ITD Server Decommissioning Procedure

ITD Server Decommissioning Procedure
ITD SERVER DECOMMISSIONING PROCEDURE
PURPOSE
This procedure ensures the protection of University data by avoiding
breaches through effective server decommissioning.
DEFINITIONS
Here are the definitions of the terms “Application Manager”,
“Network Manager”, “Server” and “Server Manager”.
Application Manager
The “Application Manager” is the person responsible for the following server
decommissioning activities:
o Log a Change Control call to initiate the server decommissioning
procedure.
o Complete the Pre-Decommissioning Checklist (contained in the ITD
Server Decommissioning Procedure) and return it to the Change Control
Officer.
o After approval, ensure a full backup is taken, completely destroy the data
on the server, and log a call assigned to the Server Management group to
either remove the physical server from the Computer Room or delete the
server (if virtual).
o Upon receipt of the Post-Decommissioning Checklist from the Change
Control Officer, log a call with the Server Management group requesting
completion of the server section of the Checklist.
o Record the call number of the above call in the Notes field of the Server
Decommissioning Change Control call.
o Upon receipt of the Post-Decommissioning Checklist from the Change
Control Officer, log a call with the Communications & Networking group
requesting completion of the monitoring section of the Checklist.
o Record the call number of the above call in the Notes field of the Server
Decommissioning Change Control call.
Network Manager
The “Network Manager” is the person responsible for the following server
decommissioning activities:
o Upon receipt of the Post-Decommissioning Checklist monitoring section
from the Application Manager, complete the checklist and close the call.
Server
The "server" is either a physical or virtual computer system connected to the
UL campus network that provides services to multiple individuals at the same
time.
The electronic version of this document is the latest version. It is the responsibility of the individual to
ensure that any paper material is the current version. Printed material is uncontrolled documentation.
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ITD Server Decommissioning Procedure
The software on the server comprises:
• The default installation of the specified operating system.
• The SNMP service installed and configured.
• An antivirus application, if required.
• A backup client application, if required.
• The virtualisation tools application, if the server is a virtual machine.
This document only addresses the procedure adopted for those servers
managed by the Information Technology Division.
Server Manager
The “Server Manager” is the person responsible for the following server
decommissioning activities:
o Upon receipt of the “server removal” call:
 If physical, unplug the server from the network; remove the server
from the Computer Room.
 If virtual, delete the server in the VMware console.
 Close the call notifying the Application Manager of the server
removal/deletion.
o Upon receipt of the Post-Decommissioning Checklist server section from
the Application Manager, complete the checklist and close the call.
PROCEDURE
Approval
The Application Manager who intends to decommission the server must log
a Change Control request call. This call will send an email to the Change
Control Officer (CCO).
Upon receipt of the Change Control Request, the CCO will change the status
code of the call. This will automatically email a ‘Pre-Decommissioning
Checklist” to the requestor. This checklist must be completed and returned to
the Change Control Officer.
Pre-Decommissioning Checklist
1. Has the Application Manager confirmed that the server is no longer
required?
2. What is the server name?
3. What is the Operating System?
4. What service is running on the server?
5. Is SAN disk used? If yes, please give details.
6. Where is the server located?
7. Why decommission the server?
The electronic version of this document is the latest version. It is the responsibility of the individual to
ensure that any paper material is the current version. Printed material is uncontrolled documentation.
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ITD Server Decommissioning Procedure
Upon receipt of the information, the CCO will change the status code. This will
send an email to the CC group outlining details of the requested change. The
CCO will then bring the request to the next operational meeting for approval.
Once approved, the CCO will change the status code again, which notifies
the requester that they may proceed.
DECOMMISSIONING
After approval, the Application Manager decommissioning the server takes
the following actions (and progress recorded in the Change Control call Notes
field):
•
•
•
Ensure a full backup is taken;
Completely destroy the data on the server;
Log a call to the Server Management group to remove the physical
server or delete the virtual server.
Upon receipt of the call, the Server Manager (Server Management group)
must:
• If physical, unplug the server from the network (and red-tag if not being
removed immediately).
• If physical, physically remove the server from the Computer Room;
• If virtual, delete the server in virtualisation console.
• Update the ITD Master Server List.
• Close the call to notify the Application Manager of the server
removal/deletion.
POST-DECOMMISSION
Upon notification that the change is complete, the Change Control Officer will
change the status code. This will automatically email a “Post Decommissioning
Checklist” to the Application Manager.
Post-Decommissioning Checklist
It is the responsibility of the Application Manager to:
1. Log a call to the Server Management group (Server Manager)
asking the following questions:
 If data on the server was backed up, has the backup client
been de-configured?
 If it is a Windows server, has it been deleted from the
Microsoft Updates management console?
 If it is a Windows server, has it been deleted from the Antivirus
Management console?
The electronic version of this document is the latest version. It is the responsibility of the individual to
ensure that any paper material is the current version. Printed material is uncontrolled documentation.
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ITD Server Decommissioning Procedure




If it is a Red Hat Linux server, has it been unsubscribed from
www.redhat.com?
If registered in the password management system, has it been
deleted from the password management console?
If the server has SAN disk attached, has the relevant LUN been
deleted, server removed from the relevant Storage Group and
fibre card(s) deregistered in the SAN management console?
Has the server record been moved from the Production Servers
worksheet to the Decommissioned Servers worksheet in the
ITD Master Server List spreadsheet?
2. Log a call to the Communications & Networking group
(Network Manager) requesting the following:

Stop monitoring the server.
Return the call reference numbers for both of these calls to the Change Control
Officer. Upon receipt of the above information, the CCO will close the call,
putting details of the post-decommissioning checklist in the notes field.
RECORDS
Records of all servers that have been decommissioned are stored on a
separate tab on the Master ITD Server List.
Records of change requests remain in the call logging system for a period of
three years.
PROCESS VERIFICATION
Internal / External Quality Audits and the Corrective Action process, where the
source of the problem under investigation is the procedure itself, evaluate the
efficacy of the process.
Revision No.
1
2
Date
8 March 2011
15 March ‘11
Approved by:
BS/KOM
KOM
3
31 Aug ‘11
KOM / BS / GH
4
2 Oct ‘12
Kim O’Mahony
Details of Change
Initial Release by Brian Sexton
Updated procedure to include RMS
codes for server decommissioning
and details of process verification
method.
Updated to streamline procedure for
decommissioning. Clearly outlined
responsibilities of both the Application
Manager and Server Manager.
Replaced ‘Quality Officer’
with
‘Change Control Officer’.
The electronic version of this document is the latest version. It is the responsibility of the individual to
ensure that any paper material is the current version. Printed material is uncontrolled documentation.
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ITD Server Decommissioning Procedure
5
4th February
2014
BS
6
05 Jan ‘16
EG
7
24 Feb 2017
EM
8
22nd March
2017
BS
9
24th March
2017
BS
Added definitions for Application
Manager, Network Manager, Server
and Server Manager.
Re-align Pre-Decommissioning
Checklist and RMS checklist
Replaced “Forefront Management
Server?” with “current antivirus
Management Server console?” and
updated procedure to cover Virtual
Servers
Moved the ITD Master Server List
update to the post-decommissioning
checklist, as per IAI, ZZAB5032;
replaced “Technology Solutions” with
“Server Management group”; removed
references to Commvault and RMS;
remove RMS codes section.
Remove reference to Password
Manager Pro; remove server
deployment and management
responsibilities from the definitions.
The electronic version of this document is the latest version. It is the responsibility of the individual to
ensure that any paper material is the current version. Printed material is uncontrolled documentation.
Page 5 of 5
Rev. 9