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Information Technology Facilities Access procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 20 April 2005 and incorporates all amendments to 20 May 2015.

(2) This Procedure is pursuant to the Information and Communications Technology Security policy.

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Section 2 - Purpose

(3) This Procedure documents requirements that apply for accessing eSolutions facilities.

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Section 3 - Scope

(4) The Procedure applies to staff members, and other personnel both internal and external to the University, who need to access ICT facilities.

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Section 4 - Policy

(5) Refer to the Information and Communications Technology Security policy.

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Section 5 - Procedures

(6) The Director, ICT Infrastructure Services will authorise relevant Deakin eSolutions staff members, and other personnel both internal and external to the University, who need to access ICT facilities managed by Deakin eSolutions on a regular basis.

(7) The Director, ICT Infrastructure Services or nominees will review the list of authorised personnel at least bi-annually.

(8) Authorised personnel may escort visitors into Deakin eSolutions facilities, as long as the visitors are accompanied at all times and are not undertaking any work on the facility.

(9) Personnel who require access to Deakin eSolutions facilities for a specific purpose must submit (or in the case of external personnel and contractors, have submitted on their behalf) a request through the IT Service Desk at least 48 hours prior to the access being required, stating the reason for accessing the facility, the likely duration of their stay and proposed monitoring requirements.

(10) The Director, ICT Infrastructure Services or nominees must approve access for other personnel to enter Deakin eSolutions facilities for each specific purpose and duration.

(11) Other than visitors, all personnel entering Deakin eSolutions facilities must:

  1. have undertaken the Data Centre Induction process, if the Deakin eSolutions facility is a data centre protected by an FM200 fire suppression system
  2. have a monitoring arrangement in place with a Monitor for reasons of occupational health and safety compliance
  3. agree to the terms of the working in Deakin eSolutions facilities guidelines, including accessing only those items or equipment related to the purpose for which access is required

(12) Prior to accessing an Deakin eSolutions facility, all personnel will contact a Monitor to:

  1. agree on the duration of their stay in the facility, and agree to contact the Monitor if their stay is likely to exceed the planned duration
  2. agree on a schedule of regular updates (minimum every 20 minutes; maximum every 60 minutes)
  3. advise when they have left the facility

(13) The Monitor will immediately contact personnel if they have not made contact at a scheduled time, or by the planned end of their stay. Monitoring may take place via telephone if a Monitor is unable to supervise in person.

(14) If at any time personnel who have approval to enter Deakin eSolutions facilities are not able to be contacted, a Monitor must visit them in person or, when located on a different campus, arrange for another Deakin eSolutions staff member to contact them in person.

(15) Personnel must not use photographic, video, audio or other recording equipment inside Deakin eSolutions facilities, unless approved by the Chief Digital Officer.

(16) Deakin eSolutions facilities must be locked at all times where locking mechanisms are available. All personnel must check that the facility is locked when exiting the room.

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Section 6 - Definitions

(17) For the purpose of this Procedure:

  1. Deakin eSolutions Facilities: all physical spaces (e.g. data centres, machine rooms, network or communication closets) managed by the Deakin eSolutions.
  2. Monitor (Job Captain): a Deakin University staff member assigned to supervise the access of authorised personnel entering physical ICT facilities, and who is appropriately authorised and has completed any induction requirements for that ICT facility.