Initial Set Up

Start by drafting a scope of work to establish goals and expected outcomes for the decommissioning project. Identify timelines and milestones. Specify the available budget and the internal stakeholders associated with the work. Assign a dedicated project manager to oversee decommissioning the data center from start to finish. Identify necessary workflows and backup systems to ensure there is not a critical loss of power or data.

Itemizing

Accounting for all hardware and software assets affected by the decommissioning project is non-negotiable. Map out each of the hardware and software assets involved. Utilize network discovery tools to ensure nothing is overlooked and follow up with a physical review. Create an itemized asset list organized by owner and operator of the data center. Compare results to pre-existing CMDBs (configuration management databases). Once certain all assets have been identified, assemble a comprehensive inventory of assets including hardware items such as servers, racks, networking gear, firewalls, storage, routers, HVAC equipment, and so on. Compile all software licenses and virtualization hardware touched by the change and retain all software licenses associated with servers and networking equipment. Crosscheck your list again with your CMDBs. Work with your ITAD (IT asset disposition) provider to determine the final designation for each item. Ask yourself: will you reuse, remarket, or recycle? Wherever possible, identify opportunities for IT asset recovery.

Planning

Create an implementation plan listing roles, responsibilities, and activities to be performed. When will you implement the data center decommissioning, and how long do you estimate it will take? Will the work coincide with peak hours? Do you need to issue warnings about the potential for service downtime? Create necessary workflows and backup systems to ensure there is not a critical loss of power or data. Put together a contact list of vendors you might need before, during, and after the work. Prepare tracking numbers for each asset earmarked for decommissioning, and cancel vendor maintenance contracts for affected equipment. Identify how you will securely sanitize data storage devices. Consult with your ITAD provider for expert advice.

Tooling Up

List out the tools, material, and labor you will need to complete the job: examples of equipment and material you might need include forklifts, hoists, device shredders, degaussers, pallets, packing foam, hand tools, labels, boxes, crates. Identify the right tool for the job: What kinds of hoist will best serve your needs for the data center in question? What type of packing foam is best suited for the different equipment you will be boxing? What about packaging considerations for equipment destined for reuse? Forecast the number of individuals and hours required to perform the work. Be specific at every stage about what the job requires. If you will be hiring outside resources, undertake the necessary background and security checks ahead of time. Task your decommissioning project manager with ensuring work is meeting milestones and workflow requirements.

Removing your Equipment and Data Sanitization

Prior to decommissioning, review the hardware asset plan and asset recovery checklist with stakeholders and onsite team leaders involved in the project. Ensure all are in agreement on the plan and its milestones, and that the required sign-offs are in place. Highlight any critical steps requiring live authorizations. On the day of the decommissioning, review checklist, verify data has been backed up, and that applications have been properly migrated before powering down and disconnecting equipment. Tag and map cables, record serials, and tag all hardware assets. Will data storage equipment be transported offsite for data sanitization and handling elsewhere? If offsite, make sure you have a logistics plan in place. Require digital certificates of data sanitization. Erase, degauss, shred, or otherwise prepare for recycling each device as specified. Ask to see your ITAD partner's workflows and procedures. If they are R2 certified, ask to see their ISO QPs.

Packing and Clean Up

The teardown is complete, and packing can begin. Have you reserved a dedicated space for packing assets? Use the appropriate packing materials for each item as specified in the plan. For items earmarked for reuse within the organization, follow the handoff protocol. For assets destined for refurbishing or recycling, pack and label for the intended recipients. Use IT asset management software to track all stages. If you are working in colocation, what are the requirements for how the vacated space should be left? For on-premises, make sure you follow the stipulations laid out in the data center decommission project plan for clearing and cleaning the teardown space.

Coordination and Recovery

Liaise with the IT and accounting teams to ensure disposed assets are recorded accordingly. For refurbished assets, coordinate with your ITAD provider to confirm secure chain of custody and receipt of sanitization certificates for storage hardware. Ensure you receive itemized certificates of destruction for items earmarked for destruction or deemed as not recoverable. What is the total value recovered and returned to your IT budget? Assess similarly for recycled hardware. Your ITAD provider will assist with each stage of the process to ensure you are maximizing return from your retiring assets. Review documentation before and after the process to ensure compliance with responsible recycling practices.