Migration to Cloud and Data Center Moves/ Consolidation Security & Asset Disposition Case Studies DCM 11.1 Thursday May 2, 9:45–10:45am, Palm H Cindy Miller, Director, LifeSpan Vito Arminio, Director, LifeSpan

Session Description Many organizations are virtualizing servers, migrating to cloud and moving or consolidating data centers. As part of these initiatives, data center and operations managers are faced with logistical, data security, asset value recovery and recycling challenges. Often there is a fast approaching, hard deadline as well. Hear some case studies describing how other companies have managed this process to minimize risk resources required and maximize returns. Get a model IT asset disposition (ITAD) project plan and punch list to address your next project.

Agenda  Overview Why and What  Strategy for Implementation  Implications for IT Asset Management  5 Case Studies – Challenges and Solutions  Tips - Checklist

Why - Data Center Changes  Business Requires Cost Efficiency -Energy, Real Estate, Maintenance, and Staff*  IT Wants Control, Flexibility -Managing changes, refresh -Multiplicity of architectures, process and resiliency -Opportunity for standardization affording -Agility -Resilience -Better utilization Source: Gartner

Reality for most companies is hybrid cloud & internal  Access to infrastructure and technology  No longer buy software*  Application bundles  Maintenance for SW and HW  Multi device support to applications  Possible down time  Security issues  Cost over long term  Inflexibility  Customer support Cloud Decision Why do it?Why not?

Application Strategies  Redeploy: different hardware environment and change the application’s infrastructure configuration.  Run applications on a cloud provider’s infrastructure. (i.e. PaaS or IaaS environment)  Rehost or Refactor: Modify or extend the existing code base to support legacy modernization requirements  Rebuild: Discard code for an existing application and re- architect the application.  Discard an existing application (or set of applications) and use commercial software delivered as a service (SaaS)

Application Strategies: Impact on Hardware Assets OLD DATA CENTER SYSTEMS NEW DATA CENTER Number of Assets Operating Costs Real Estate Required Virtualization, Consolidation, Cloud

Strategy

Cloud & Application Migration Plan

IT Asset Management Perspective Primary Issues:  Track hardware and software assets, document  Data Security  Environmental Compliance  Investment Recovery  Nimble and Timely Execution

CASE STUDY #1: Refresh, Virtualize, Downsize Company: Fortune 500 consumer products company Situation: Corporate Data Center plan to replace 800+ servers (rack and blade) over 12 months  Goals -Investment Recovery -Make it easy for operations staff  Notable Details -Many of the servers scheduled for decommission were only about 24 months old, but the projected savings justified the capital expense

CASE STUDY #1: Refresh, Virtualize, Downsize Challenges Encountered After Project Start  Application moves – delayed approvals  Book value vs.. remarket value of the existing servers not considered in planning  Space to store servers & systems as decommissioned Bonus Cost Savings  Found unused applications Disposition Solutions  Analysis of remarket values  More frequent removal by ITAD vendor to free space  Free up staff for installation & migration process: packing, audit & data sanitization by vendor

CASE STUDY #2: National Server Consolidation Company: Large defense contractor Situation: Consolidate 5 locations to 1  Vacating the office space at 2 of the locations  Notable Details -Other, unrelated equipment at some sites to remove -Limited or no IT personnel at some sites -Locations were in leased space, company did not control facility access

CASE STUDY #2: National Server Consolidation Disposition Solutions  Building permission and insurance validation  Pack and Labor  Self Serve Pack

CASE STUDY #3: Virtualization Rollout Company: Regional Telecommunications Situation: Corporate Data Center virtualization. Some leased assets. 400 servers, large tape array.  Goals -Investment Recovery -Secure Data - Onsite  Notable Details -Shared data center space

CASE STUDY #3: Virtual Machine Rollout Challenges Identified  Limited time and space for a truck  No area for staging equipment  Ensure lease returns are fully functional  Lease return deadline Disposition Solutions  Mobile truck for tape shredding  Onsite hard drive sanitization and crushing  Coordinated packing and pick up of assets

CASE STUDY #4: Consolidation – Shut Down Company: Fortune 1000 Financial Services Situation: Closing down a remote data center, completely vacating the facility.  Goals -Get it all done on time -Redeploy some servers, dispose of the rest -Data Security – certified destruction -Minimize Costs  Notable Details -Project management was at a different location

CASE STUDY #4: Consolidation – Shut Down Challenges Encountered After Project Start  Delayed approval to decomm servers  Delayed approval to destroy tapes  Project managers not familiar with facility details  Limited company resource for final deinstall, pack Disposition Solutions  Data destruction equipment onsite for 4 days  ITAD vendor team onsite  Tape and hard drive destruction “as released”

CASE STUDY #5: Consolidation – Shut Down Company: US Based, International consumer data Situation: Consolidating 5 data centers to 1 at corporate  Goals -Data security – certified destruction -Redeploy some servers to different locations, dispose of the rest -Get rid of everything in the lease space before lease expired -Minimize Costs  Notable Details -Over 3000 hard drives needed to be destroyed, plus 1600 tapes -Facility owner with strict access rules

CASE STUDY #5: Consolidation – Shut Down Challenges Encountered After Project Start  Time allotted for scheduling and completing data destruction  Different vendors’ and truck schedule management during last week of project  Limited or no access to dock  Client stacked hard drives take a spill Disposition Solutions  Data destruction team maneuvered around the chaos  Capability for tape and hard drive destruction in same truck

Checklist - Build Into Your Plan Plan From the Beginning - Avoid hassle, stress & expense  Data Retention  Redeploy or Dispose  Identify Leased vs. Owned  Data Security & Destruction Options  Investment Recovery Strategy  Compliance with Certified Vendors – data security, environmental  Space for different teams: data destruction, redeploy & recovery  Timing & Scheduling Detailed Guide, Worksheets available at:

Thank You Cindy Miller Vito Arminio We make it easy to do ITAD right