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Data Center Operation Policy
Name of Policy
Data Center Operation Policy
Policy Number
Data Cente
Information Technology
Original Policy Date
Last Revised Date
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Associated Procedures & Forms (Attachments)
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·       The Purpose of this policy is to outline the procedures and guidelines of the Data Center Operation.



·       The Data Center Operations are governed by a number of guidelines. These guidelines relate to the physical security, protection, backup and recovery.

Procedure :

·       General Guidelines

●     Staff and visitors alike may not tamper with, or in any manner adversely affect, security, infrastructure monitoring, and/or safety systems within the Data Center.

●     Smoking, drinking, and eating are strictly prohibited within the Data Center raised floor space.

●     Unless otherwise expressly permitted in writing, storage of combustible materials (e.g. wood, cardboard and corrugated paper, plastic or foam packing materials, flammable liquids or solvents) are prohibited within the Data Center.

●     Sharing Data Center Proprietary information (like architecture, design, facilities information and services) without the express written permission is strictly prohibited.

●     All hand-carry containers, boxes, bags, laptops, purses, backpacks, or equipment carried into or out of the Data Center are subject to inspection by Data Center staff and/or Security.

Physical Security

●     Data Center is a secured facility.  Access to the data center and other areas of the facility are restricted to persons with authorization.

●     Security controls include 24 x 7 security officer presence, sign-in procedures for all ingress and egress, managed key and access card plans, managed access permissions and access request methods.

●     Ingress and egress to Data Center is monitored on Closed-circuit television (CCTV) cameras

●     Tampering with, or in any manner adversely affecting, security and/or safety systems within the Data Center is strictly prohibited.

●     Safety and Security Departments has the right to access any part of the Data Center at any time for safety and security reasons.

●     All persons entering the Data Center must:

○     Possess either authorized staff ID or authorized visitor ID

○     Have Authorization to access the facility


Rack/Cabinet and Cabling

●     All refuse materials (which include, but are not limited to boxes, crates, corrugated paper, plastic, foam packing materials, and any other materials which are non-essential to the operation of equipment) must be removed. Materials must be placed in designated disposal

●     All spare equipment shall be stored in a cabinet or must be kept in approved plastic or metal containers. Containers must be sealed, stacked neatly and can not impede ingress/egress or cooling.

●     The tops of the cabinets or racks may not be used for physical storage.

●     Mounting or hanging anything on walls of Data Center or on housed cabinets is prohibited

●     “Un-racked”, operating equipment outside of cabinets/racks is strictly prohibited.

●     Unsecured cabling across aisles or on the floor is prohibited. All devices must be installed in racks or cabinets.

●     Cable wrapping, wire management, zip ties and/or Velcro, must be used to organize cabling in a rack or cabinet

●     Cabling must not obstruct airflow / ventilation /AC (perforated tiles) or access to power strips

●     All Network connected equipment is labeled with host names.

Floor Tiles

●     The sub-floor (access floor) area is restricted area, accessible by or in the presence of Data Center Management Staff. The perforated tiles are strategically placed for HVAC cooling patterns in-line with the cooling requirement of the equipments/racks/cabinets

Power Protection and Backup Policy

●     Main Utility Power Supply to the Data Center need upgrade should the load reaches 80% of the installed capacity

●     Emergency Power Generator facility with Automatic Transfer Switch (ATS) is available to support Data Center facility for 72 minutes in absence of Utility Power Supply

●     All the Distribution Communications rooms are equipped/supplied with Emergency Power in order to provide communications facility via UPS provision of power to all switches

●     Power Supply to the equipment/racks/cabinets are drawn from two different panels to provide redundancy

●     All the equipment housed in Data Center is properly grounded/bonded

●     Sizing of the Power Protection & Power Backup device is 50% more than the projected load

●     Power Backup time is greater than or equal to 90 minutes on full projected load. The system sends alert Emails/messages to the Data Center Management Staff.

●     Equipment brought into the Data Center is powered in consultation with Data Center Management in order to help calculate and determine additional power draw for the new equipment being installed


Data Center Environment Policy

●     Data Center temperatures are recorded/monitored and maintained in a range of 18-22 degrees Celsius

●     Relative Humidity is recorded and observed in a range of 45-55%.

●     Precision AC units work in rotation with at least one unit being standby at all times.

●     Adequate fire detection/alarm and suppression systems are in place

●     Leak detection system is in place to monitor and report on any seepages of liquids


Supplement on Disaster Recovery

Policy Statement

This functional policy covers PMU's Backup & Recovery Polices. The primary purpose for the backup system is to provide for disaster recovery of key network servers and services. The backup system is not an archival system for storing information off-line for indefinite periods of time, and is not set up to recover

individual email messages.  It is each user’s responsibility and obligation to ensure that all IT resources are used only for its intended business purpose and that information contained or transmitted via these resources are protected from unauthorized use, appropriation, or corruption.



The objective of this Information Security Policies is to secure PMU’s Information Assets and staff.

Each policy statement wherever required is supported by standards, procedures to achieve a complete security framework at PMU.


General Responsibilities

It is the responsibility of the different departments/offices and each employee to take necessary steps for ensuring compliance with the guidelines in this policy, and any further Policies and Procedures that may be added in due course of time.


Governing Policy

The following Executive Policy statements govern the Backup & Recovery Functional Policies:

●     Identify computerized systems that store information.

●     Implement standard frequency of backup for each type of system or platform in use based on the significance of the information and its frequency of change.

●     Implement procedures for transferring a recent copy of backup media to a physically and environmentally secure off-site storage location.

●     Ensure that documented procedures exist for the recovery and restoration of information from backup media.

●     Monitor backup and recovery procedures and practices to ensure compliance with this policy.

●     Identify I.T. staff responsible for ensuring successful back-ups.

●     Transport or provide for the transportation and storage of current backup media at an off-site storage Location.

●     Ensure that a recent copy of backup media is stored off site at all times.

●     Determine that the off-site storage location has sufficient physical and environmental controls to ensure the safety of backup media.

Backup & Recovery Functional Policies


●     Backups are scheduled to run daily; files that were captured in weekly backup will be available for restore for a period of 3 months.


Accidental Deletion, Overwrite, Corruption

●     A file that has been accidentally deleted can only be recovered from the backup system if that file existed on the network at the time of the last backup



●     Backups are to be performed, usually incremental backup daily refered as Incremental Backup.

●     Schedules must be followed to perform Incremental Backup; full backup schedule should be developed to perform certain backup.

●     Incremental backup will be performed request




●     Depending on the type and location of the files, backup tapes are kept available for recoveries for a minimum period of 1 to 3 years before being recycled. After that, tapes should be recycled (information is overwritten) as necessary to keep the backup system running

●     Off-site monthly backups to be retained for 3 years.

●     Fully backed up of site is weekly, monthly and yearly, the backup media will be store in a fire proof safe off site.



●     System Owners/Application owners to be notified of the status of daily backups

●     Weekly status of the backup system to be notified to the Director of IT.


●     Any file stored on a network server should be "recoverable" from tape after it has entered the backup cycle, and as long as the tape has not exceeded its retention period.

●     A request for a recovery must be made to support personnel (helpdesk).

●     It is not possible for individuals to recover their own files for security reasons.

●     When a recovery is requested, the most recent version of a file that can be successfully recovered should be restored to the network server.

●     The backup system cannot recover modifications to a file made between the last successful backup and the point of failure

●     The files stored on Network Drive can be requested to be restored.


Users Responsibilities

●     Users must provide support personnel with three pieces of information in order for any file to be recovered.

○     When the file was lost, deleted, overwritten, or corrupted.

○     The name (spelled correctly) of the file to be recovered

○     The full directory path to where the file was located should be passed by the user.

●     Users are responsible for backing up any data not stored on Authorized Servers.


Operators Responsibilities

●     Backing up systems on a daily basis /weekly basis

●     Backing up all necessary data files and programs to recreate the operating environment

●     Storing backup copies at an off-site location sufficiently distant from the data centre to ensure their protection if the original system is destroyed

●     Backing up the printed documentation and pre-printed forms necessary for recovery

●     Ensuring that backup is not continually performed on the same set of tapes

●     Testing  the  backup  to  determine  if  data  files  and  programs  can  be recovered

●     Ensure that the following are stored at an off-site storage location:

○     Source and object code for production programs

○     Master files and transaction files necessary to recreate the current master files

○       System and program documentation

○       Operating systems, utilities, and other environmental software