Top 10 Considerations when relocating your it equipment

1 - Business Case

Get an accurate inventory of assets & all associated connections

Do you have an up-to-date list of your assets including all cable connections? Through years of organic growth many companies have allowed their systems to become a “birds nest” of cables. Not only is it good housekeeping to have both an accurate inventory of equipment but it’s also imperative to have an up-to-date cable matrix that can be used to re-build your system connections at the new site, both easily and efficiently.

2 - Understand utilization

Understand how hard your equipment is working for you

As part of an IT relocation move, you may decide it’s time for a tech-refresh or a consolidation. Making use of storage management tools, sniffers and application utilization tools, you’ll get a gauge of which servers are good candidates for server virtualization, which applications can be run on the same host, which devices are in a need of an upgrade and how your storage can be better managed.

3 - Determine downtime

Determine how many move phases will you require

Depending on the business criticality of your environment, you may not be able to move all your assets in a single move. If you have very little or no downtime available, then you
may need to mirror certain applications at the destination site using temporary equipment.

4 - Choose right packaging

Choose the correct packaging for different equipment types

Some devices will require special package to minimize the risk of damage. You’ll need to ascertain what type of wrapping and/or heavy-duty cardboard insulation is required. Be aware that certain devices under warranty will be void if non-OEM approved packaging is used. Depending on the distance travelled you may need to crate the equipment as well.

5 - Determine transportation

Select the most appropriate method of transportation

Depending on the physical layout of both the origin and destination, you may require special equipment to assist with the lifting and movement of heavy devices. Factoring in distances, routes and the environment, you will need to select that best transportation methods that minimize turbulence and the effects of humidity on your IT circuits.

6 - Check OEM warranties

Avoid losing your OEM warranties

If your equipment is still under warranty, relocating assets without the proper involvement of the OEMs for shutdown and power up, may void your warranties. You will need to understand exactly which assets need this type of additional OEM recertification involvement. Furthermore, scheduling such involvement will take up to several weeks’ notice and should be accounted for in your project management schedules.

7 - Provision the right people

Provision the right number and right type of people for the move

Understanding how many staff you will need at both origin and destination will be a critical factor in your IT relocation. You may also require additional resources such network engineers, OEM field engineers and technical project managers in order to relocate your assets within the allocated downtime window. OH&S standards also require a minimum number of resources to be deployed to avoid potential for injury.

8 - Get the right coverage

Purchase appropriate coverage for the value of your assets

You will need to understand what kind of coverage is required in the event of any accidents, both to the equipment and the personnel involved. Different insurance coverage is required depending on the equipment type, initial value of the equipment and how it long it has been in use. If you are not adequately covered, any sustained damage to the equipment may result in significant out-of-pocket expenses.

9 - Protect your data

Decommission IT assets properly to avoid data protection breaches

You may choose to decommission some assets instead of relocating them. If so, you must correctly destroy data on these storage assets so that it cannot be recovered. This is particularly important for sensitive or confidential information. You will need to decide if you want to wipe the data and re-purpose the equipment or have everything destroyed according to industry regulations & environment standards.

10 - Arrange UAT & clean-up

Adequately provision resources for a post-move UAT & clean-up

Support during the post-move User Acceptance Testing (UAT) phase is very important. Having a relocation provider who can help your engineers troubleshoot any physical and/or network issues is imperative to bringing all the equipment back online during the downtime window. Furthermore, at the end of the physical move you may need to convert the origin facility back to its original state for handback. You will need to find a way to adequately dispose of old cables, other auxiliary equipment and rubbish created during the move process.