How to Plan a Data Center Relocation in 2024

Topics: EXTEND IT Hardware Solutions IT Trends

We’ll let you in on a big secret: the key to a successful data center relocation is planning.

Whether moving from on-premise to the cloud or colocation facility or simply relocating to another location, you need a detailed plan to make the process hassle-free and ensure you stick with the timeline.

Moving a data center physically from one place to another is a challenging task. There are many risks and challenges to mitigate. And if things go wrong, the move can get delayed and result in losses through downtime, unavailability, or equipment damage.

In this article, we will discuss the following:

Planning a data center relocation.
Providing detailed guidelines on what the plan should address.
Providing a checklist to track progress.
An outline of how to tap the opportunity for a hardware refresh and infrastructure upgrades.
A guide that covers physical data center relocation, from on-prem to on-prem.

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Create a Data Center Relocation Project Plan

Your plan to move your data center in its entirety should be documented. So, your first step is to create a project plan that outlines the resources, stakeholders, action items, and, most importantly, a timeline.

Relocation should be treated as any other major project for your data center, with standard practices and tools to accomplish it.

The benefit of creating a data center relocation plan is that it streamlines the process, defining each step and providing an order of tasks. It also minimizes risks such as delays, equipment damage, software failure, and misconfiguration.

Here’s what your project plan should include:

Project Manager: Assign a manager to oversee the relocation project. This person will be in charge of planning, analysis, and execution. They will be responsible for holding meetings to track progress and resolve any hurdles. Similarly, they will be the go-to for guidance and answers for other personnel in the data center. Their job is to ensure the relocation project finishes on time.
Prerequisites: Identify the prerequisites for physically moving the data center. This may include data backups, mapping out the architecture for the new premise, arranging logistics, and access management for a new location. The project manager should also identify the jobs requiring third-party services, such as moving trucks and hardware engineers for deployment. You may not have the resources to carry out all the tasks of the move, so it’s best to research and hire professional services for such jobs.
Resources: List the resources involved in the relocation efforts and define their roles. The project plan tasks should have assigned resources to clarify who needs to do what. It also ensures accountability should things go wrong.
Inventory: An inventory of all the assets, especially the hardware, is necessary — this way, you know exactly what you need to move.
Schedule: The project plan needs a timeline for all tasks. It’s best to divide the whole move into phases so it’s more manageable. Consider possible delays beyond your control when setting the schedule and leave some flexibility accordingly.

A data center relocation planning document listing tasks, owners, due dates, and time requirements for planning meetings, prerequisites, site move day, and a back-out plan.

Data Center Relocation Checklist

In addition to the project plan, create a checklist for prerequisites, plan, and execution. The purpose of having a checklist is to ensure you don’t miss anything during the project's planning and execution. The checklist is also a quick way to review the things that have been done and the tasks remaining.

Here’s a general rundown of what your data center relocation checklist should include:

Project Initiation

Define the objectives and scope of the relocation project.
Appoint a project manager and assemble a dedicated relocation team.
Establish a clear budget and timeline for the project.

Risk Assessment and Planning

Identify potential risks and create a risk mitigation plan.
Develop a detailed project plan with specific tasks, responsibilities, and timelines.
Analyze the potential impact of downtime on operations and how to avoid it.

Inventory and Documentation

Create an inventory of all hardware, software, and data to be relocated.
Document the current network topology and configurations.
Ensure all equipment and data are labeled and documented accurately.

Data Migration

Plan data migration strategies (offline, online, or hybrid).
Ensure data backup and restoration procedures are in place.
Test data migration processes in advance to minimize downtime.

Communication

Create a communication plan to keep all stakeholders informed throughout the project.
Notify employees, clients, and vendors about the upcoming data center relocation.

Contingency and Rollback Planning

Develop a contingency plan in case of unexpected issues during the relocation.
Define a rollback plan to return to the old data center if necessary.

Equipment Packing and Preparation

Arrange for proper packing and labeling of all IT equipment.
Disconnect and safely shut down servers, switches, and other hardware.

Transport and Logistics

Arrange transportation for the equipment to the new data center.
Ensure security measures are in place during transit.
Verify that the new data center facility is prepared to receive the equipment (for example, it has a loading dock for unloading equipment).

Installation and Setup

Reassemble and configure the hardware in the new data center.
Update network configurations, IP addresses, and DNS settings.
Perform thorough system testing to identify and resolve issues.

Testing and Validation

Conduct comprehensive testing of the entire infrastructure.
Verify that all applications and services are running as expected.

Training and Documentation

Train staff on the new data center's layout and procedures.
Update and maintain documentation for the new data center configuration.

Decommissioning the Old Data Center

Ensure all utilities and contracts at the old location are terminated.
Any legacy equipment not moved to the new location is disposed of safely.

Handover and Closeout

Officially hand over the project to the IT operations team.
Update all relevant documentation and inform stakeholders with a report on successful project completion, mentioning costs, timelines, and challenges faced.

The above checklist is generalized. The specific requirements may vary by data center relocation scope of work. Ensure that the checklist you create meets your project requirements.

Audit Equipment (Opportunity for Refresh)

An important task during the relocation planning phase is an equipment audit. This process tests the current hardware to assess its importance for operations and overall state. The audit report will help the project manager identify critical equipment that must be moved first.

The equipment audit should also consider the equipment's lifecycle, particularly critical components of the infrastructure like servers and storage arrays. The relocation can be an opportunity to refresh hardware, especially if it’s scheduled to be refreshed soon. You can deliver the new equipment directly to the new data center location.

However, caution is advised when upgrading or refreshing equipment during relocation. You don’t want to complicate things and take unnecessary risks.

Achieve Success in Data Center Relocation With EXTEND

Undoubtedly, a data center relocation is a big project that requires careful planning and constant tracking. Doing it all on your own can result in complications, delays, and unplanned downtime, which is expensive.

When you have a project to complete, don’t settle for damaged gear. Get a logistics crew that works on your behalf to deliver pristine gear without ever leaving your desk when you are tackling a data center relocation with PivIT’s EXTEND professional services.

We’ve helped enterprises relocate on schedule and without crossing their budget. See a successful data center relocation example!