Business PickupData centre decommissioning is the process of removing hardware from a data centre for relocation, resale, recycling, or disposal while rerouting data to new servers. It encompasses several processes and involves multiple parties, including both internal stakeholders and a trusted IT asset disposition (ITAD) partner. If your company is approaching a decommissioning project, here’s everything you should know.
The importance of data centre decommissioning
The need for data centre decommissioning is driven by several technological, economic, and environmental factors. Many organizations are shifting to cloud-based solutions to reduce costs and improve scalability, while others are leveraging technological advancements such as hyperscale data centres and edge computing, which eliminate the need for large, outdated facilities. Additionally, as data systems evolve, keeping old equipment increases the chances of hackers gaining access to sensitive data. New security features and updates may also be unavailable as equipment becomes obsolete.
Older equipment is also more expensive to maintain, as new servers consume less power. New hardware can therefore also introduce greener solutions that advance sustainability initiatives. Moreover, new models improve data management systems by automating tasks that were previously done manually, freeing up IT administrators to focus on more value-added work. Finally, companies may also pursue these projects as a result of relocations or mergers and acquisitions.
No matter the reason behind it, data centre decommissioning is an extensive undertaking. It’s more than simply dismantling hardware, rewiring network cables, and installing new servers. Before the project can even begin, thorough planning is required. Proper decommissioning is worth the effort, however. It ensures your hardware is handled responsibly and that your sensitive data is protected. Responsible decommissioning also supports compliance with data protection regulations such as GDPR as well as cost savings.
Here, we’ll explore the key steps of data centre decommissioning to help your organization develop a framework for your project.
Download a PDF version of Data Centre Decommissioning 101: What You Need to Know
Planning and assessment
Timeline and logistics
The planning phase is the foundation of successful decommissioning. Start by drafting a loose plan outlining a scope of work, goals, expectations, budgets, and timeline. The general plan should also identify the stakeholders who will be involved, including an individual who will be in charge of monitoring and reporting. The best practice is to assign an IT administrator to oversee the process and act as the primary point of contact for your chosen ITAD partner.
Inventory and documentation
Next, take inventory of all your data centre equipment, hardware, and software. Having detailed records of these items prevents cases of unaccounted assets and damage. Determine which hardware or software assets need to be decommissioned. List all servers, computers, printers, routers, storage devices, and any other IT equipment within the premises. Additionally, determine whether any software licenses will need to be retained.
Your ITAD partner should also help you identify equipment for resale, recycling, or disposal. In addition to hardware equipment, compile all software details such as operating systems licenses and IP addresses. Once all inventories have been cross checked, map dependencies across all data centre resources. Identify and note all front-end functions with their corresponding back-end databases, and be sure to indicate which data is sensitive and business-critical.
Data sanitization
Secure data erasure or destruction safeguards your organization against the risk of data breaches. It also ensures compliance with any applicable data privacy regulations (such as GDPR, HIPAA, and CCPA). Before starting this step, review your data sanitization and destruction policies to protect your company from policy violations, lawsuits, and penalties.
The data destruction method your service provider recommends will depend on the level of data sensitivity and storage device. The most common approaches to data elimination are:
- Erasure: Data is overwritten on a storage device using a non-sensitive type of data, such as a binary pattern. This process is performed using software which reads and writes commands and prevents data from being recovered. Erasure can be used on flash and magnetic storage media, and is commonly used on devices that will be repurposed.
- Degaussing: This is the process of sanitizing magnetic storage media, such as hard disks and magnetic disks, using a strong reverse magnetic field. A device known as a degausser holds powerful magnets, which neutralize the device’s magnetic field orientation so stored data becomes unreadable.
- Shredding: Physical shredding refers to complete destruction. Like erasure and degaussing, shredding can be performed at a facility or at your company’s location using mobile equipment to eliminate any chain of custody issues. In this process, hard drives are broken down into unusable pieces by an industrial shredder. Then, a machine can separate different materials to be melted down and reused, ensuring data is completely unrecoverable. For organizations with particularly sensitive data and no need to resell assets, shredding is an approach that can satisfy compliance requirements.
Hardware decommissioning
Equipment removal
On the day of decommissioning, disconnect all equipment from the network before the ITAD team arrives, and establish a space for packing up assets. Have a staff member oversee the equipment removal process for safety purposes.
Your ITAD provider will begin safely and properly removing hardware from racks and your facility. Have a checklist that lists each item per box, its specification, and the disposition method to be applied. This makes it easier to identify equipment. Automate the checklist so that it’s accessible remotely and project managers can track the equipment easily.
Hardware remarketing
Once all sensitive data has been destroyed and your assets have been taken off site, your ITAD provider will assess the resale value of any IT assets that can be reused. They will then pursue the proper channels for refurbishing and reselling devices.
E-waste recycling
For assets that cannot be resold or repurposed, your ITAD provider will ensure the environmentally responsible disposal of outdated or unusable equipment. Trusted e-waste recycling facilities will ensure compliance with all applicable e-waste regulations.
Coordination of disposal
Talk to your ITAD partner to request a report for all items received, items to be recycled, and what will be disposed of. Make sure your records match the report provided. Estimate the revenue you stand to generate from reselling any IT equipment that can be refurbished.
Facility closure (if applicable)
If your data centre is being shut down, the next step will be pursuing its closure. This may involve negotiating lease terms or preparing the facility for sale, as well as removing all company property and data centre infrastructure. If there are any environmental concerns, such as removing hazardous materials, be sure to go through the proper channels to ensure compliance with environmental regulations.
Best practices and considerations
As you map out your data centre decommissioning plan, here are some additional considerations and best practices to bear in mind:
- Security: Your organization’s data security should be paramount through the entire process. Ensure you’ve implemented the proper safeguards internally, and that your chosen ITAD vendor is reputable and has the means to dispose of your IT assets securely.
- Sustainability: Prioritize environmentally friendly practices, such as refurbishment and recycling, whenever possible.
- Compliance: Adhering to relevant data privacy and e-waste regulations is important not only for upholding your business’s ESG initiatives, but also for avoiding legal risks and penalties that can result from non-compliance.
- Documentation: Maintain detailed records of all decommissioning activities and continuously cross-check to ensure your ITAD provider’s reports match with your own.
Choosing the right data centre decommissioning partner
Selecting an ITAD partner for your data centre decommissioning calls for careful consideration. Here are some questions to ask yourself as you search for a provider.
Which certificates do you need?
Many organizations require a Certificate of Data Destruction (CODD) for compliance purposes. This document will include details such as your company name, date of destruction, and hard drive serial number. Organizations with stringent compliance requirements may need additional information, such as the product’s make and capacity. Make sure your provider can complete CODDs according to your company’s needs.
What services do you need?
Some organizations are required to witness the destruction or wiping of assets, in which case on-premises data destruction is ideal. In other cases, it may be sufficient to have assets collected and destroyed offsite. If your organization requires onsite data destruction, be sure that the provider you’re considering can offer this service.
Additionally, you may need deinstallation to take place outside of normal business hours. In these cases, a representative from the organization will still need to be on site to indicate which components need to be removed. You may also require lockboxes for hard drives as an added security measure. With many specifics to consider, it’s important to work with a flexible, responsive team.
Lastly, in addition to finding a responsible ITAD partner, having a provider that can also manage your electronics recycling can simplify the overall decommissioning process. Look for a provider that recycles electronic equipment according to stringent standards, such as R2 v3.
What are the provider’s credentials and experience?
Ideally, the partner you’re considering will act as a full-service solution that manages the entire decommissioning process without having to outsource any steps. Seek out a company that can assist you from the beginning of your decommissioning project, starting with a site inspection, through the entire teardown process. They should also have all the tools needed for the process; otherwise, you’ll need to source bar-code readers, forklifts, data shredders, and degaussers on your own, among others.
To ensure your data is handled with the utmost care, look for a company with NAID AAA certification, which represents the highest level of data destruction standards. Additionally, ask whether employees undergo background checks, how transport vehicles are secured, and whether your serialized assets can be tracked through each step of the data wiping, destruction, and refurbishment processes.
The Bottom Line
Data centre decommissioning is a major endeavor, but having a thoughtfully designed plan and the right ITAD partner can help ensure your project’s success. Taking the time to create a detailed approach and finding a provider who prioritizes data security, compliance, and sustainability, will further support a smooth decommissioning process. By enlisting the help of a professional team, you can focus on your core business while experiencing the benefits of well-coordinated, secure data decommissioning.
Choosing Quantum Lifecycle as Your Data Centre Decommissioning Partner
As an experienced ITAD provider, we understand the complexity of data centre decommissioning. Quantum offers a full-circle solution and manages the entire decommissioning process without outsourcing any steps. We also hold certifications for R2 v3, NAID AAA, and EPRA, among others. Additionally, we can provide you with a sustainability report which measures the amount of greenhouse gas (GHG) reductions achieved through our reuse and recycling services. If you have a data centre decommissioning project approaching, contact us for more details about how we can help.