Basically, data centers relieve practices and hospitals of the hassle of providing adequate security, cooling and redundancy of both power sources and Internet access to the servers that house their data. “Maybe you’ve got your own hardware, but you don’t have a backup generator,” Cofield says. “Then use your own servers, but leverage the security of a data center.”
JTT manages and leases space at the recently built, state-of-the-art RSA Dexter Avenue Datacenter in Montgomery. It’s recognized as a Tier 4 facility, the highest security rating available. “We've operated a data center since about 2000, but we needed more space,” Cofield says. They now house their entire network operations center on one floor and use the floor above for data storage for their clients.
For practices and hospitals wanting to avoid the capital expense of owning servers, data centers will provide them too. The equipment resides in a secured area that gives access only to those people cleared by the practice, shutting out even data center staff, if desired.
For smaller practices, data centers rent out space on shared servers. “But be careful. Some places say they are data centers, but they aren’t,” says Russ Dorsey, CEO of Integrated Solutions. Instead, they may have a few servers in a backroom or they may be leasing server space from a third-party, like Google or Amazon. “So ask if they own it or lease the space. If they lease, they could be reselling what’s available to you directly,” he says.
IT support and equipment maintenance can also be added to a data center package, but that’s not a necessity nor is it always a plus. “IT is an a la carte, smorgasbord world. You can pick and choose the best company for each service,” Dorsey says. “If you like the data center but not their support, keep the space, but hire an IT team you like.”
When shopping for a data center, be sure they’re focused on healthcare. “Ask for references specifically in healthcare,” says David Powell, vice president at TekLinks, whose largest client at their data centers in Homewood and Birmingham is UAB Health Systems. “If their IT doesn’t have a focus on healthcare, they won’t understand that regulatory environment.”
Before signing anything, tour the facility. “Make them show you their redundancies in power, cooling, and connections,” Powell says. “Ask them when was the last time they simulated a failure, and do they have the results you can review.”
Cofield says to look for twin feeds of electricity. “You want it segmented out, so if one power line goes down, then they still have electricity,” he says. To cover for a power outage, check for a generator, not just to keep power to the servers but to keep the facility cool enough for the mass of heat produced by the servers. “You don’t want any situation where a certain piece of hardware or technology could fail that would affect you. There should not be any disruption in any service in cooling, power, or the internet.”
That includes vetting the techs who oversee their facility. “In data centers, they may have nice blinking lights, but if they don’t have people who know how to make it work, then that’s a point of failure,” Powell says. “You want guys who have certifications in that technology, so your system stays up.”
For security, “look for the SOC 2 Type II compliance. That’s the new audit. It used to be the SAS 70,” Cofield says. The Type II tests the effectiveness of the center’s controls against unauthorized physical and logical access. Any data center certified as Tier 3 or 4 — the highest levels — will provide the necessary levels of physical security, including dual security checks for physical entry, such as a badge and a fingerprint scan.
Costs at data centers run around $100 to $200 per month for simple, offsite backup. Renting a rack for servers runs closer to $1,200 to $1,500 a month. “It’s like renting an apartment in a building. That space is yours,” Cofield says.
“Practice managers need to understand that this is a service they purchase like anything else,” Dorsey says. “Don’t let it be the vendor’s decision as to who holds your data. Don’t get into a mindset you need a single source for all this, either. Choose the best company for each of your IT areas, like storage or maintenance. That’s when it makes sense.”