Moving your office or data center is a lot more complex and challenging than moving your residence. The reason being mission critical information is at risk during each point of the move, which opens the door to data breaches within your company. If an office move isn’t handled appropriately, your business could face overwhelming consequences.
Make sure you work with a professional office moving company that’s compliant with all federal and state records management laws. These companies can help you move your workplace using secure procedures, and limit the risks and liabilities of a data breach. Even with the assistance of these professional office movers, you may still find steps you must take to protect your sensitive data and your business before the move.
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Assigning a team member to oversee the entire move is crucial throughout your office relocation. This experienced and knowledgeable person can help with the pre-planning process, coordinate with the office mover, and manage any relocation conditions that might arise.
Eliminate Obsolete Technology and Office Items
Avoid moving old technology, equipment, and business furniture you don’t use to the new location. Go through your office and locate unwanted networking equipment, computers, printers, phones, furniture, and copiers which can be destroyed or donated. Your workplace moving company may have a disposal service that can remove and dispose of the things for you.
Use a Secure Chain of Custody
Your confidential business, customer, vendor, and employee data should be moved safely and smartly as well. 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 still making your move as efficient as you possibly can. These methods include moving your records with gondolas that are wrapped in plastic with security seals, and giving the authority to slice the seal to only 1 person.
Store Old Records Wisely
Old records are at high risk for data breaches because companies rarely put just as much emphasis on protecting outdated or unwanted records. However, any record that contains customer data or company information puts your organization at significant risk. Your very best option is to use an office moving company that also owns a secure records storage facility. You’ll save well on moving costs and space at the brand new location, and you can reduce your risk for data breaches in the process.
Hire the proper Office Mover
There’s a huge difference between using an experienced office moving company and a normal mover that doesn’t focus on commercial relocation. You will want to hire a qualified office mover with data and records management expertise to secure your digital and paper files during the move.
A professional office mover can make the relocation process as seamless as you possibly can, which means your company will undoubtedly be back ready to go quickly after the move. Some things to look before you hire an office moving company include:
? Records management experience
? Records storage and destruction capabilities
? Secure chain of custody moving procedures
? Specialized pallets and materials that move IT and office equipment safely and securely
? Managed moving services and reconnect assistance to help you set up at the new location
? Employees who have undergone extensive background checks and are been trained in the intricacies of office relocations and records moving
? Compliance with all federal and state regulations, including HIPAA
If your business is planning an office move, you probably already understand the complexity of the procedure and the significance of putting your sensitive data in the hands of a mover it is possible to trust. You only desire to work with a reputable office moving company that uses guidelines and cutting-edge equipment.
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