Operational Procedures
We verify that operational procedures, maintenance teams, systems and components are properly maintained and capable of meeting operational requirements and the investor’s expectations.
Poorly implemented operational processes can reduce the safety and reliability of a facility, regardless of the quality of its construction. Effective management procedures and a qualified, trained technical team responsible for critical systems are essential.
We use the internationally recognised EPIDCOS® framework. The standard covers 11 disciplines designed to support reliable Data Center operations. Each discipline is addressed in detail, helping to improve operational efficiency and generate measurable savings. It provides a comprehensive framework for Data Center operations and management.
Key areas of facility management and maintenance:
Operational Team Management
Defining responsibilities, areas of accountability, backup arrangements, training, development paths and shift-work procedures.
Supplier Management
Defining scope of work and availability requirements, supplier selection, supervision, performance evaluation and contract management.
Facility maintenance
Defining maintenance activities and service delivery methods, selecting service partners, establishing minimum requirements for maintenance contracts, reporting, warranty management and spare parts inventory.
Health & Safety (H&S)
Developing H&S management plans, work instructions, permit-to-work procedures, evacuation plans and safety procedures.
Service Level Management (SLA)
Defining facility SLAs, requirements and operational limits, establishing SLA verification points, reporting procedures and business continuity requirements.
Physical Access Management
Defining security and operational procedures in line with applicable standards, including ISO/IEC 27001, and managing physical security and facility security systems.
Facility Operations
Defining operational procedures and employee responsibilities, managing assets, equipment installation and removal, transportation and asset handover, verifying completed installations.
Capacity Management
Defining the facility's current and planned capacity and limits for critical parameters, such as floor load, cooling capacity and power capacity.
Cabling
Defining requirements for cable installation, securing, labelling and routing.
Cleanliness and Environmental Control
Cleaning procedures, reporting requirements for gases in accordance with applicable regulations, contamination measurements, preventive cleaning of components and fluid replacement.
Monitoring and Integrated Systems
Defining monitoring points, procedures for reporting faults and issues, data archiving, inspections and service desk management.
Documentation and Records Management
Managing technical and operational documentation, including its creation, approval, publication, archiving and disposal.
Systems and Equipment Lifecycle Management
Defining the expected lifecycle of systems and equipment, as well as procedures for replacement, servicing, reporting, decommissioning, inspection and testing.
Risk and Compliance Management
Establishing requirements for controls, audits and reviews, maintaining a risk register, and defining procedures for risk management and monitoring.
Developing procedures
We develop documentation based on the actual facility configuration, audit findings and experience from operating similar installations - not generic templates.
Implementation and training
We conclude the delivery of operational procedures with maintenance team training. Procedures only add value when the team can execute them correctly under time pressure.
We create procedures that turn technical requirements into practical, day-to-day facility operations.
We prepare procedures for newly commissioned facilities as well as live Data Centers where documentation needs to be updated following modernisation or expansion.
Procedures we cover
What do operational procedures give you?
Better control of facility maintenance costs.
Faster response to failures and reduced risk of human error.
Lower risk of operational errors in day-to-day work.
Operational continuity across the team, with less reliance on individual employees.
More control over infrastructure and equipment lifecycle.
Readiness for audits and emergency situations.
