Server Room Security Checklist: 7 Steps to Safeguard Your Data Physically

In today’s digital-first world, organisations invest heavily in cybersecurity, yet physical security often remains under-prioritised. Downtime and breaches from physical vulnerabilities are costly. Just to name a few examples, the Ponemon Institute reports that the average cost of data centre downtime is around USD 9,000 per minute or approximately USD 540,000 per hour. For large enterprises, this figure can reach over USD 1 million per hour. 

Whether you manage a data centre, financial institution, healthcare facility, or corporate IT hub, physical server security is just as critical as digital protection. The checklist below outlines seven essential steps to safeguard your equipment, data, and business continuity. 

1. Control Access to the Server Room 

Restricting entry to authorised personnel is one of the most effective ways to reduce physical security risks. In fact, over 60 % of organisations report experiencing a physical security breach annually. To strengthen access control, you can consider: 

• Implementing electronic access control systems with built-in audit trails for monitoring entry and exit. 

• Introducing two-factor authentication methods, such as combining key cards with biometrics or PINs. 

• Maintaining comprehensive visitor logs, particularly for contractors and third-party service providers. 

• It is even more important to verify the authenticity of visitors as far as is reasonably possible. Arrange visits by prior appointment and request contractors’ names in advance, insisting they carry verified identification. When they arrive, use contact numbers you already have – not those provided by the visitors – to confirm their details. Some sites require bookings at least seven days in advance with a passport for ID verification, while others only ask for names beforehand and check ID upon arrival, with security contacting the named representative at the contractor’s company. 

2. Secure Your Racks and Cabinets 

Even if the server room itself is locked, individual racks and cabinets remain potential vulnerabilities, especially when it comes to insider threats. Research shows that 42 % of reported breaches stem from inadequate cabinet security, while 48 % are linked to tailgating incidents. That is why robust rack-level security is essential. Some best practices include: 

• Choosing steel-certified enclosures equipped with high-security locking mechanisms. 

• Selecting cabinets that meet industry compliance standards, particularly for highly regulated sectors such as finance, government, and healthcare. 

3. Protect Against Environmental Threats 

Environmental hazards including overheating, humidity, and dust, cause approximately 30 to 35% of unplanned data centre outages. Effective environmental controls not only enhance security but also improve operational efficiency. To minimise risks, organisations should:  

• Install temperature and humidity sensors equipped with real-time monitoring capabilities. 

• Implement airflow management and cooling systems to maintain optimal operating conditions. 

• Use dust-proof enclosures to protect sensitive equipment from particle accumulation. 

4. Mitigate the Risk of Fire and Flood 

Fire and water damage remain among the most severe threats to server room integrity, with the potential to cause catastrophic financial and operational losses. Proactive planning is essential to reduce exposure. Some recommended measures include: 

• Installing IT-appropriate fire suppression systems, such as inert gas solutions, to protect equipment without causing additional damage. 

• Equipping server rooms with Class-C fire extinguishers designed for electrical fires. 

• Implementing leak detection systems and ensuring server rooms are positioned away from plumbing and water sources. 

5. Ensure Power Continuity and Surge Protection 

Power disruptions account for a significant share of downtime events. Ponemon Institute findings show that outages can lead to average losses of USD 740,357 per incident. To maintain operations and protect sensitive equipment, organisations need to: 

• Install Uninterruptible Power Supplies (UPS) to ensure seamless continuity during outages. 

• Integrate surge protection solutions to safeguard equipment from electrical spikes. 

• Deploy redundant power systems to avoid single points of failure and ensure operational resilience. 

6. Shield Against Advanced Threats, Including EMP 

Electromagnetic pulses (EMP), whether from natural phenomena like solar flares or deliberate attacks, pose an additional, significant risk to unshielded infrastructure, particularly for critical facilities such as government agencies, telecom operators, and defence networks. High-security environments can reduce these risks by: 

• Using Faraday-shielded enclosures to block electromagnetic interference effectively. 

• Selecting enclosures with dual protection against both tampering and data interception. 

7. Regularly Audit and Review Your Security Measures 

Finally, physical security is not a one-time investment. It requires continuous assessment and improvement as threat profiles, technologies, and compliance frameworks evolve. An effective auditing process should include: 

• Conducting annual full-spectrum security assessments to identify and address vulnerabilities is key. 58 % of incidents arise from outdated systems or poor enforcement of policies. 

• Reviewing and updating access permissions quarterly to align with staffing changes. 

• Ensuring policies comply with current regulatory frameworks and industry standards. 

Tailoring Security to Your Risk Profile 

Every organisation faces different levels of risk, which is why server room security should never follow a one-size-fits-all approach. Gunnebo’s SecureIT range offers tiered, scalable protection designed to match your operational needs and regulatory requirements. Whether you need to secure a single rack or a fully shielded data centre, the range allows you to align investment with risk, ensuring protection without unnecessary complexity or cost. This is what makes each of our product range stand out: 

• SecureIT Level 2 provides rack-level protection against unauthorised access and tampering. With steel-certified enclosures and secure locks, it’s ideal for IT hubs, branch offices, and environments with controlled access. 

• SecureIT Level 3 offers enhanced security for compliance-driven sectors such as finance, healthcare, and data centres. These certified enclosures feature high-security locking mechanisms and optional environmental monitoring to protect sensitive equipment and data. 

• SecureIT Level 3 EMP delivers the highest level of protection with Faraday shielding against electromagnetic interference and interception. Designed for government, telecom, defence, and critical infrastructure, it ensures operational continuity even in extreme scenarios. 
  

A Strategic Imperative 

Physical security is no longer optional; it is a strategic imperative.  

By implementing rigorous access control, certified enclosures, environmental safeguards, power continuity, and regular audits, businesses create a layered defence capable of withstanding both conventional and advanced threats. 

At Gunnebo Safe Storage, we deliver security solutions designed for today’s risks and tomorrow’s demands. The SecureIT range offers scalable protection empowering organisations to protect their data, reputation, and operational continuity with confidence. 

The question is no longer whether you can afford to invest in physical security. It’s whether you can afford not to.