A Step-by-Step Guide to Organizing an Office Move

If you’re moving your office to a new building , you might be celebrating a recent success that has allowed your business to take the next step forward. As exciting as this is, you need to plan your move in New York City carefully to make sure everything works out. First, you’ll need to find a viable place to move to. Then, you can look for a moving company in your area that specifically deals with corporate relocation. Finally, either you or your moving company will go back and clean up the old space. Feast your eyes on this step-by-step guide to organizing an office move.

Look for a New Space

Once you have decided that moving to a new space is the right idea for your business, start looking at what’s available. It’s helpful to get an idea of what other places will cost, how advantageous the space will be, and the logistics of the move, even if you’re not quite ready to pull the trigger yet. No matter how close to being ready you are, you will need a landing spot before you can set the plan in motion.

Hire a Moving Company

You may have worked with moving companies if you’ve moved to a different home before. Corporate location is similar, but there will be more furniture, appliances, and files to transport. That’s why you should work with a corporate relocation specialist rather than a mover who dabbles in all forms of moving. Make sure your moving services actually specialize in corporate moving, as these are the experts who have years of experience in exactly the service you need.

Clean Up Your Old Office

Depending on what kind of moving services you end up using, you might be able to have the professionals go back to the old office and clean up. Your lease may require you to leave the old space in “broom swept” condition, meaning that none of your furniture is left behind. You or your moving company can go back and get rid of any file cabinets, chairs, and desks that you no longer need.

Answering Common Questions About Records Management

The paperless office is an admirable goal, but it usually isn’t possible to eliminate paperwork entirely. Certain important documents need to be preserved for a set period of time, but keeping them from taking up too much office space can be a hassle. If your company’s document retention policy has resulted in reams of paperwork, it’s time to start thinking about storing your important documents off-site in New York City.

Which records do I need to keep?

The answer can vary, depending on the specific industry you’re in. For instance, law offices must abide by more extensive document retention requirements than the average retail store. All businesses need to keep tax documents for a set period of time. Talk to your accountant before shredding old tax documents, and when in doubt, don’t throw it out. The following are some common examples of documents you may need to keep:

  • Permits
  • Shareholder agreements
  • Company bylaws
  • Leases or mortgages
  • Board minutes
  • Formation documents
  • Annual financial statements
  • Licenses, copyrights, and patents
  • Purchase and sales receipts

Why should I store records off-site?

When a business is young, a filing cabinet will typically suffice for records management. But these records will continue to grow, and eventually, you might find that a significant portion of your office space is dedicated to records preservation. This is inefficient, and you can find a better use for the space. You might need to add a new conference table instead, for instance, or a couple of new desks for new employees. If you see clients at your office, storing records off-site is particularly important. Optics is everything for customer-facing businesses: What would your customers think if they saw stacks of paper piled up everywhere? The off-site retention of files is an easy solution.

Will my records be secure when stored off-site?

It’s likely that your records will be far more secure off-site than they would be in your office. Professional records retention services have the know-how and resources needed to keep your records secure and in good condition.

How can I ensure easy accessibility of needed documents?

You can access your important documents at any time. If you’re concerned about getting instant access, consider scanning documents to your own secure database. Then, keep the originals in an off-site storage facility.