-only storage.

2. Data can be stored offline for 30 years and more. Tape happens to be one of the most reliable and durable mediums on the market.

3. Tape is recyclable and reusable.

4. The LTO consortium has the best interest of organizations at heart. They want to continually develop products that work together and make for the very best data infrastructure possible.

5. You can buy and sell used tape.

Looking to buy/sell new or used LTO tape? We can help you out. We’ll walk you through the entire process, and we’re always happy to answer all questions surrounding data storage.

Drop us an e-mail or give us a call to get started.

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One of the best things organizational leaders can do in today’s world is make a commitment to reducing their organization’s carbon footprint.

Unfortunately, the planet is being covered with landfills that are full of toxic waste in the form of computers, cell phones, printers, tape cartridges, and more, and the majority of companies worldwide aren’t doing much about it. Nothing good can come from the toxins that are releases into the soil and air as result of the toxins released by e-waste.

The good news is that a growing number of organizations are beginning to wake up to the problem and take steps to make a positive impact.

The following are five ways you can reduce your carbon footprint to pave the way for a healthier planet:

1. Recycle Old Computers

The majority of used computers can be recycled and used by other organizations or individuals. And if they can’t be reused for some reason, it is possible to recycle hard drives like WD old hard drives and Dell used hard drives, plastics, glass monitors, CD Rom drives, old CPU, used GPU, Cathode Ray Tubes, copper in power chords, batteries, and more.

2. Recycle Storage Tapes & Buy Recycled Tapes

There is absolutely no reason that an organization utilizing tapes should let them be thrown into a landfill. One of the very best parts of using tape is the fact that all data can be expunged from them and they can be reused again.

If you have tape media filled with old data, you can sell and recoup some of your data storage expenses. Likewise, you can purchase recycled tapes for far less money than if you were to buy new ones.

3. Recycle Printer Cartridges

Many inkjet printer cartridges can be refilled and used up to five times. There are some companies that offer ink refilling. This will both help the environment and help you cut down your costs.

4. Cut Down on Paper Usage

Inspire your workforce to use less paper. Utilize electronic tablets, Web portals, e-invoicing, and other systems that will reduce your dependance on paper.

5. Recycle Glass and Plastics

Create a recycling program in which your employees will place their plastic and glass bottles into designated recycling bins.

Need help with any of the above? We would love to offer you suggestions. Also, we pay top dollar for used tape and other electronics. Drop us a call or an e-mail for more details.

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Big Data Supply, Inc. has an opening for a Production/Warehouse Technician. We are a leading eco-friendly data storage supplies company and we provide on the job training. You will learn how to recycle enterprise data storage products. Our company recycles data storage media; we also buy, sell, consign and trade IT hardware equipment. We provide a culture that values opportunity for growth, development and internal promotion. We are a small first year start-up company comprised of experienced industry professionals looking to grow the business with current and future employees.

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IBM has officially announced it’s proprietary General Parallel File System (GPFS) will soon easily write files to tape on cartridges through an enterprise edition of LTFS. It will be referred to as “Big Blue’s Linear Tape File System.”

As we’ve shared numerous times, LTFS allows for files to be stored in a defined location within a tape. This allows for data to be placed in folders and retrieved with ease. LTFS is currently available on LTO-5, LTO-6, and TS1140 tape.

IBM is currently developing an LTFS EE (Enterprise Edition) that offers a clear and defined link between GPFS and LTFS. There are numerous benefits to this, but the most important one is that when you put an LTFS tape in a tape library, it will be possible to import it with LTFS EE commands. The data will then show up within the GPFS filesystem.

This is possible because LTFS EE will utilize a hidden GPFS filesystem to map all data from LTFS to GPFS.

This finally offers a way for bulk GPFS data that is rarely accessed (but needs to be retained for years to come) to be stored in a cost-effective manner. In other words, storing this data offline on tape is much less expensive than utilizing disk space.

Storing Tier 2 and Tier 3 data on tape is especially ideal in today’s world, where data storage environments are growing faster than ever.

Want to learn more about LTO tape, LTFS, and other related topics? Drop us a call or an e-mail, and we’ll be happy to help!

We work with organizations of all shapes and sizes to help then create and maintain robust, cost-effective data storage environments.

This especially includes the use of tape, thanks to the advancements of the LTO consortium — which includes IBM.

We’ll keep you updated as more details within the industry emerge!

We buy excess new and used data tape media and sell new and certified data tape as well. Just give us a call!

Contact us today: Info@BigDataSupplyInc.com | Toll Free 800-905-7329 | Local 949-679-6633