13 Questions to Ask Data Centre Cleaners
Before Granting Access to Your Mission-Critical Areas
Maintaining a clean and controlled environment in your data centre is vital for the optimal performance of your mission-critical IT infrastructure. For Australian enterprise data centre managers and IT infrastructure managers in financial institutions, this is even more critical due to the sensitive nature of financial data and the need to adhere to stringent compliance standards.
Choosing the right professional data centre cleaning company is not just a matter of convenience, but a necessity to ensure your equipment remains operational, your environment is free of contaminants, and your organisation stays compliant with industry regulations.
Here are 13 essential questions to ask a professional data centre cleaning company before granting them access to your high-security areas.
1. What certifications and training do your technicians have?
Cleaning a data centre is not the same as cleaning an office space. Data centre cleaners must be trained in handling sensitive IT environments without causing disruption.
Enquire about their training programs and verify if the company invests in continuous education for their technicians to stay updated with the latest data centre cleaning technologies and protocols.
At Australian IT Services, we have a strong team of long-standing employees (not contractors), allowing us greater control over our team’s ongoing training, service standards, and accountability.
When hiring staff, we seek candidates with prior IT training and work experience. Every one of our technicians has undertaken our comprehensive Australian IT Services’ in-house induction, including our “Mission-Critical Space Cleaning” program. Only when complete are they deemed ready for field work, where they are paired with a Senior Supervisor for a minimum of 3 months to ensure performance oversight and quality assurance.
2. What cleaning methods and products do you use?
Using inappropriate cleaning methods or chemicals can damage your equipment or leave harmful residues. Inquire about the specific cleaning processes and products used by the company, including:
Anti-static cleaning solutions to prevent electrical discharge.
HEPA-filtered vacuum systems to capture fine particles.
Microfibre cleaning tools to avoid scratches on surfaces.
Confirm that their methods align with industry standards such as those outlined by the Uptime Institute and ASHRAE.
3. Can you provide a tailored cleaning plan for our data centre?
Each data centre has unique needs depending on factors like size, layout, equipment density, and operational hours. A professional cleaning company should conduct a site inspection and provide a customised cleaning plan. This plan should outline:
The areas to be cleaned (e.g. server racks, subfloors, ceiling voids).
The frequency of cleaning tasks.
Any special considerations, such as restricted zones or areas requiring extra care.
4. What safety protocols do you follow?
Data centres house critical equipment where even a minor mistake can cause significant downtime or data loss. It’s crucial to understand the safety protocols the company has in place. Key areas to discuss include:
Procedures for avoiding disruption to live equipment.
Protocols for managing cables and airflow during cleaning.
Emergency response plans in case of accidental damage.
Also, ask if the company if they train their staff in workplace health and safety standards such as WHS Act compliance and if they hold appropriate insurance coverage.
5. How do you minimise downtime during cleaning?
Financial institutions rely on uninterrupted service, and downtime can have significant financial and reputational repercussions. Ask the cleaning company how they plan to minimise disruptions, including:
Cleaning during off-peak hours.
Coordinating with your IT team to schedule maintenance windows.
Using quiet equipment to avoid noise disturbances.
Ensure their processes are designed to work seamlessly with your operational requirements.
6. Do you conduct risk assessments before starting work?
A comprehensive risk assessment ensures that all potential hazards are identified and mitigated before cleaning begins. Ask the company if they:
Perform site-specific risk assessments.
Provide documented reports outlining potential risks and their mitigation strategies.
Include your team in the risk assessment process for full transparency.
7. Can you provide references from similar organisations?
Reputation matters, especially when granting access to mission-critical areas. Request references from other financial institutions or large enterprises that have used the company’s services. Pay attention to feedback on:
The quality of their work.
Their professionalism and reliability.
Their ability to adhere to strict security and compliance requirements.
8. What security measures do you have in place?
Data security is paramount for financial institutions. Ensure the cleaning company has robust security protocols, such as:
Background checks for all staff accessing your facility.
Non-disclosure agreements (NDAs) to protect sensitive information.
Secure access procedures, including ID badges and escorted entry.
Additionally, confirm that their staff are familiar with your organisation’s security policies and agree to comply with them.
9. Do you offer environmental monitoring services?
Dust, humidity, and temperature fluctuations can significantly impact the performance of your IT equipment. Some professional cleaning companies provide environmental monitoring services as part of their offering. Ask if they:
Measure and report on particle levels before and after cleaning.
Monitor humidity and temperature during cleaning operations.
Provide recommendations for improving environmental conditions.
10. What is included in your service agreement?
Before signing a contract, review the service agreement in detail. Ensure it covers:
The scope of work, including areas and equipment to be cleaned.
The frequency of services and response times for urgent requests.
Pricing details and any additional costs.
A well-drafted service agreement should also include guarantees for the quality of work and provisions for resolving any disputes.
11. Do you offer post-cleaning reports and documentation?
Transparency is key to assessing the effectiveness of cleaning services. Ask the company if they provide:
Detailed post-cleaning reports with before-and-after photos.
Documentation of any issues identified during cleaning.
Recommendations for ongoing maintenance and cleaning schedules.
12. How do you handle sensitive equipment?
Financial institutions and data centres house high-value and highly sensitive IT equipment. Ensure the cleaning company has experience handling:
Servers, switches, and storage systems.
UPS systems and battery banks.
Network cabling and patch panels.
Ask about their approach to cleaning these components without causing damage or downtime.
13. Do you stay updated with industry trends and regulations?
The data centre industry is constantly evolving, with new technologies and regulations emerging regularly. A reputable cleaning company should stay informed about:
Changes to industry standards and guidelines.
Advances in cleaning technology and methods.
Environmental and sustainability best practices.
Australia’s Trusted Market Leader in Preventative Data Centre & Comms Rooms Cleaning
Selecting the right data centre cleaning company is critical for enterprise data centre managers and IT infrastructure managers in financial institutions. By asking these questions, you can ensure the company you choose has the expertise, experience, and commitment to maintaining your mission-critical environment safely and effectively.
Remember, the goal is not just to keep your data centre clean but to protect your infrastructure, minimise risks, and ensure compliance with industry standards. Take the time to thoroughly vet potential cleaning partners, and you’ll enjoy the peace of mind that comes with knowing your facility is in capable hands.
With over 25 years’ experience in professional data centre cleaning for some of the country’s most prestigious facilities, Australian IT Services has a proven track record of expertise, experience and service consistency.
We are the brand, the people, and the specialist service that Australian data centre managers have come to know, like, and trust with their mission-critical areas.
Request a copy of our Capability Statement below and please get in touch if you have any questions about the technical cleaning requirements for your Australian data centre or mission-critical area.
