Data Center Visitor Sign In Out Policy

Version 1.3

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


IT Resources include computing, networking, communications, application, telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and 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 who has not been granted badge or key access to data centers and may include University personnel who 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 of IT Security and Assurance
Approved By: CISO
Approval Date: March 1, 2017

Revision History

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
1.3 09/27/2023 Updated scope, policy disclaimer, and purpose statement

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by Information Security and Assurance (ISA) will only be considered cooperatively between ISA and the requesting entity with sufficient notice to allow for conducting appropriate risk analysis, documentation, review, and notification to authorized University representatives where necessary. Failure to adhere to ISA written policies may be met with University sanctions up to and including dismissal.

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