7 Steps To Setting Up A Colocation Agreement

Colocation is the provision of data center infrastructure as a managed service. A colocation agreement is a framework for the provision of this service. As such, it is a key document for both the client and the colocation provider. With that in mind, here is a guide to the 7 key setup steps for an effective colocation agreement.

Step 1: Define your business needs

Setting up a suitable colocation agreement starts with a meticulous assessment of your business needs.

The basis for this is a clear overview of your current IT infrastructure. At a minimum, you need to know your IT assets both physical and digital. Ideally, you should also know the exact details of their configurations, relationships, and dependencies.

If you do not have these last points clearly mapped out, you can do so while progressing with the other setup steps. You will, however, need them in place before a migration.

Once you are clear on your current situation, you then need to think about your future requirements. For example, do you plan to make (greater) use of artificial intelligence (AI) and/or machine learning (ML)? If you do, you may want to make provision for that in your colocation agreement.

Following this process will enable you to define what you need and want from a colocation facility. The next step is to define what you need and want from the vendor itself. For example, do you want the vendor to provide colocation managed services?

Step 2: Research and select a suitable colocation provider

Once your business needs are identified, the next crucial step is researching and selecting an appropriate colocation provider.

Conduct thorough market research to compile a list of available providers. Evaluate their reliability, reputation, and track record in the industry, seeking feedback from existing clients or industry reviews. See what uptime guarantee they offer and how they back it.

Ensure that their data center facilities have the infrastructure your business requires now and going into the future. Also, check that they meet general industry standards, particularly with regard to security and compliance. A dependable colocation provider should deploy robust physical and digital security measures to safeguard your infrastructure and data.

Step 3: Understand service level agreements (SLAs)

It’s essential to negotiate and customize SLAs to align precisely with your unique requirements. This involves careful consideration of factors such as data security, disaster recovery, and technical support. By tailoring SLAs to your business objectives, you establish a framework that not only meets industry standards but also aligns seamlessly with your specific operational and strategic needs.

Step 4: Ensure you have enough scalability

One of the main reasons for the popularity of colocation is that it is highly scalable. The precise level of scalability offered will, however, often be defined by the colocation agreement. It’s therefore vital to assess this and ensure that it really does meet your business needs.

It’s also vital to understand the process for upgrading or expanding services. Clear protocols for scaling up operations, whether through additional space, bandwidth, or enhanced security measures, should be outlined in the agreement.

Step 5: Establish security protocols

Thoroughly assess the data center’s physical security, network security, and overall infrastructure protection. Once you have evaluated their baseline security, define specific protocols for data protection. These should be aligned with your business’s sensitivity and compliance requirements.

Determine if you need any additional security measures. For example, are you fully compliant with any relevant data security standards? If so, collaborate closely with the colocation provider to implement these measures seamlessly.

Step 6: Address connectivity and network requirements

Evaluate the colocation provider’s network capabilities. In particular, check optimal performance and reliability for your IT operations. Additionally, plan for diverse connectivity options to mitigate risks associated with potential network outages or disruptions. This involves exploring multiple internet service providers, diverse network paths, and redundant systems.

Be sure to check your vendor’s ability to accommodate your specific connectivity needs. Support for private network connections and public cloud integration is fairly standard. Support for newer technologies such as 5G and edge computing is not, yet, as commonplace.

Step 7: Review and finalize contract terms

The last of the setup steps is to undertake a legal review of the agreement to ensure compliance with relevant laws and regulations. This protects both the client and the vendor. Pay careful attention to pricing structures, billing terms, and payment schedules. In particular, make sure you completely understand any additional fees that may be applied.

Once the legal and financial aspects have been cleared, check all the negotiated terms to ensure alignment with your business needs. Ensure that all relevant points are clearly defined in the colocation agreement. This would typically include responsibilities, service levels, and any contingencies. Finally, make sure that the duration of the colocation agreement is clearly specified.