Policy Number Chapter Effective Date Approval Date Supersedes Policy: Data Center Security IM Information Management Month Year Month Year Month Year Applicable to VUH Children’s Hospital Other: VMG VMG Off‐site locations VPH VUSN VUSM Team Members Performing All faculty & staff Faculty & staff providing direct patient care or contact MD House Staff APRN/PA RN Other: Lead Author & Content Experts Lead Author: Name ‐ Title Content Expert1 Content Expert2 SPECIFIC EDUCATION REQUIRED: YES NO Table of Contents I. Purpose: ........................................................................................2 II. Policy:...........................................................................................2 III. Definitions: ...................................................................................2 IV. Specific Information:....................................................................3 V. References: ...................................................................................5 VI. Contributors:.................................................................................5 VII. Endorsement: ................................................................................5 VIII. Approval: ......................................................................................5 ©2012 Vanderbilt University. All rights reserved.
Inquiries: Accreditation & Standards (615) 322-1117
LPN Name of Policy: Data Center Security Policy Number IM
I.
Purpose:
To establish the physical protection and operations of information systems within
the Data Center(s) as part of best business practices supporting the confidentiality,
integrity, and availability of Vanderbilt University Medical Center (VUMC)
information in accordance with federal regulations, including the Health
Insurance Accountability and Portability Act (HIPAA).
II.
Policy:
While VUMC has an environment of distributed ownership and administration of
electronic systems, the physical location for the majority of necessary systems is
at least one Data Center. The Informatics Center has the responsibility for the
management and configuration of base needs of the Vanderbilt University
Hospital Data Center (s). In support of proper operations of a Data Center (s),
each application owner and application administrator that requires redundant
capacity systems and multiple distribution paths must adhere to the following
specification.
III.
Definitions:
A.
Computer Operations: The team of staff managing and controlling the
daily operations of the VUMC Data Center
B.
Data Center: physical space secured to provide a redundant capacity site
infrastructure or concurrently maintainable site infrastructure; and provide
desired systems with dual paths. This reflects Tier II or III from The
Uptime Institute’s Tier Performance Standards. (Our defined data centers
containing some portion of VUMC data are: VUH and SunGard)
C.
Data Center Facilities Management (DCFM): The team responsible for
the design and management of all data center facility infrastructure,
installation/move/removal of all equipment in the Data Center, capacity
measurement/planning of the facilities infrastructure, inventory
management, facility monitoring equipment, and hardware maintenance.
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Name of Policy: Data Center Security Policy Number IM
IV.
Specific Information:
A.
Operations
1.
B.
Proper and continued operations of a Data Center require
specialized training and continued understanding of the
configuration of the environment
2.
Data Center Employees are required to be aware and adhere to the
current Data Center safety standards and guidelines
3.
Authorized individuals must adhere to all Data Center Facilities
Management standards and guidelines when installing, changing,
or removing hardware
4.
Full compliance with the Change Management process is required
for all work - a formal change or incident ticket will be required
for all access encounters other than those of the Computer
Operations, DCFM, or Disaster Recovery teams
Access:
1.
2.
All Work Force Members authorized access to the Data Center
must have a valid Vanderbilt ID and the proper management
approval
Access is broken into three levels to support the integrity and
physical protection of the systems contained as well as the personal
safety of VUMC Work Force Members
a.
Level 1 – Work Force Members whose job responsibilities
are directly related to the daily operations and management
of the Data Center. Only these individuals shall have swipe
card access.
b.
Level 2 – Work Force Members whose job responsibilities
require support of equipment or systems within the Data
Center. These individuals shall be required to follow the
Change Management processes, and this policy guidelines
to register with Computer Operations when entering and
existing the Data Center. Each individual must be
authorized under DCFM guidelines. These individuals will
be required to complete the annual Data Center safety
training course.
c.
Level 3 - All other Work Force Members and visitors
require approval and authorization for access according to
the DCFM guidelines, follow the Change Management
processes, this policy guidelines, and must also be escorted
by a Level 1 or Level 2 Work Force Member at all times.
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Name of Policy: Data Center Security Policy Number IM
3.
4.
C.
All other Work Force Members and visitors require approval and
authorization for access according to the DCFM guidelines and
must also be escorted by a Level 1 or Level 2 Work Force Member
at all times.
a.
Limited and / or assisted access may be granted on
temporary occasions in order to support systems or
applications maintained within the Data Center
b.
Those visitors / vendors / contractors for work related tasks
must be escorted by an authorized individual (Levels 1
or 2)
c.
Visitors and tours of non-work related nature are
discouraged. Any visit or tour of this nature must be prerequested to and pre-approved by Facilities Support. Use
the Help Desk for requests.
Failure to comply with this policy and the DCFM guidelines may
result in loss of access privileges
Responsibilities:
1.
D.
The Data Centers have unique design with complex requirements
for power, climate control, security, and cabling etc. The DCFM
team is responsible for the design, and maintenance of the VUH
and SunGard facilities.
2.
The Computer Operations team members are responsible for the
operations of the VUH Data Center and DCFM is responsible for
SunGard.
3.
All equipment changes (additions, moves, and/or removals) are
required to be processed through Change Control in accordance
with established standards.
Monitoring:
1.
2.
3.
4.
Data Centers are equipped with locked doors requiring card access
DCFM provides monitors and records activities in the Data Center
using video surveillance cameras
Computer Operations monitors the door access and registration
process for Level 2 and Level 3 access
Additional monitoring of systems and devices may also be present
to monitor other items such as power, temperatures, moisture
detection, and smoke.
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Name of Policy: Data Center Security Policy Number IM
V.
References:
Guidelines – Access to SunGard (2nd Data Center)
VI.
Contributors:
Lead Author:
Monroe Wesley, Director, IT Risk Program / Informatics
Security, Informatics Center
Content Experts:
Dave Ellis, Assistant Director, Data Center Facilities Management, Informatics
Center
Carl Meadows, Manager, Computer Operations, Informatics Center
Lee Knight
Kevin Chenoweth
Chris Wright
Cheryl Graves
Rick Wheeler
VII.
Endorsement:
Operations Policy Committee
Date
Luke Gregory
Executive Director & CEO
Monroe Carell Jr. Children’s Hospital at Vanderbilt
Date
David Posch
CEO, Vanderbilt University Hospital and Clinics
Executive Director, Vanderbilt Medical Group
President, Vanderbilt Integrated Providers
Date
VIII. Approval:
Colleen Conway-Welch PhD, CNM, FAAN, FANCM
Nancy & Hilliard Travis Professor of Nursing
Dean, Vanderbilt School of Nursing
Date
Marilyn Dubree MSN, RN, NE-BC
Date
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Name of Policy: Data Center Security Policy Number IM
Executive Chief Nursing Officer
C. Wright Pinson MBA, MD
Deputy Vice Chancellor for Health Affairs
CEO of the Hospitals and Clinics for VUMC
Date
David Raiford MD
Associate Vice Chancellor for Health Affairs
Senior Associate Dean for Faculty Affairs
Date
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