Off-site storage and retention of files is very important to the health and function of your business. By creating and utilizing an off-site retention policy near New York City, your current location will have more room for expansion and storage. Your business’ important documents will also be better protected and organized for future use. These are necessary features to keep your business running smoothly and more profitably. Continue reading to learn more about the many benefits your business will experience with off-site record storage.

You will have more space.

If you have a storage room or closet at your office location, then it is likely filled with several boxes of records. These records are rarely accessed, but according to certain rules and regulations, you need to keep them. Instead of continuing to use this area to store important documents, look for off-site record retention. Trusting your various files and documents with a professional record retention facility can free up a significant amount of space at your office location. This new space can be used for store expansion or for management purposes.

Your records are well-protected.

The longer that your important documents and files are kept at your store location, then the likelier that they will be damaged. Often, files are not protected correctly, which means they may become nesting material for mice or become destroyed from a roof leak. Instead of trusting that your current storage location is safe, trust your records to a document-specific storage facility. These areas have the necessary machinery, storage practices, and other techniques to keep your records well-protected while in retention.

Your records are organized and accessible.

Instead of keeping complicated records in boxes or filing cabinets, store them with a dedicated off-site record retention facility. These facilities can organize your store’s paperwork and important documents so they are easily accessed and well organized. This is a necessary feature in case your business must present any of your documents for tax purposes or audits.

With your office relocation in New York City beginning soon, it is essential that you have a clear plan in place. Moving companies can help with the relocation process, but you must also enlist your employees to help. By creating a cohesive team, your office relocation can go quickly and smoothly . Continue reading to learn other ways to make your relocation go as smoothly as possible.

Plan Your Relocation Early

Any type of move can only go smoothly with sufficient planning. You must make all necessary arrangements as soon as you know that your office will be relocating, and then finalize the details once you know the relocation date. Start calling potential office movers, packing up small items, and letting your customers and vendors know where and when your office will be moving. Set up the utilities at your new office, and notify other important personnel. Make a list of all necessary tasks and check them off as they are completed. This will help take a tremendous amount of stress off you and your office during this relocation.

Declutter Your Office

As soon as you know that your office is being relocated, start decluttering the office. Enlist trustworthy employees to help with the process. During your decluttering process, consider which files can be shredded or stored with a professional retention service. Examine old equipment, possible stock, and displays to see if they are still useable or should be donated or sold. Give your office a deep cleaning and decluttering to ensure that you have as little as possible to be moved during the upcoming relocation. This will keep your stress and relocation costs at a minimum.

Get Your Employees Organized

Hopefully your employees already have organizational skills and their desks are free of clutter. However, an upcoming relocation is the perfect opportunity to ensure that your employees are organized and ready for the move. Make sure they inform their clients about the move, make any necessary calls, and help with the moving process. With everyone cooperating, your office relocation will go smoothly.

Office relocations in New York City should be done with a clear plan in mind and the help of professional movers. Without these necessary components, businesses may experience a loss in sales, customers, and employee productivity. There are certain challenges—such as a lack of communication with customers—that can severely hinder a business going through a relocation. Continue reading to learn how to deal with some common issues during an office relocation.

Communicating with Customers

Communication is one of the key factors to make any business successful, and it is also essential to make an office relocation run smoothly. Customers need to know that their favorite store or company is not closing down, but is simply relocating to a better or bigger location. Give plenty of time to let customers know about the move and where the new location will be. Communicate the move in the store, through advertisements, on the company website, and through direct newsletters.

Minimizing Down Time

There is usually a period of time during an office relocation where employees may not be working, equipment has not been set up yet, and customers are not able to do business. This down time must be minimized as much as possible to reduce lost sales, upset customers, or employees unable to perform their jobs. A corporate relocation specialist is an integral component to minimizing this down time so that business can resume as soon as possible.

Planning the New Space

Another way to minimize down time and resume business is to have the new space planned out. Phone connections, electrical outlets, and other essential connections should be located or installed to ensure the move is done quickly. Before the relocation even starts, the new space should also be mapped out with designated spaces for the office furniture. Another potential solution is to relocate into the new space with minimal furniture. Either way, the professional movers should have a clear idea of where files, furniture, and other office equipment should be located.

If you are planning a corporate relocation in NYC, you will want to get in contact with the highly qualified movers that work for UMC Moving . For the past two decades, we have provided NYC businesses with high quality relocation services, and we can help you move with little to no interruption to your work routine. Our moving and storage resources will ensure that your belongings are fully secured and protected during every stage of your move.

After you have completed an initial consultation with our movers, you will be assigned a project manager. Your project manager will determine which relocation services will be needed for your project. Our team will pack, label, and ship all of your important office furniture and supplies. We will also be able to thoroughly clean your old office space after your move. Relying on our quality moving resources will help you reduce your stress and stay within your budget during your relocation.

During a corporate relocation, you will have the choice of moving your office furniture or upgrading to brand new furnishings in your new office. A team of movers can help you transport your furniture out of your current office space with ease. Working with moving companies near NYC will take the stress out of your corporate move. If you have decided that you are not going to use your furnishings at your new location, you may want to ask your movers about your office liquidation options . Read on for an overview of the steps of office liquidations.

Review your lease.

When you are considering an office liquidation, you will need to start by reviewing the terms of your lease. In the NYC area, many commercial leases require that the facility is completely cleaned out and cleared of all furnishings before the new tenants arrive. If you need to have your old offices completely cleared after your move, you may want to plan out an office liquidation procedure to help you offload your unwanted furniture.

Relocate and move belongings.

Before your movers come to liquidate your unwanted furniture, you will want to make sure that the belongings that you want to keep have been moved to your new location. Since an office liquidation involves the moving out and disposal of all furnishings and items that are in a building, any objects that are left behind will be gone after the procedure has been completed. Once you are finished with your move, you will be ready to start the liquidation process.

Dispose of unwanted furniture.

The final phase of an office liquidation is the disposal of all unwanted furniture. Your movers will arrive as soon as your move has been completed. All furnishings and other items will be placed in garbage compactor trucks for disposal. After your office liquidation is finished, you will be able to rest assured that you have fulfilled the terms of your lease.

A corporate relocation in NYC can be a savvy decision for your business. When you are gearing up for your move, you will need to make sure that your customers are aware of your relocation. In this video, you will receive tips and information about how to spread the word to customers. To raise awareness about your relocation, you will need to determine the precise date of your move. Next, you can send out an email or newsletter to your clients.

With services from a corporate relocation specialist, you will be able to have a smooth and seamless transition into your new office space. Your movers can help you pack and ship your office equipment, and they can also help to clean out your old office space.

Developing a retention policy may be difficult for some business owners. They may not know what is important to keep and what can be thrown away. Thankfully, there are a few important documents that every business should keep in their retention process near New York City. Continue reading for a list of the important documents you want to keep and make sure are stored safely.

Corporate Documents

Businesses need to keep the official documents that mark them as a legitimate business. These documents would include incorporation materials, as well as the corporate rules, constitution, and any other important documents from official meetings.

Licenses, Copyrights, Etc.

If your business has licensing or insurances that qualify it for business, then you must retain these files. These documents are essential to your business’s function because customers will most likely want to see copies of them. The same goes for any patents or copyrights that protect the business’s or employees’ inventions or work. By including these documents in the retention process, the business’s or employees’ rights are better protected.

Tax Records

It is an accepted rule that most tax records should be kept for up to seven years. By retaining these files, your business can be prepared in the event of an audit or claims issues. If you are ever unsure of what to keep or how long to keep it, then ask your tax specialist or record retention service for more information.

Receipts

Keeping receipts is essential for businesses. These receipts—purchase and sold receipts—can help during tax season or in the event of an audit. They can also help if there is ever a disagreement between a business and a vendor about services rendered.

Property Documents

Some property documents may be necessary to keep on a business’s property, but others should be safely stored away with a retention service. Any important documents involving mortgages or lease information can be retained with the rest of your business’s documents.

Whether one office is moving near NYC, or there is an entire corporate relocation, there are a few reasons a business may need to move its company building. Businesses need to remain flexible and able to change with the market. They are able to do this effectively with trained commercial movers .

Better Growth Opportunities

Some businesses, especially smaller businesses, may find that their customer and employee market has shifted elsewhere. Maybe they have poor access to skilled employees, or their business is located in a less-than-desirable neighborhood. No matter the reason, when a company can say that business will be much more profitable after a move, then that company should start looking for real estate and calling the commercial movers.

Cheaper Real Estate

Whether a company wishes to conduct a full corporate relocation, or they want to shift the bulk of their operations elsewhere, when a well-priced piece of real estate pops up, they need to buy it quickly. Real estate is always a smart investment, especially if a company is already looking to relocate or open a new branch.

On the other hand, a company may wish to relocate because their current real estate location is becoming too high to pay. If a company can find better rent prices, they may need to relocate simply to save money and regain profits.

Building Renovations

Sometimes, a company may relocate its headquarters or franchise building temporarily. The current building may be undergoing renovations to update the technology, or there might be faults within the building that need to be fixed. There are many reasons a building may be in need of renovations, but it can affect a company either way. A temporary location needs to be found to accommodate the business and employees. Commercial movers need to be called who can handle sensitive materials, such as computer relocations and file retention. These same movers need to be relied on to move the materials back to the newly-renovated building, and the company can resume business as usual.

During corporate relocations, your business will most likely be moving computers along with other office equipment. Computer relocation in NYC needs to be handled with care. If you have hired commercial movers , then follow their directions about how best to protect your computers.

Watch the video for some helpful ways to keep your computer safe during a computer relocation. As one of the hosts in the video suggest, if you have kept the original packaging, then your computer will probably have the best protection. If you do not have the original packaging, then do everything you can to stabilize the computer and keep it from jostling during the move. You can wrap it in a blanket, bubble wrap, or a specialty box. Be sure to check all of the components before you start the computer up at your new destination. Sometimes, parts can shift during 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.

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.