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IT/PPS 08.01 - Electronic and Key Access to Data Centers

Electronic and Key Access to Data Centers

IT/PPS No. 08.01
Issue No. 1
Effective Date: 6/29/2017
Next Review Date: 7/01/2018 (EY)
Sr. Reviewer: Associate Vice President for Technology Resources

  1. PURPOSE

    1. The Division of Information Technology operates multiple data centers on the Texas State University campus. The following procedures are to ensure that physical access to those data center facilities is controlled and that the list of individuals with physical access is periodically reviewed.

    2. This policy establishes procedures for granting and periodic review of physical access to the data centers operated by the Texas State University Division of Information Technology.

  2. PROCEDURES FOR ELECTRONIC DOOR ACCESS CONTROL

    1. Access to data center facilities on the Texas State campus shall be controlled by the electronic door access control system operated by the department of Access Services. This electronic door access control system allows access only to authorized personnel who present their Texas State University ID card to the card reader located at the entrance of each data center facility.

    2. Access Services is responsible for granting personnel access to specific doors controlled by the electronic door access control system, including the doors that control access to the data centers.

    3. Access Services shall grant users electronic card access to the data center facilities only with written authorization from the Division of Information Technology.

    4. Information Technology management shall review the list of personnel who have been granted electronic card access to access the data center facilities via the electronic door access control system on a semi-annual basis, in March and October of each year. The purpose of this review is to identify any personnel who may no longer have a business need for physical access to the data center facilities.

    5. Based on the periodic review, Information Technology management shall document any requisite changes to the list of authorized personnel and request those changes in writing from Access Services.

    6. Information Technology management shall maintain written documentation of these semi-annual reviews and requested changes for a period of two years.

  3. PROCEDURES FOR ISSUING KEYS

    1. In the case that the electronic door access control system is not functioning, the doors controlling access to the data center may be opened using keys.

      1. Keys may be issued to individuals.

      2. Shared keys may be issued to an electronic key box, and individuals may be granted access to check out keys on an as-needed basis.

    2. Access Services is responsible for issuing keys and managing access to keys in the electronic key boxes.

    3. Access Services shall issue keys to the data center facilities only with written authorization from the Division of Information Technology.

    4. Information Technology management shall review the list of personnel who have been issued keys to the data center facilities on a semi-annual basis, in March and October of each year. The purpose of this review is to identify any personnel who may no longer have a business need for physical access to the data center facilities.

    5. Based on the periodic review, Information Technology management shall document any requisite changes to the list of authorized personnel and request those changes in writing from Access Services.

    6. Information Technology management shall maintain written documentation of these semi-annual reviews and requested changes for a period of two years.

  4. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Associate Vice President for Technology Resources July 1 EY
      Vice President for Information Technology July 1 EY
  5. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Associate Vice President for Technology Resources; senior reviewer of this PPS

    Vice President for Information Technology