One of the riskiest events for a company’s IT infrastructure is an office move. Workstations, servers, and networking equipment are expensive to purchase, and many times contain sensitive data that needs to be handled with more care than just not dropping the box.
Plan the IT move as its own project
Moving IT equipment may seem like another packing task, but it needs its own specific moving plan. Determine who will be responsible for packing the servers and networking equipment, who will be responsible for the connection at the new location, and what will be an acceptable downtime window for the company’s critical systems. Companies that rely on moving their servers as an afterthought are the ones who lose their network connectivity the first morning the company moves to the new location.
Assigning clear ownership before the move date
Confusion of who has responsibility for moving IT infrastructure is the primary reason for last-minute stress for a move. To avoid a critical task from being overlooked, one person should be appointed internally, or externally as a managed service provider, to be in charge of the move, and given the decision-making authority. This should happen before a move is planned and not as an afterthought.
Backups and data security before anything moves
Before moving a single server, verify and save a copy of the backup to a location completely separate from the equipment being moved, preferably cloud-based or on a separate portable media. It is imperative that the data is wiped using a secure method. Certified data wiping will ensure that a third party (i.e., a recycling company) is not left to decide the data’s fate. The data storage media must be encrypted and kept under a protected chain of custody.
- Verify full backups exist before disconnecting any system
- Use specialist IT movers or trained staff for servers and networking gear
- Securely wipe any decommissioned equipment before disposal
- Label and photograph cabling before disconnection to speed up reconnection
- Test connectivity and key systems fully before staff arrive on site
Physical handling matters more than people expect
Servers and networking equipment are more susceptible to damage from shock and vibration than a typical desk. Extreme temperature changes can also impact a server if it is left in an unheated moving vehicle. Packaging and shipping cases designed specifically for transporting servers and networking equipment eliminate the most significant risk of damage from general office equipment packing techniques. It is advisable to allow any equipment that was transported to the facility to adjust to the room’s temperature. This should be done prior to turning on equipment to prevent condensation from accumulating in the equipment.
Getting internet and connectivity right on day one
The internet connection in a new office has to be solid. First impressions matter, and instability has a tendency to shake confidence. Slow or no connection on move-in day pushes employees to plan around the worst case scenario. New connections or moved existing connections should be ordered or confirmed at least six weeks prior to the move. Having a contingency plan in the event that the primary connection isn’t installed in time, applies to the IT system as well. A 4G or 5G router provides a working connection until the primary connection is completed.
Test before you declare the move complete
Packing the last box doesn’t mean the move is over. The IT system, the phone, the printers and any other operating systems, should be checked for functionality before the employees return to the desks. Our team is experienced in the complications of moving businesses. For guidance on how to best manage the IT and data risks as well as the logistics of moving your office, give us a call for a personalized quote.