Checklist for Decommissioning Servers: 11 Simple Steps

It's likely that you've already been warned that server decommissioning is a huge undertaking if you're looking for a server decommissioning checklist.

Server decommissioning can be one of the most complex projects an organization has ever undertaken. Coordinating numerous responsibilities and team members, ensuring complete regulatory compliance, creating strategies to address potential (or inevitable) complications, finding qualified project managers, managing contractors, and keeping strict records of the entire process makes it one of the most difficult projects an organization has ever undertaken.

An effective and manageable decommissioning process can be achieved with thorough planning, strategy, and organization.

What's good about decommissioning?

The fact that you have already embraced the most essential part of the decommissioning process is because you are seeking a list of server decommissioning checklists. It is only by planning, strategizing, and organizing thoroughly that a decommissioning process can be successful and manageable. Decommissioning resources are widely available, and reputable partners like Bay Tech Recovery can provide organizations with the tools they need for a smooth decommissioning process.

Having decided to decommission a server, and before putting together a comprehensive decommissioning strategy, your first step is to understand what the overall process will entail. After you understand the general process, you can start seeking out the necessary partners and contractors your project will need to ensure compliance.

Decommissioning techniques will vary for different types of servers - Windows, Linux, IBM, etc. The basic process of decommissioning a server can be broken down into 11 simple steps with this server decommissioning checklist.

1. Identification and recording:

Decommission any servers in your facility that are no longer needed. Make a note of all the pertinent information and schedule the decommissioning. If (and when) unexpected issues arise during the process, make sure to factor them into your timeline.

2. Keep a log of your progress:

During the decommissioning of the server, maintain a comprehensive log of all actions. To prepare for potential audits, it is imperative that every step and compliance have been clearly documented. When you complete steps five or eight, make sure to include the certificate of erasure or destruction.

3. Determine where licenses are located:

Identify and reassign any and all software licenses required for the server.

4. Remove contracts from the server:

Because the server is scheduled for decommissioning, vendor maintenance on the associated hardware and software is not required. Cancel these contracts as soon as possible.

5. Make backups of everything:

In all likelihood, there will be certain pieces of information on the server that need to be kept. Test your backup process and disaster recovery procedures before you rely on them. Make sure a complete backup is performed and all data is successfully backed up before the server is decommissioned.

6. Data wiping:

While the server is within its rack, you should erase any data you intend to delete using data erasure software. Be sure that you follow all instructions included with the program. Wiping data offers the primary advantage that erased data can't be recovered, so it's more secure than alternatives. Furthermore, wiping data is an environmentally sustainable option, as opposed to physically destroying the hardware.

In addition, erasing data enables assets to be resold. Make sure you adhere to global regulations and protocols in relation to data and privacy before reselling any products. Make sure compliance and ROI are maximized by working with an IT Asset Disposition (ITAD) company. Maintain detailed, accurate documentation of the deletion process and, if possible, obtain a certificate of erasure.

7. Remove electronics connections:

Removing all subnets, access control lists (ACLs), and firewalls after disconnecting the server from the network will solve the problem. Be sure to work with qualified partners who can assist you with every step, since these processes can be quite complex and can even lead to complications for your wider network.

8. Disconnect power and disconnect your network:

Remove the server from its rack and power it down.

9. Put the server out of commission:

You will need to physically destroy the storage systems of your server if you have chosen not to use data wiping software, such as through shredding, degaussing, or another approved method. To have success with this process, it would be beneficial to hire an experienced ITAD. Ensure that you keep detailed, accurate records of the entire destruction process and that an official certificate of destruction is issued.

10. Remove the packing material:

Time to remove your server from the facility and place it on a pallet. According to your server plan, it can be accomplished in a few different ways. It may be possible for your organization to repurpose, sell, or otherwise dispose of the equipment. If you choose one of these paths, speak with a trusted partner who has experience.

11. Coordinate with other department members:

Your organization should inform every department that needs to be kept in the loop about the decommissioning process. The accounting department must update the books as a result of the loss of the server and take into account any software licenses.

The following server decommissioning checklist only provides a high-level overview of what needs to be done, but it should provide a basis for understanding what areas require the most consideration and resources. Throughout your planning and strategy phases, make sure you refer to this server decommissioning checklist to help construct realistic deadlines and budgets.

Plan and identify your necessary service providers as early as possible, so that your project is as simple as possible, including choosing providers that have experience in multiple areas of server decommissioning, such as Bay Tech Recovery. With Bay Tech Recovery outsourcing services, you can receive the IT support, project management, and service delivery associated with decommissioning servers.

Ensure that the server decommissioning process goes smoothly by planning thoroughly, preparing for possible obstacles along the way, and partnering with trusted businesses that specialize in the process.

BayTech Recovery offers comprehensive and innovative IT solutions. In addition to providing custom services, BayTech Recovery builds long-term relationships with the clients it works with.