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How to Temporarily Manage Documents and Records When Moving to a New Office

Posted on August 10, 2015

Relocating offices can be a stressful and disruptive process—especially where it comes to secure document storage.

Moving your business from one location to another requires a lot of planning and an equal amount of patience. Whether you are downsizing your work space, relocating to a bigger office, or moving across the country to be closer to your core market, there are a host of details to consider to help guarantee a successful move.

A large part of the moving process involves managing your documents and records, in both hard copy and electronically stored files. It is vital to take all the necessary precautions to ensure all your sensitive information (such as financial records, client contracts, and personal data) are packed, stored, and shipped using the most secure means possible.

Here are a few key things to take into account before you to start planning your office move:

  1. Before the big move, you will want to know what documents you have and where they are located in the office. Taking the time to make a data inventory list will give you a better handle on what needs to be shipped, as well as obsolete data that can be shredded.

 

  1. Do you have documents and records that can be shipped to an off-storage facility? Byusing a professional records management company to store your records off-site, you will not only help free up valuable office space, but also lessen the moving load.

 

  1. One of the main costs to any organization is loss of production during a move. An effective way to help minimize this is to have your documents and records scanned by a competent records management company. By converting your data into electronic format, you can have your vital information downloaded to your company’s internal servers, eliminating the riskof losing your information during the moving process.

 

  1. Just because your information is stored on a computer hard drive, does not mean it is safe. Accidents are extremely common during a move. It doesn’t take very much to ruin sensitive pieces of technology. To ensure your data is completely safe, it is a good idea to have a solid backup and recovery plan in place.

Don’t leave your office move to chance. The document storage servicesat BCRMS will give you peace-of-mind during your office relocation. For complete file storage solutions, contact one of our service representatives today.