Change Management & Work Authorization Policy
Structured processes ensuring all work within GridColo facilities is performed safely, with proper documentation, approval, and oversight to minimize risk and maintain operational continuity.
The Change Management & Work Authorization Policy ensures that all work carried out within GridColo facilities is performed in a safe, controlled, and predictable manner. Even minor changes—such as moving equipment, pulling cables, or opening raised-floor tiles—can have cascading effects on airflow, power stability, or the operation of other customers' equipment.
Major changes, such as electrical or mechanical interventions, carry the potential to impact the entire facility. This policy establishes a structured process requiring documented methods, formal approval, and appropriate oversight so that risks are identified, mitigated, and controlled before work begins.
This policy applies to all non-GridSite personnel, including customers, their vendors, contractors, and consultants, who intend to perform any form of work inside a GridColo facility. It applies to activities within cages and cabinets, in shared data halls, in mechanical or electrical rooms, at docks, or in any space where facility infrastructure or operations may be affected.
Critical Requirement
No work shall proceed within a GridColo facility unless it has been reviewed and approved through the appropriate authorization channel.
Work must be executed under an approved Method of Procedure (MOP), Standard Operating Procedure (SOP), or Emergency Operating Procedure (EOP), as applicable. Customers and vendors are responsible for preparing documentation that clearly outlines the scope, sequence, safety precautions, rollback plan, and responsible parties.
GridColo staff reserve the right to halt work immediately if it deviates from the approved plan or if conditions arise that make it unsafe to continue.
All proposed work is classified into one of three categories:
Routine, low-risk activities that follow a repeatable and pre-approved process (e.g., adding a server into an existing cabinet, patching cables within a single rack).
Higher-risk or non-routine activities that require a step-by-step documented method, pre-approval from GridColo, and often on-site supervision (e.g., pulling new cross-connects, uncrating and installing large equipment, modifying cage layouts).
Actions taken in direct response to imminent risk to life safety, facility stability, or customer operations. These changes may proceed immediately but must be documented and reported to GridColo as soon as possible after the fact.
Customer-Internal Changes (SOP)
Changes confined to a single rack or cabinet, with no effect on shared pathways or infrastructure, may proceed under an SOP once the customer has been credentialed and trained.
Infrastructure Changes (MOP Required)
Any change involving cross-connects, raised-floor penetrations, containment systems, shared pathways, or facility infrastructure requires an MOP and prior approval from GridColo.
Facility Systems (GridColo Only)
Electrical or mechanical changes affecting facility distribution systems may only be performed by GridColo staff or their authorized contractors. Customers are not permitted to modify or interact with GridColo-owned infrastructure.
Emergency Work (EOP)
Emergency work must be reported immediately to GridColo Operations, with an EOP provided once the situation is stabilized.
MOPs and SOPs must be written in clear, sequential steps and include:
Note: GridColo may reject documentation that is incomplete, ambiguous, or fails to account for safety and rollback provisions.
Certain types of work require not only an MOP but also a specific permit:
Important: These permits are in addition to, not in place of, the MOP or SOP.
Work must be carried out exactly as described in the approved documentation. Any deviation requires immediate pause and re-authorization. GridColo staff may supervise or observe any work within the facility and may halt work at their discretion.
Supervisors from the customer or contractor side must remain present during the execution of any MOP-based activity.
All work must follow the Safe Working Practices Policy, Contractor & Vendor Safety Policy, and any site-specific safety instructions. Protective barriers, signage, and area isolation must be used where applicable.
Work must not obstruct egress, airflow, or monitoring equipment. No procedure may deliberately disable life-safety or fire-protection systems without explicit GridColo authorization and compensating controls.
GridColo maintains records of all submitted and approved SOPs, MOPs, and EOPs. Customers must keep their own logs of work performed within their allocations and provide them upon request for compliance or incident investigation.
Records will include dates, participants, systems affected, and outcome.
Serious Violation
Performing work without authorization, deviating from approved procedures, or attempting to conceal unapproved changes is a serious violation of this policy. Such actions may result in immediate removal from site, suspension of credentials, financial charges for remediation, and potential termination of colocation privileges.
Customers
Must submit accurate SOPs/MOPs, ensure their staff and contractors are trained, and remain present during work execution.
Vendors and Contractors
Must comply with approved procedures and all GridColo rules.
GridColo
Is responsible for reviewing, approving, and supervising changes to ensure safety and operational continuity.
Failure to comply with this policy may result in halted work, removal from the facility, suspension of access, or contractual penalties. Repeated or serious violations may result in termination of colocation services or referral to regulatory authorities.
This policy is effective upon publication and remains in force until replaced. GridColo may amend this policy at any time to reflect evolving best practices, lessons learned, or regulatory changes.
Customers will be notified of substantive updates via official communications and the customer portal.