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Kansas Univ _ Data Center and Server Room Policy

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Information Technology Policy

Data Center and Server Room Policy


The purpose of the Data Center and Server Room Policy is to describe the minimum
requirements for designing, installing, securing, monitoring, maintaining, protecting, and
decommissioning a data center or server room at the University of Kansas.
Applies to:
University employees (faculty, staff, and student employees), students, and other covered
individuals (e.g., University affiliates, vendors, independent contractors, etc.) in their access and
usage of University technology resources during the course of conducting University business
(administrative, financial, teaching, research, or service).
Policy Statement:
All data centers or server rooms performing any type of computer technology work under the
auspices of the University shall implement and maintain their respective technology services via
the approved Kansas University Data Center and Server Room Standards only.
Exclusions or Special Circumstances:
Exceptions to this policy and associated standards shall be allowed only if previously approved
by the KU Information Technology Security Office and such approval documented and verified
by the Chief Information Officer.
Faculty, staff, and student employees who violate this University policy may be subject to
disciplinary action for misconduct and/or performance based on the administrative process
appropriate to their employment.
Students who violate this University policy may be subject to proceedings for non-academic
misconduct based on their student status.
Faculty, staff, student employees, and students may also be subject to the discontinuance of
specified information technology services based on policy violation
Chief Information Officer
345 Strong Hall
1450 Jayhawk Blvd
Lawrence, KS 66045

Approved by:
Chief Information Officer
Approved on:
Thursday, December 10, 2009
Effective on:
Thursday, December 10, 2009
Review Cycle:
Annual (As Needed)
The standards associated with this policy are designed to represent the baseline to be used by the
Data Center and Server Rooms located on the University of Kansas main and satellite campuses.
While specific-standards organizations are referenced for examples of best practices, it should be
noted that site conditions, special requirements, and cost of modification will be taken into
consideration when implementing the final configuration of a site. The standards will be
regularly reviewed and updated based on new industry standards, new technology, and lessons
Related Policies:
Data Center and Server Room Standards
Data Classification and Handling Policy
Data Classification and Handling Procedures Guide
Information Access Control Policy
Virtual Private Network (VPN) Remote Access Procedure
Virtual Private Network (VPN) Service on the University of Kansas Data Network
Information Technology Security Policy
Network Policy
Security Policy Procedure: Risk and Vulnerability Guidelines
Security Policy: Assessment for Local IT Environments and Outline for Risk and Vulnerability
Telecommunications Physical Infrastructure
Telecommunications Wiring Policy
Wireless Local Area Network (LAN) Systems Policy

These definitions apply to these terms as they are used in this document.
CAT 6: Category 6 cable, commonly referred to as Cat-6, is a cable standard for Gigabit
Ethernet and other network protocols that feature more stringent specifications for crosstalk and
system noise.
CRAC: Computer room air conditioner
Data Center: A large facility designed to support large numbers of servers in a large conditioned
room. Data Centers are usually composed of a large number of racks (25 or more) and are
manned 24/7/365.
EMF: Electro magnetic fields
eWaste: Electronic equipment disposal service provided by Information Technology on the KU
HEPA/S: High Efficiency Particulate Air filters are used in vacuums cleaners in computer rooms
to collect fine dust particles.
Hot/Cold Aisles: A method of arranging computer racks which focuses cold air delivery at the
front intake of a rack and expels hot air at the back. Rack rows are arranged so the backs of rows
face each other and hot air is collected above the row by a ceiling plenum, which returns the air
to the CRAC unit directly. The fronts of the racks face each other in a row that has vented tiles in
the raised floor to deliver cold air to the rack fronts from the CRAC units.
HVAC: Heating, ventilation, and air conditioning
IP: Internet Protocol is a term used to indicate a connection to the network.
Level I information: University Information with a high risk of significant financial loss, legal
liability, public distrust or harm if this data is disclosed
Level II information: University Information with a moderate requirement for Confidentiality
and/or moderate or limited risk of financial loss, legal liability, public distrust, or harm if this
data is disclosed.
NOC: Network Operations Center is the location in the Data Center, which is staffed 24/7/365
and monitors and responds to all incidents that affect service availability.
OM3: Fiber optic cable used to support high speed communication in the 10GB range.
PDU: Power distribution unit

PLC: Program Logic Control is a computer-based control system used to manage main power
distribution switching panels.
Response Kit: A special tool kit used by Floor Space Planning technicians to support services on
the Data Center Machine Room Floor.
Server Room: Typically a small conditioned space designed to support computing equipment.
These are usually satellite processing centers supporting a specific department and not the entire
enterprise. A server room at KU can also be defined as any room containing a server or servers
critical to the support and operations of a unit or department and/or contains any Level I or II
information as defined by the KU Data Classification and Handling Policy and/or Procedures
SLA/VRLA: Sealed Lead Acid/Value Regulated Lead Acid are two types of batteries that are
used to support Data Center Machine rooms during loss of utility power. They are attached to a
UPS system.
University Information: Data collected or managed by the University to support University
activities. University Information may include records as well as other data and documents.
UPS: Uninterruptible Power Supply is a system used to condition utility power before it is fed to
computer systems and provides power failure ride-thru when the main utility fails. These systems
have a battery bank attached, which will provide a set number of minutes of ride-thru time. The
UPS monitors the batteries and keeps them at full charge. It reports on power and battery
Standards Organizations:
ANSI: American National Standards Institute
TIA: Telecommunications Industry Association
BS/IEC/EN: British National Standard/International Electrical Commission/European
The University of Kansas Design and Construction Standards Division 27 for
Telecommunication Systems: Campus construction standards
EIA: Electrical Industry Alliance
IEEE: Institute of Electrical and Electronics Engineers
ISO: International Organization for Standardization
data center, server room, server installation, server removal, physical plant, HVAC

Review, Approval & Change History:

10/16/2014: Policy formatting cleanup (e.g., bolding, spacing).
Information Access & Technology Categories:
Information Technology
Privacy & Security

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The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion,
sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status,
parental status, gender identity, gender expression, and genetic information in the universitys
programs and activities. Retaliation is also prohibited by university policy. The following
persons have been designated to handle inquiries regarding the nondiscrimination policies and
are the Title IX coordinators for their respective campuses: Executive Director of the Office of
Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A,
Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and
Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission
Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City,
Kansas, medical center campuses).