Moving your office or data center is much more complex and challenging than moving your residence. This is because mission-critical information is at risk during every point in the movement, opening the door to data breaches within your business. If an office move is not handled properly, your business could face overwhelming consequences.
Be sure to use a professional office moving company that complies with all federal and state records management laws. These companies can help you move your office using secure procedures and limit the risks and liabilities of a data breach. Even with the help of these office moving professionals, there are still steps you need to take to protect your confidential data and your business before the move.
Select a project manager
Assigning a team member to oversee the entire move is crucial during your office relocation. This experienced and knowledgeable person can help with the pre-planning process, coordinate with the moving office, and manage any relocation issues that may arise.
Eliminate outdated technology and office supplies
Avoid moving old, unused office furniture, equipment, and technology to the new location. Visit your office and locate unwanted network equipment, computers, printers, phones, furniture, and copiers that may be destroyed or donated. Your office moving company may have a disposal service that can remove and dispose of the items for you.
Use a secure chain of custody
The confidential data of your company, customers, suppliers and employees must also move safely and intelligently. A secure chain of custody ensures that all paper documents and files in your office are relocated without the risks of a data breach.
A professional office moving company will use industry leading chain of custody protocols throughout the relocation, while continuing to make your move as efficient as possible. These procedures include moving your records with plastic-wrapped gondolas with security seals and granting the authority to cut the seal to a single person.
Store old records wisely
Old records have a high risk of data breach because companies rarely put as much emphasis on protecting outdated or unwanted records. However, any record that contains customer data or company information puts your company at significant risk. Your best option is to work with an office moving company that also has a secure record storage facility. You'll save on moving costs and space in the new location, and can reduce the risk of data breaches in the process.
Hire the right office moving agent
There is a big difference between using an experienced office moving company and a regular moving company that does not specialize in commercial relocation. You'll want to hire a qualified moving company with data and records management experience to protect your digital and paper files during the move.
A professional office move will make the relocation process as smooth as possible, which means your business will get back up and running quickly after the move. Some things to consider before hiring an office moving company include:
• Records management experience
• Storage capacity and destruction of records
• Safe chain of custody moving procedures
• Specialized pallets and materials that move IT and office equipment safely
• Managed moving services and reconnection assistance to help you settle in the new location
• Employees who have undergone extensive background checks and are trained in the complexities of office relocations and moving records.
• Compliance with all federal and state regulations, including HIPAA
If your company is planning an office move, you probably already understand the complexity of the process and the importance of putting your confidential data in the hands of a moving company you can trust. You only want to work with a reputable office moving company that uses best practices and state-of-the-art equipment.
