Government moves require more precision and expertise than other kinds of moves. Not only do you need to move fragile equipment, but you also need to protect sensitive documents and records.
Follow these tips to ensure your government move is secure and successful.
1. Secure All Computers
The computers in your office might contain classified information. Thus, it’s important to pack your computers securely. Follow these steps to protect your computers and the information they hold:
- Back up all necessary documents.
- Place a different-colored sticker on each cord. Place a sticker of the same color on the corresponding input. That way, you’ll be able to easily re-assemble your computer.
- Shut down your computer and unplug all cords. Around each cord, wrap a Velcro wrap that’s the same color as the sticker on the cord.
- Place each piece of the computer in a secure, lockable box. Wrap the equipment with bubble wrap or packing paper.
- Number all computer boxes so the computers don’t get mixed up.
Along with keeping your computers secure, this process will help you get the right computer to the right office space.
2. Keep Paperwork in Place
Removing paperwork from desks and file cabinets can expose sensitive information to the public eye. The best way to keep paperwork secure is to keep it in its original drawer.
However, you’ll need to secure the paperwork so it doesn’t fall out, move out of order, or become damaged during the move. One way to do this is by using inflatable air blowers called Space Gobblers. Space Gobblers cover all the items in each drawer, helping these items stay in place during the move. You should also place a lock on each drawer to secure the items inside.
Spider Cranes also help professional movers move file cabinets without disturbing the paperwork inside. Spider Cranes carefully lift file cabinets on and off a moving dolly.
3. Label Boxes by Location
Label each box based on the place it’s going in your new office. Do not label the box by what is in it—this type of labeling could provide greater temptation for thieves to steal valuable items.
Placing locks on boxes can also protect items from theft.
4. Monitor the Move
The moving process can be hectic, with people and equipment moving every which way. You don’t want any intruders to enter your business during the move and steal sensitive information.
During the move, you’ll need to keep at least one door open to move items out. To secure your office and protect your employees, lock and secure all unused doors during the move.
Also, all moving employees should wear uniforms and badges, and all moving trucks should be clearly labeled. Work with your moving company to make sure this is the case.
Have your security staff monitor the building throughout the move. They should be on the lookout for any suspicious people or vehicles.
Most importantly, work with a moving counselor to create a moving plan. You should have a secure plan in place for moving day, including a complete timeline of the move. Tell your employees not to give anyone information about when and where you’re moving. You never know who could use that information to put your organization at risk.
5. Secure Both Offices
After you move all your supplies and equipment, it’s important to protect your old office space. Make sure to lock all doors, windows, and gates and turn on the alarm system.
Your new office should be ready to protect you before you even start moving in. Make sure a security system is in place at your new office. There should be a working alarm system and a lock on every window and door.
6. Choose the Right Moving Company
The most important step you can take to ensure a secure move is to choose the right moving company. Choose a moving company that is familiar with moving government offices. The company should have procedures in place to protect your equipment and documents.
The moving company should hold liability insurance to cover any damage or loss to your items. They should also hold worker’s compensation insurance to cover any injuries to their employees. In addition, the company should hold a license from the Department of Transportation.
To determine a moving company’s reliability, check reviews of the moving company on places like Angie’s List and the Better Business Bureau.
Also, make sure that the company hires trustworthy employees. Ask the company about their hiring procedures. Their employees should pass a background check before they’re permitted to move government equipment.
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Follow these tips for a smooth, protected government move. Mid-West Moving & Storage has years of experience moving government agencies to and from the Chicago area.
Call us today at 847.593.7201 to make an appointment or get a quote.