How to Organize Important Documents for a Move

During an office relocation in NYC, you must be thorough and organized while packing important documents. Whether these files are going into storage for record retention, or they are accompanying the office moving, they need to be handled with care.

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Trash Old Documents

Before you start going through filing cabinets, purchase a reliable, heavy duty paper shredder. If you use a paper shredding company, then follow their rules when trashing old documents. Next, you’ll want to go through your filing cabinets one drawer at a time. If you have any documents you will need immediately before, during, or after the move, put those aside in a secure folder or box. Find old or unimportant documents and shred them. On any tax, bank statements, or sensitive documents, you should double check that you are within the appropriate timeframe to discard them. If you can consolidate information and documents, then do so and shred the extras.

Buy Packing Supplies

There are file-sized boxes made specifically to hold and transport file folders and documents. Purchase these moving boxes, as well as colored labels or colored markers, from your corporate moving company. If you need other types of storage or moving boxes, you can find those with corporate moving companies, as well. There are bankers’ boxes, storage drawers, boxes made for hanging files, and magazine boxes, among several others. If you are unsure of what kind of box you need, ask your moving and storage company what they suggest.

Label and Transfer Documents

As you go through your documents, separate them by subject and year. Try to keep the same subject documents—taxes, rent or mortgage, credit statements, etc.—separate from each other. Each subject will go into its own box, which you will label with a specific color. If you have more than one box for each subject, the colored labels will help you to keep track of all the documents during an office relocation. Keep a detailed inventory of each box and its contents.

Tips for Packing Electronics

Electronics are a big part of any office, so it’s par for the course that a corporate move will involve packaging up lots of valuable and sensitive electronic devices. This underscores the importance of hiring a reputable corporate relocation service in NYC , since you are putting high-dollar equipment and devices in their hands. In the days leading up to the move, however, you can gain peace of mind by packing up office electronics yourself. Here are some quick tips to help you pack away office electronics.

  • If the original packaging is not available, sturdy moving boxes are the next best option
  • Never exceed the maximum weight of a box when packing electronic equipment; use as many boxes as necessary instead of trying to consolidate your electronics into a couple heavy boxes that are likely to fall apart during the move
  • Use small colored stickers to keep cords and small parts organized so you know which items belong to which electronics
  • Wrap electronics in clean paper to prevent damage caused by dust
  • Make an inventory of all electronics, cords, and components inside each box to help you quickly identify the items you need when you get settled in your new space

Tips for Packing Electronics

Tech Tips for Moving Your Office in NYC

Even if you don’t run a highly sophisticated technology company, your office still relies on a host of IT services and equipment to keep things running smoothly. That’s one of the reasons why corporate relocations are more complicated than residential moves. Watch this video for tips on how to prepare for the IT aspect of moving into a new office.

There’s a lot of planning that goes into an office move, but you can make sure things go as smoothly as possible on the day of the move by hiring commercial movers in NYC to handle the heavy lifting. Not only will this free up your employees to worry about more important things involved with the relocation, but commercial movers are also better equipped to make sure that your office furniture, electronics, and important documents arrive at your new space in the same condition they left your old office.

Organizing Your Corporate Office for a Move

Whether your business is growing or downsizing, moving into a new office can be a major ordeal for organizations of any size. Although corporate moving companies in NYC take a lot of the work out of commercial relocations, there’s still quite a lot for you to do on your end before you can get settled into your new space. In the months and weeks leading up to the move, it’s important that you get organized to make the transition easy and minimize the stress for your employees. Organizing your office will also make it easier on the corporate movers you hire, which can save time and money. Here are some office organization tips to help you prepare for your corporate relocation.

corporate-moving

Get Rid of Unwanted Furniture

After you find a new office space, assess your current office furniture and decide what you’re bringing to the new location and what you can part with. If you are moving into a smaller office, you might not have room for large conference tables and executive desks. Or if you’re moving into a bigger space, you might decide your existing furniture doesn’t go with the look and feel of your new office. Regardless, try to get rid of as much furniture as you can in the weeks leading up to the move to streamline and expedite the entire process.

Consolidate and Separate Important Documents

If you have a lot of paper documents in your office, you’ll need to decide which documents are coming to the new office and which can be shredded. If space is a concern in your new office, consider placing your documents in a record retention facility so you have access to the files you need without taking up valuable floor space in your new office.

Organize Your Staff

As important as it is that your office is organized and ready for the move, it’s just as important that your staff is organized. Hand out boxes, markers, and moving tape so your staff can easily box up their personal belongings and have everything ready for the movers when they arrive. Also make sure you go over the game plan with your staff so they know what the logistics of the move will entail.