Virtual Machines and Physical Servers

About this policy

Policy contact:

Mark Napier

Date of last update:

January 11, 2022


  • In cases where physical servers are required, these servers will be located either at the UITS Data Center or in the secure Luddy server room facility. The Luddy facility has restricted access, UPS power backup, and temperature monitoring. However, all servers hosting any sensitive institutional data will be housed either in II or the UITS Data Center and not in the secure Luddy facility or any insecure Luddy location.
  • Physical servers will be purchased with a 5 year manufacturer warranty with a response time of either 4 hours for critical path systems or Next Business Day (NBD) for less critical research systems. At the end of the original 5 year warranty, the option to extend the warranty will be offered to the system owner. Systems that go out of warranty will be serviced either by Luddy staff or 3rd party vendors with parts and service costs to be paid by the system owner.
  • The setup and configuration of new VMs or physical servers will be tracked via the Server Setup Procedure and Checklists.
  • Requests for access to the secure Luddy server rooms will be handled via a Service Now ticket and require approval of both the Luddy IT Director and the Chief Information Privacy and Security Officer.