Practical Options for Deploying IT Equipment in Small Server Rooms and Branch Offices

Practical Options for Deploying IT
Equipment in Small Server Rooms
and Branch Offices
Revision 0
by Victor Avelar
Contents
Click on a section to jump to it
Introduction 2
Support systems 2
Configuration tools 9
Conclusion 10
Resources 11
White Paper 174
> Executive summary
Small server rooms and branch offices are typically
unorganized, unsecure, hot, unmonitored, and space
constrained. These conditions can lead to system
downtime or, at the very least, lead to “close calls” that
get management’s attention. Practical experience with
these problems reveals a short list of effective methods
to improve the availability of IT operations within small
server rooms and branch offices. This paper discusses
making realistic improvements to power, cooling, racks,
physical security, monitoring, and lighting. The focus of
this paper is on small server rooms and branch offices
with up to 10kW of IT load.
by Schneider Electric White Papers are now part of the Schneider Electric
white paper library produced by Schneider Electric’s Data Center Science Center
DCSC@Schneider-Electric.com

Practical Options for Deploying IT Equipment in Small Server Rooms and Branch Offices
IT deployments for small businesses or branch offices are typically relegated to small
confined rooms, closets, or even on the office floor. A common explanation for this, whether
from a small business owner or branch office manager, is that “we only had a few pieces of IT
equipment so we just put them in here”. This reasoning is often justified when there is little
criticality to the larger business if that IT equipment goes down. However, as businesses
grow, their reliance and dependence on IT increases which makes them much more sensitive
to IT downtime.
An interview with a small food distributor exemplifies this sensitivity. As this food distributor
gained more customers they realized it wasn’t possible to fulfill orders on time and accurately
without their IT systems. Downtime of these systems would not only interrupt their distribu-tion
schedules, but would cause restaurants to place last minute orders. Restaurants need
only a few missed deliveries to have a good reason to seek a new distributor. The following
are some examples of downtime that were uncovered in this research:
• The wrong server was unplugged. The IT admin thought he had traced the correct
power cord to the tower server. The “rat’s nest” of power and network cabling signifi-cantly
increased the likelihood of this error. Dual-power supplies later became a
standard specification for critical IT gear to avoid this type of human error.
• Random equipment failures and reboots due to high temperatures in the room.
• A server error for high temperature forced a shutdown of the system.
• A few pieces of IT gear turned off during a brief power outage. It was later discovered
that the equipment was never plugged into the installed UPS. This was most likely due
to the disorganized cabling behind the rack.
• A cleaning person unplugged a server to plug in the vacuum cleaner.
• A power outage caused all the systems in a branch office IT rack to go down. The IT
admin arrived later to discover that the UPS had been signaling for some time that it
had a bad battery that required replacement.
As with many businesses, especially small businesses, it takes a downtime event or a series
of close calls to finally invest in improving the availability of IT operations. In many cases,
this spurs new IT upgrade projects. An upgrade project is the optimum opportunity to assess
the physical infrastructure required to support IT, however, our research suggests that IT
managers often lack the time to research and specify an appropriate solution. This paper is
written to comprehend this time constraint and summarizes the most practical improvements
to power, cooling, racks, physical security, monitoring, and lighting for small server rooms
and branch offices with up to 10kW of IT load. The next two sections provide guidance on
each of these support systems and describe how configuration tools reduce the time required
to configure and order physical infrastructure solutions.
This section summarizes the best practices for applying these physical infrastructure
subsystems:
• Power
• Cooling
• Racks
• Physical security
• Monitoring
• Lighting
Schneider Electric – Data Center Science Center White Paper 174 Rev 0 2
Introduction
Support
systems

Power
Power for small server rooms consists of a UPS and power distribution. UPS systems for this
application are typically line-interactive for loads up to 5KVA and double-conversion for loads
above 5kVA. Note that UPS capacities greater than approximately 2,200VA cannot be
plugged into a 5-20 receptacle (i.e. household plug). For example, a 3kVA system typically
requires an L5-30 and a 5kVA system typically requires an L6-30. The “L” represents a
“locking” plug, the first number represents the voltage, and the second number represents the
amp rating. UPS systems greater than approximately 6kVA are typically hardwired from an
electrical panel. Installing a new receptacle or hardwiring requires an electrical contractor. If
this is not a possibility, an alternative approach is to use multiple lower-capacity UPS
systems. For more information on UPS topology, see White Paper 1, The Different Types of
UPS Systems.
There are two basic power distribution methods:
• Plug IT gear into the receptacles on the back of the UPS
• Plug IT gear into a rack power distribution unit (rack PDU) which is plugged into the
UPS. This method requires that IT gear be mounted in a rack
When used with a rack, power cable management is easier and more organized with rack
PDUs because power cords don’t have to cross over each other as shown in Figure 1.
Another advantage is that the back of the rack remains free of power cabling which improves
front to back airflow for cooling the IT equipment. In cases where remote management of
outlets is required, some rack PDUs are metered and have switchable outlets that can be
used to remotely reboot hung servers.
Redundant UPS systems are recommended for critical dual-corded gear, such as servers and
domain controller(s). Ensure that the redundant power cords are plugged into a separate
UPS or rack PDU. Reliability increases if each UPS is plugged into a separate circuit where
each circuit is fed from its own circuit breaker. UPS systems with an integrated network
management web card are recommended because they allow critical remote UPS monitoring
such as low battery, bad battery, on battery, overload, low runtime, etc. Alarms can be sent
via email or a network management system such as HP Openview. Also look for the same
management card to provide environmental monitoring. Look for at least one air temperature
sensor to track the supply air temperature at the front of the rack or IT equipment. Additional
sensors include a single probe that measure both temperature and humidity. In cases where
entry into the server room is required, look for a dry contact I/O sensor which will notify
admins when the server room door is opened. Other dry contact sensors include water
detection Figure 2 shows an example of a UPS with these features.
Link to resource
White Paper 1
The Different Types of UPS
Systems
Figure 1
Rack power distribution
unit mounted in a rack
enclosure

Cooling
The American Society of Heating, Refrigeration, and Air Conditioning Engineers (ASHRAE)
TC 9.9 publishes both recommended and allowable operating temperatures for IT equipment.
The intent is to provide better guidance to ensure reliability and performance of equipment
while maximizing the efficiency of the cooling system. These 2011 ASHRAE Thermal
Guidelines values for class 1 equipment are provided in Table 1.
Operating temperature Temperature range
Recommended 64.4-80.6°F (18-27°C)
Allowable 59-89.6°F (15-32°C)
Heat can leave a small room or office space in five different ways. These are:
Conduction: Heat can flow through the walls of the space
Passive ventilation: Heat can flow into cooler air via a vent or grille, without a fan
Fan-assisted ventilation: Heat can flow into cooler air via a vent or grille that has a fan
Comfort cooling: Heat can be removed by a building’s comfort cooling system
Dedicated cooling: Heat can be removed by a dedicated air conditioner
The five methods listed above differ in performance, limitations, and cost. The optimum
cooling solution is strongly dependent on the location of the IT equipment and how much IT
load (kW). There are three basic questions to answer:
1. Does adjacent space have building AC to maintain target temperature continuously?
2. Does a wall, ceiling, or floor abut a space with significant heat? (e.g. solar gain from
outside wall)
3. How much power is consumed by equipment in the room?
The answer to question 1 is likely to be “No” in buildings located in warmer climates because
the building’s air conditioning system is reset to a higher temperature during the weekends
and holidays to conserve energy. If this is the case, dedicated cooling system is recom-mended.
However, if the answer is “Yes”, move to question 2.
Figure 2
Example of a 1,500VA
UPS that plugs into a 5-15
outlet and has integrated
management web card
(Click figure for more data)
Front view of a UPS
with an LCD panel
Management web card
Integrated ports for sensors
Temperature and
humidity sensor
Battery connector for
extended runtime
(8) 5-15
receptacles
Rear view of UPS
Dry contact I/O
Table 1
Operating temperature limits
per ASHRAE TC9.9
> Building comfort
cooling system
Ideally the building’s comfort
cooling system would cool the
IT equipment all year round, but
this is not the case in colder
climates when the heating
system is turned on and the air
conditioning is turned off.
Furthermore, the server room or
IT closet temperature is rarely
controlled by its own thermostat
so lowering the zone tempera-ture
to help cool overheating IT
gear would adversely affect
people in the surrounding area.

If the answer to question 2 is “Yes”, then dedicated cooling system is recommended. If the
answer is “No”, then move to questions 3.
There are four recommended cooling solutions, depending on the answer to question 3. If
the IT load is less than 400 watts, conduction will suffice as the means to cool and no
cooling device is necessary. If the IT load is between 400 and 700 watts, passive ventilation
is sufficient only if it’s possible to mount vents in the room. Sometimes this is not possible if
the door or wall is designated as a fire-rated. If the IT load is between 700 and 2,000 watts,
fan assisted ventilation is sufficient but again only if it’s possible to mount vents in the room.
If the IT load is greater than 2,000 watts, dedicated cooling is recommended.
Dedicated cooling solutions include air-cooled self-contained units (Figure 3) used when a
return plenum is available such as a dropped ceiling. If there’s access to the building’s
chilled water, condenser water, or glycol loop, a dedicated system can be used that uses one
of these cooling fluids (Figure 4). If an outside wall or roof is within 100ft (30m) of the IT
space, and air-cooled system is recommended.
An air-cooled system has two pieces, the “cooling unit” that is usually hung high on the wall
and the “condensing unit” that sits on the roof or on the side of the building. This type of
installation requires drilling holes through walls for running refrigeration piping. There are
distance limitations to using this solution but in most cases it provides a low-cost solution
ranging from $0.30 to $0.40 per watt for the unit. A rule of thumb for installation is that it
costs about the same as the materials, therefore the total cost is about $0.60 to $0.80 per
watt. Figure 5 shows an example of a so-called “mini split” system. In cases where the
refrigeration piping distance is exceeded, a glycol-cooled system is required. Mini-splits can
cool between 2kW and 10kW and are a common and effective solution for small rooms.
There are instances when the only choice is to locate IT equipment in the occupied office
space such as in branch offices. In these cases the recommended solution is to install the IT
equipment within a secure enclosure with specially designed integrated ventilation, noise
dampening, and power distribution. These types of enclosures can ventilate equipment up to
Figure 5
Example of a mini split air
conditioning system
Cooling unit that
mounts on the wall
Condensing unit
located outdoors
Figure 3
Example of an air-cooled
self-contained cooling unit
Figure 4
Example of a ceiling-mounted
chilled water
cooling unit

about 4kW and are discussed later in the “Racks” subsection. Figure 6 illustrates an
example of the ventilation air flow for such a system.
A good practice for reliable cooling is to organize IT equipment in a rack (air intakes are all
facing the front of the rack) and use blanking panels to fill in the gaps where there is no
equipment. This practice helps prevent thermal shutdown events and reduces the need to
overcool the space with oversized air conditioners. Not placing IT equipment in a rack, often
allows the hot exhaust air of one chassis to blow into the intake of another.
Overall, the more organized the IT environment is, the easier it is to cool the equipment by
separating the hot and cold air streams. For more information on cooling, see White Paper
68, Cooling Strategies for IT Wiring Closets and Small Rooms.
Racks
It’s difficult for small businesses to justify the extra cost of an enclosure, but when the
decision is part of an overall upgrade project, it becomes easier to “do it right”. Objectives
like availability, organization, cable management, physical security, cooling effectiveness,
ease of power distribution, and professionalism are all offered by a well-designed rack
enclosure. A rack is the fundamental structure for IT gear that enables organization which
can decrease the instances of human error when troubleshooting a problem. For example,
cable management becomes easier with integrated accessories so that wiring doesn’t turn
into a rat’s nest. Removable side panels also improve the ease of cable management.
Rack enclosures are recommended with loads greater than 2kW because they help isolate
the hot and cold air streams which means the IT equipment are breathing in cooler air
(blanking panels are also key to improved air flow). Without the side panels or doors,
enclosures become a 4-post rack which does nothing to separate the air streams. However,
if 4-post racks are used, blanking panels are recommended as well. An enclosure’s locking
doors also provide physical security which is obviously important in open office areas or
unlocked server rooms. This is a big problem in cases where the door is purposely left open
to cool the room. Figure 7 shows an example of a rack enclosure with removable panels.
As discussed in the cooling section, IT equipment in open office areas should be installed in a
specially designed secure enclosure with integrated ventilation, noise dampening, and power
distribution. Noise dampening helps with the fan noise from IT equipment which can be
distracting for office workers. Figure 8 illustrates an enclosure with a noise dampening
design. With integrated power distribution, power cabling is easier to trace reducing the
likelihood of unplugging the wrong cable.
Figure 6
Example of ventilation
airflow for IT enclosure for
office environments
Link to resource
White Paper 68
Cooling Strategies for IT
Wiring Closets and
Small Rooms
Ventilation
fans in
rear door
Top air intakes
Side air
intakes

Physical security
People are essential to the operation of IT, yet studies consistently show that people are
directly responsible for much of the downtime through accidents and mistakes — improper
procedures, mislabeled equipment, things dropped or spilled, and other unforeseen mishaps.
If the cost of downtime is significant, then physical security is important even for a small
business or branch office. Locking a server room or rack enclosure is a must if the cost of
downtime is high. If an IT space is considered critical, security cameras are recommended.
Some cameras have integrated environmental sensors and additional ports for various
sensor types including dry contacts, smoke detector, fluid detector, and door switch.
Integrated sensors should include temperature, humidity and motion detection.
Cameras with motion detection can automatically detect and record motion, allowing a visual
record to be paired with an access or environmental alert, which speeds root cause analysis.
For example, an IT admin can be alerted via SMS or email upon access by unauthorized
personnel via door switch or motion detection. Cameras should allow access via smart
phone to view images and environmental data.
Figure 7
Example of a rack
enclosure with removable
side panels
Figure 8
Example of an enclosure
with noise dampening
material inside
Half-height side
panels removed
Lockable front
and back doors
Split rear doors improve
access to IT equipment
Figure 9
Single security camera
with integrated temp,
humidity, dew point , air
flow, and motion sensors
Additional
sensor ports
Temperature
reading

Monitoring
Small server rooms should have two types of monitoring; UPS monitoring and environmental
monitoring. The cost of basic UPS monitoring has decreased so much over that last several
years that it should always be included with the UPS system. UPS and environmental
monitoring is especially valuable to small businesses with small IT teams and branch offices
that have no local IT person. In these cases, admins are remotely alerted, via email, to
critical UPS alarms such as on-battery, replace battery, and overload as well as environmen-tal
events such as high temperature, water-sensor, etc. Figure 10 shows an example of a
web page from a UPS network management card.
Another important part of UPS management is the shutdown software that safely shuts down
the operating system(s) of critical servers. In most cases, the software included with the UPS
system allows for basic power monitoring which is frequently used to show evidence of
voltage abnormalities. In addition to UPS monitoring, IT admins should insist on environmen-tal
monitoring especially in server rooms with no air conditioning. UPS systems that ship with
a management web card, such as the one shown in Figure 2, are recommended for UPS
monitoring and basic environmental monitoring. For more critical environments, at least one
security camera with motion detection is recommended, as shown in Figure 9, which also
provides more advanced environmental monitoring as discussed in the “Physical security”
sub-section. Ensure that the security cameras allow remote monitoring via smart phone and
can alert via email and SMS.
Lighting
In smaller environments lighting is not planned for IT equipment, and IT equipment frequently
ends up in locations with poor lighting. Many problems are the result of not being able to
properly see labels and connections to IT equipment, particularly when mounted in cabinets
or closets. Even if an investment is made in having special lights installed, there is frequently
no suitable location that properly illuminates the IT equipment. One very effective solution to
this problem is to provide a low cost headlamp, which allows hands-free visibility into
cramped IT installations. Typically such a lamp is hung from a hook inside the back of the
Figure 10
Example of a web page
from an integrated UPS
network management card

closed IT cabinet so it is present where needed and does not get inadvertently removed. An
example a headlamp is shown in Figure 11.
Our research suggests that IT managers lack the time to research and specify an appropriate
solution. Configuration tools address this challenge by allowing IT resellers to pick and
choose from a menu of options without having to research which accessories, services,
screws, brackets, etc. are required for a particular solution. Buying a UPS, rack, software,
management cards, services, and extended warranties separately will always take more time.
Configuration tools understand the interoperability of all parts, services, and warranties and
create a bill of materials required for a particular solution. There are two basic methods of
shipment after placing an order through these types of tools; everything can ship as individual
boxes or it can ship with the various components mounted inside of the rack. Choosing from
standardized, pre-configured solutions also speeds up delivery time because these types of
solutions tend to be in stock. An example of a configuration tool is shown in Figure 5.
Figure 11
Example of a headlamp
for use inside a small
server room or rack
Configuration
tools
Figure 5
Example of a physical
infrastructure
configuration tool

Our experience with thousands of data rooms of small businesses and branch offices reveals
that most of them are unorganized, unsecure, hot, unmonitored, and space constrained. It is
also clear that these situations often result in avoidable downtime and inconvenience. IT
managers in these environments have little time to research physical infrastructure best
practices. This paper is written to comprehend this time constraint and summarizes the most
practical improvements to power, cooling, racks, physical security, monitoring, and lighting for
small data rooms and branch offices with up to 10kW of IT load.
About the author
Conclusion
Victor Avelar is a Senior Research Analyst at Schneider Electric’s Data Center Science
Center. He is responsible for data center design and operations research, and consults with
clients on risk assessment and design practices to optimize the availability and efficiency of
their data center environments. Victor holds a bachelor’s degree in mechanical engineering
from Rensselaer Polytechnic Institute and an MBA from Babson College. He is a member of
AFCOM and the American Society for Quality.

The Different Types of UPS Systems
White Paper 1
Cooling Strategies for IT Wiring Closets
and Small Rooms
White Paper 68
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