Moving your office or data center is far more complex and challenging than moving your residence. This is because mission critical information is at risk during each point of the move, which opens the door to data breaches inside your company. If an office move isn’t handled appropriately, your business could face overwhelming consequences.
Make sure you use a professional office moving company that is compliant 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 assistance of these professional office movers, there are still steps you must take to protect your sensitive 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 office mover, and manage any relocation issues that might arise.
Eliminate Obsolete Technology and Office Items
Avoid moving old technology, equipment, and office furniture that you don’t use to the new location. Go through your office and locate unwanted networking equipment, computers, printers, phones, furniture, and copiers that can 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
Your confidential business, customer, vendor, and employee data must 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 possible. These procedures include moving your records with gondolas that are wrapped in plastic with security seals, and giving the authority to cut the seal to only one person.
Store Old Records Wisely
Old records are at high risk for data breaches because companies rarely put as much emphasis on protecting outdated or unwanted records.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 business at significant risk. Your best option is to work with an office moving company that also owns a secure records storage facility. You’ll save on moving costs and space at the new location, and you can reduce your risk for data breaches in the process.
Hire the Right Office Mover
There’s a big difference between using an experienced office moving company and a regular mover that doesn’t specialize in commercial relocation. You’ll 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 will make the relocation process as seamless as possible, which means your company will be back up and running 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 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 process and the importance of putting your sensitive data in the hands of a mover you can trust. You only want to work with a reputable office moving company that uses best practices and cutting-edge equipment.