Shipping Data Center Equipment

Freight Solutions for Data Center Equipment

Data centers depend on interconnected systems that vary dramatically in size, weight, sensitivity, and shipping requirements. The right transportation plan should be based on the actual equipment being moved rather than treating every technology shipment the same.

What Types of Data Center Equipment Can Be Shipped?

FreightCenter can help businesses arrange transportation for many types of data center and IT infrastructure, including:

• Servers and server hardware
• Server racks and cabinets
• Network switches and networking equipment
• Storage systems
• Computer room air conditioning and CRAC units
• Cooling equipment and related infrastructure
• Power distribution equipment
• Uninterruptible power supply equipment
• Electrical and control cabinets
• Packaged replacement components
• Data center construction and installation equipment

Shipment requirements can vary considerably between a boxed replacement component and a fully assembled server cabinet or large cooling unit.

Choose the Shipping Service Around the Equipment

There is no single transportation method that works for every data center shipment

LTL freight may work well for properly packaged individual equipment units, crates, or pallets that do not require an entire trailer.

Truckload shipping can be useful when moving multiple racks, large equipment, a major installation, or shipments where reducing transfers and handling is a priority.

Expedited freight may be appropriate when a failed component, replacement system, or project deadline makes transit time especially important.

Specialized freight can help accommodate equipment with unusual dimensions, weight, loading requirements, or handling considerations.

White glove or inside-delivery options may be worth discussing when delivery requires more than standard dock or curbside service. Available services should be confirmed before booking.

How to Properly Package the Equipment

Data center equipment has certain specifications for how it needs to be packaged. If the equipment isn’t packaged properly, that could mean thousands of dollars’ worth of damage. A few essentials to remember include:

Custom Crating

Data center equipment is susceptible to damage through vibrations in the trailer. To combat it, it’s best to crate the equipment thoroughly so that it’s safe. Custom-fit cushioning is another good option to consider when custom crating. The cushioning cradles the equipment and absorbs any impacts or vibrations that may occur. It’s also best to add shock-absorbent designs to custom crates.

Using shock-mount bases keeps the equipment from being affected by vibrations and vertical shock. Finally, make sure the crate has a life-safe design that doesn’t jeopardize stability during loading and unloading using forklifts or cranes.

Anti-Static Materials

While transporting data center equipment, static charges begin to accumulate from the friction between the equipment and the packaging materials. These static charges have the ability to damage certain sensitive components once there’s enough accumulated charge.

Placing anti-static materials, such as shielding bags, over the equipment keeps it safe from external static electricity. The materials are placed or wrapped directly onto the equipment, making it the first line of defense against damage.<

Climate Controlled Trailers

Just as important as crating the equipment is finding the right trailer for it to be shipped in. Considering data center equipment costs thousands of dollars, it’s imperative to keep it as safe as possible, even from the natural elements. The equipment cannot be exposed to humidity or extreme temperatures due to its sensitivity.

If it’s in those conditions for too long, the equipment may become damaged. In heat, the equipment can become warped, while in the cold it can crack plastic parts or ruin backup batteries. When looking at how to ship the equipment, make sure you’re specifically looking at climate-controlled trailers.

Before You Ship

Packaging the equipment properly is one thing, but setting up shipment is another. It’s important to remember what you need to complete when preparing to ship your equipment. If you don’t have the necessary documents or plans, it could set back your shipment by weeks, delaying your plans.

Permits

When transporting equipment across state lines, it’s important to know which permits are required. Certain states require different permits than others. If the equipment is oversized, it requires a permit. It’s important to know exactly what you need before your shipment hits the road so that there are no delays.

Freight Options

Unlike standard freight, data center equipment is generally oversized or larger. Less-Than-Truckload shipping is an option if shipping smaller equipment or various parts, but it’s never the first option. It’s best to choose between White Glove, Truckload, or Specialized freight to move your equipment. Research which option will work best for your freight before shipping so that there are no problems or delays.

Insurance

Insure your equipment. Data center equipment costs thousands of dollars to produce, and if there’s one mistake on the road, it’s at your loss. Carriers offer minimal insurance, but it’s wise to look for insurance that covers the full cost of the equipment. Before you ship your equipment, do your research and decide which insurance is best for you.

Secured Areas

Due to the high value of the equipment, designating secured loading and unloading zones is crucial. Without it, there’s the risk of theft occurring. The same is true when the freight is in transport; when looking at routes, make sure the equipment travels in secure areas. If needed, setting up escorts helps keep extra eyes on the equipment while it’s in transit.

After Delivery

When the equipment arrives, take a quick look before you sign the delivery receipt. A few tips for examining your package include:

Inspecting the Package

• Look for dents, punctures, water marks, broken shrink wrap, and shifted freight.

Counting Every Item

• If a package is missing, make a note of it on the delivery receipt.

Taking Photos

• Before unpacking, it’s best to take photos of the packaging, labels, and any damaged areas. Photos can help with claims if needed.

Testing the Equipment

• Testing the equipment once it’s unpacked makes it easier to identify any damage.
• If there are issues, report them quickly.

When damage is visible, be sure to make a specific note of it on the delivery receipt. Simply stating that it’s damaged may not be enough; it’s best to be as specific as possible about what kind of damage it is and where on the package it occurred.