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/policies/administrative/uwmf/uwmf-wide/information-services/is-procedures/in-pol-001.policy

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UWHC,UWMF,

Policies,Administrative,UWMF,UWMF-wide,Information Services,IS Procedures

Data Center Access Procedure (IN-POL-001)

Data Center Access Procedure (IN-POL-001) - Policies, Administrative, UWMF, UWMF-wide, Information Services, IS Procedures

IN-POL-001

PROCEDURE
Information Services
Effective Date:
06/20/2014
Administrative Manual
X Other Information Services
Procedure ties
to Policy #: IN-
POL-001
X Original Total #
Pages: 4
Title: Data Center Access Procedure
I. PURPOSE
This procedure describes the requirements needed to gain access to UW Health IS data
centers and computer rooms, and how to enter and exit these facilities once access has
been granted.
II. PROCEDURE
A. Approval
All requests for access must be approved by the IS Director – Infrastructure (primary
approval authority). If necessary, the IS Manager – Server Administration or the IS
Manager – Data Network/Telecommunications can provide approval
(secondary/backup approval authority).
B. Excelsior Data Center – UW Health Employees
1. UW Health employees must have a UW Health issued access card.
2. UW Health employees must obtain approval from the IS Director – Infrastructure.
3. The IS Director – Infrastructure sends an email request to the Excelsior Building
Manager with the following information:
a. Employee name
b. Employee photo id number
c. The prox number (the first six numbers under the magnetic strip)
d. The proper UWHC IS cost center (if the employee is with the Medical
Foundation, use 0)
e. The level of access requested:
i. The data center (Excel Info Systems-B)
ii. The control room/room #030 (Excel Info Systems-A)
-or-
iii. Meetings only (Excel Meetings)
4. The Excelsior Building Manager requests appropriate building access from
UWHC Security.
5. UWHC Security grants the appropriate access.

Page 2 of 4
C. Excelsior Data Center – Non-UW Health Employees
Non-UW Health employees are granted electronic access to these facilities only if
working in conjunction with an authorized/approved UW Health employee in support
of UW Health data center and computer room operations, or if managing
organization-specific equipment.
1. Non-UW Health employees must obtain approval from the IS Director – Systems
Security (or the IS Security Consultants if the Director is not available).
2. Non-UW Health employees, UW Health sponsors, and the IS Director –
Infrastructure complete the Non-Employee ID Badge Form (NEID BF).
3. Determine who is responsible for incurring the fees associated with creating this
access card ($12 as of 1/1/2014).
4. Non-UW Health employees take their completed NEID BF form to the photo ID
processing center located at the Clinical Sciences Center (CSC) to create a
contractor access card.
6. Once the contractor card is issued, the IS Director – Infrastructure sends an
email request to the Excelsior Building Manager with the following information:
a. Employee name
b. Employee photo id number
c. The prox number (the first six numbers under the magnetic strip)
d. The proper UWHC IS cost center (if the employee is with the Medical
Foundation, use 0)
e. The level of access requested:
i. The data center (Excel Info Systems-B)
ii. The control room/room #030 (Excel Info Systems-A)
-or-
iii. Meetings only (Excel Meetings)
7. The Excelsior Building Manager requests appropriate building access from
UWHC Security.
8. UWHC Security grants the appropriate access.
D. AOB Data Center
1. UW Health employees must have a UW Health issued access card.
2. UW Health employees must obtain approval from the IS Director – Systems
Security (or the IS Security Consultants if the Director is not available).
3. The employee’s manager/supervisor sends an email to the IS Director –
Infrastructure requesting access. The email must contain:
a. The employee’s full name
b. Employee ID
c. Appropriate badge information (E number).
4. The request is logged internally.
5. The access request is sent to the IS Security Systems Access Team, who grants
appropriate access in the system.
6. Termination of internal employees results in their badge being deactivated in the
security system. If someone is terminated and considered high-risk, access can
be terminated as soon as IS is informed. Unless otherwise told, all other access
terminations are determined in the bi-annual review conducted by IS.

Page 3 of 4
E. 1 S. Park Computer Room
Note: Card access is controlled by Meriter for this facility.
1. UW Health employees must obtain approval from the IS Director – Systems
Security (or the IS Security Consultants if the Director is not available). The
employee should already have access to other IS facilities if they are requesting
access to this location.
2. UW Health employees must electronically complete and return the 1 SP Badge
ID/Access Request Form to UWMF Employee Health/Infection Control, who
records the information into the badge system. Include the photo used on the
existing employee badge. If a photo is not included with the request form, the
employee must have a photo taken at Meriter.
3. Completed Meriter badges are transported via courier from Meriter and to UWMF
Employee Health/Infection Control.
4. Badges are given to IS management for distribution to the appropriate
employees.
F. The American Center (TAC) Computer Room
This facility opens in August 2015. Steps for granting access will be provided when
this facility is open.
G. Entering/Exiting IS Data Center or Computer Room Facilities
1. Individuals who have an authorized access card may enter at will.
2. Individuals without an authorized access card must be escorted and supervised
within the facility by authorized staff.
3. At the Excelsior Data Center, a sign posted outside of the data center instructs
visitors to call 263-2757 (Operations main line) to request entry.
4. At the Excelsior Data Center, Operations personnel provide access to visitors
who have been approved by authorized staff or who display appropriate
identification and organization credentials.
5. At the Excelsior Data Center, all visitors must sign in/out of the log activity book.
III. FORMS
NEID BF Form (on U-Connect)
1 SP Badge ID/Access Request Form (on U: drive)
IV. SUPPORTING POLICY
This procedure supports the following policy:
Data Center Access Policy

Page 4 of 4
V. COORDINATION
The details of Coordination of UWHC, UWMF and UWSMPH are shown below. Approval
and coordination of this policy by those entities occurs per their individual processes.
UWHC Sr. Management Sponsor: UW Health IS CTO
UWHC Author: UW Health IS Director - Infrastructure
UWHC Reviewers: UW Health IS Directors
UWHC Approval committee(s): UWHC Internal Auditor
UWMF Sr. Management Sponsor: UW Health IS CAO
UWMF Reviewers: UW Health IS Directors
UWSMPH Approval: UW Administrative Legal Services
VI. SIGNED BY
[Insert Signature Block(s) for Appropriate Signer] Date
[Insert Signature Block(s) for Appropriate Signer] Date