When something goes wrong with a network, people suspect hackers or software. More often, the cause is physical: a switch that overheated in a closet shared with cleaning supplies, a cable pinched behind a door or a power strip daisy-chained to another power strip. These problems are not glamorous, but fixing them prevents a surprising share of outages.
An administrator does not need technical training to do a basic walkthrough. Here is what to look for.
Every facility has at least one room, closet or cabinet where the network equipment lives. Open the door and ask these questions.
Is the door locked, and do you know who has keys?
Does anything other than network equipment live here? Shared use with storage invites accidents and tampering.
Is there a log or process for vendors who need access?
Physical access to network equipment can bypass many software protections. The HIPAA Security Rule's facility access controls apply to rooms that house systems with ePHI.
Network equipment generates heat. A small closet with no ventilation can reach temperatures that shorten equipment life or cause crashes.
Check for dust buildup, blocked vents and equipment stacked with no airflow.
If the room gets hot, consider ventilation or a small cooling unit. Some organizations place a temperature sensor that alerts IT.
Avoid placing equipment under sprinkler heads or pipes where possible, or near water heaters and restrooms.
Keep combustible items such as paper and cleaning supplies out.
Confirm that fire suppression and egress meet code.
Power problems cause many mysterious network issues.
Battery backup. Key equipment such as the firewall, internet modem, core switches and servers should connect to an uninterruptible power supply, which keeps them running during short outages and surges, and allows an orderly shutdown during a long one.
Capacity and age. Batteries wear out, often in three to five years. Check the status lights, test them and replace them on a schedule.
Generator circuits. Know which outlets are on emergency power, and verify that critical network equipment is plugged in to them. Test during planned generator exercises.
No daisy-chains. Avoid plugging power strips into other power strips, and avoid overloading a circuit.
Surge protection. Use protected outlets, especially in an area with frequent storms.
Cabling is the part of the network most people never see until it fails.
Labeling. Cables and ports should be labeled so that a technician can quickly trace a connection. Unlabeled spaghetti makes troubleshooting slow and risky.
Organization. Cables should be neatly routed and supported, not stretched, tightly bent or crushed.
Quality. Old or damaged cables can cause slow speeds and dropped connections. Cables should be of a standard that supports your equipment speeds.
Patch panels and racks. Equipment is best mounted in a rack or cabinet rather than stacked on a shelf or the floor.
Unused ports. Wall ports in public areas that are active but unused are a security risk. Disable them or confirm they are in secure spaces.
Ask to see:
A network diagram showing how closets, switches and key devices connect.
An equipment list with models, ages and warranty status.
A floor plan showing the locations of cable drops and access points.
Contact information for your internet provider and the circuit identifiers.
If no diagram exists, make creating one a priority. Printed copies stored securely help during an outage when digital copies may not be accessible.
Network equipment ages. Track end-of-support dates, and budget for replacement before devices become unsupported and unpatchable. Spread costs over several years instead of facing a single large bill.
Door locked and keys controlled.
Room temperature acceptable, vents clear.
Equipment in a rack or cabinet.
Battery backup present and in good condition.
Critical gear on generator circuits.
Cables labeled and tidy.
Diagram and equipment list available.
No signs of water damage or clutter.
UnityCare IT performs physical infrastructure reviews for healthcare and senior living facilities, and can document, tidy and upgrade closets and cabling. If you would like a second set of eyes on your network room, we are glad to visit.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: UnityCare Technologies, 2524 N Broadway Ste 554, PMB 947974, Edmond, Oklahoma 73034-4172