Data Center Visitor Sign In Out Policy

Version 1.2

For Students, Faculty, Staff, Guests, Alumni


The purpose of this policy is to ensure that access to the University data centers is controlled to protect the physical and IT Resources from unauthorized use, accidental, malicious damage, or theft.


This IT policy, and all policies referenced herein, shall apply to all members of the University community including faculty, students, administrative officials, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Policy Statement

  • Visitors must log when entering/exiting the data centers.
  • The purpose of the visit must be logged.
  • Visitors must be accompanied by University personnel authorized to access the data centers for the entirety of the visit.
  • Logs will be retained for the period as defined by the Records Retention and Disposal Policy.


IT Resources include computing, networking, communications, application, and telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services.

Visitors are personnel who may occasionally visit data centers but are not authorized to be in data centers without an escort. A visitor is any person that has not been granted badge or key access to data centers and may include University personnel that do not support data center operations such as other staff, faculty, outside vendors, consultants, or auditors.

Related Policies and Procedures

Records Retention and Disposal Policy

Implementation Information

Review Frequency: Triennial
Responsible Person: Senior Director, IT Security Operations and Assurance
Approved By: CISO
Approval Date: March 1, 2017

Revision History

Version: Date: Description:
1.0 01/26/2017 Initial document
1.0.1 03/01/2017 Grammatical changes only. No adjustments to the policy.
1.0.2 05/22/2018 Updated scope, disclaimer, and definitions
1.2 06/02/2020 Updated policy statement

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by Information Security and Assurance (ISA) may only be done cooperatively between ISA and the requesting entity with sufficient time to allow for appropriate risk analysis, documentation, and possible presentation to authorized University representatives. Failure to adhere to ISA written policies may be met with University sanctions. 

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