With the way that we work having completely changed, many organisations are looking to downsize due to reduced levels of staff in the office and increasing rental prices. It’s a tough time to be an office manager, especially with what could be a stressful time moving to new premises – especially if it’s not done right.
Boxes, packing and removal vans are likely to be the main things that spring to mind when you think of moving, but there is something that you can’t see which you have a legal obligation to store and protect, and that’s your digital data. It’s key to make sure that your data doesn’t have an opportunity to be lost, corrupted or make its way into the wrong hands.
How is your data stored?
Some of your data will be stored online or in cloud systems, but do you have physical drives too? Your IT department will have a full overview of your storage systems, including servers and any back ups that may exist. Damage to data storage hardware is a common problem, when moving and in premises, if not protected properly, as they are vulnerable to changes in temperatures and damp.
If you have ever been in a server room you’ll likely have felt the temperature difference, and it’s this level of consistent control that’s needed while they are in transit too. To ensure that servers are transported safely, it’s best to allow your IT department to talk directly to the removal company, to avoid any confusion or miscommunication on the way. To ensure that your business isn’t impacted by too much downtime during your move, many companies choose to move their servers first, outside of normal operational hours, so they can be set up and ready to access again as soon as possible.
If you will also be transporting hard disk drives or magnetic tapes, as with everything, careful packaging and handling are essential
Assess its health now
Ensure that your storage systems are in good condition before they are transport, so that you can allow for any vulnerabilities.
Warranties and insurances
It’s worth checking whether your equipment has any warranties attached to it now, and what your insurance covers. You should also check what insurances your removal company has in place, just in case anything should go wrong.
Designate responsibility
Your IT department will be well aware of the importance of your data as its safety has long stood within their role. It makes sense to keep this responsibility with them during the moving process, to risk the likelihood of things being lost or stolen. Once this responsibility has been assigned, ensure that its documented and staff are made clear on what the role entails. Should there be a breach, your IT department will be best placed to respond.
Ensure your removal company has experience and insurance
It goes without saying that data security isn’t a job for a just a “man with a van” but at the same time, not all removal companies are the same. Ensure that you do diligence checks to ensure that your chosen removal company has experience in the office move that you require and insurances should anything out of the ordinary happen – it’s a lot cheaper to plan for the worst than having to deal with things when they go wrong.
If you would like to know more about the office removals services that we offer and the insurances that we hold, please get in touch.