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When moving offices, one of the most important tasks a company must undertake is to ensure that

their IT assets (including computers and software, servers, peripheral devices, printers, copiers,

telecommunications equipment, etc.) transition smoothly to the new location.

This executive summary provides a detailed account of the IT moving process from start to finish,

with the goal of making such a move as painless as possible for your organisation.

Planning and Scheduling A properly designed moving plan can save you time and money – making the creation of such a

plan an investment well worth making rather than just a cost to be incurred. Factors to consider

during the planning process include:

• The plan should encompass potential delays and other setbacks.

• The new building should be fully prepared prior to the move.

• Coordinate with all suppliers well ahead of the move.

• Schedule enough time to perform a backup of all data before the move begins.

• Set up a freeze point after which no further changes are made to the IT infrastructure until the

move is completed.

• Target minimum operating capacity for IT on the first day after the move and for a three-month

working period thereafter to help prioritise system re-engagement.

Take Inventory• Look for any disparity between inventory tracking software and the equipment actually on the

premises.

• Determine whether the electrical connections at the old and new facilities are the same and

whether special adapters will be needed at the new location.

HOW TO MOVE OFFICESWITHOUT THE PAIN – EXECUTIVE SUMMARY

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• Plan for IP changes at the new facility.

• Plan for inventory movement according to proper server sequencing.

• Ensure that the equipment supply chain can be replicated when moving a data centre. Such

centres are highly sensitive to their infrastructure architecture.

Server Racks:

• Verify that the server racks to be used at the new facility can hold any servers being moved.

• If equipment will be communicating with other systems at greater distances after the move

certain connectors may need to be replaced or extended.

Logistics• Equipment being moved should be tagged both for identification purposes and also to indicate

its location at the new premises.

• Check the anticipated route that the equipment will be moved over to ensure that it can be used

without potential damage to the equipment.

• Check to see if server cabinets can be moved as is or need to be unequipped first.

• When loading, first load the equipment and then furniture. When unloading, follow the

opposite process.

Safety• Arrange for an individual qualified to administer first aid to be present during the move in case

of an accident or emergency.

• Use a certified electrician to disconnect servers when necessary for safety and warranty

compliance purposes.

• When moving servers, verify that any floors the equipment passes over are capable of handling

heavy loads.

• Make sure any of your employees involved in moving heavy equipment wear appropriate safety

equipment including hard hats when appropriate.

• Check all doors to server or equipment rooms to ensure that they open quickly and easily in case

of emergency.

Facilities• Both digital and printed copies of the moving plan should be made available to all parties

involved in the move.

• Establish a project room at the new location where those involved in the moving process can go

if they need further information or assistance.

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• Ensure that the moving team has access to all necessary equipment including screwdrivers, nuts

and bolts as well as spare parts such as cables.

Infrastructure• Take into account any difference in distance from your service provider’s network location after

the move. A greater distance may affect network performance.

• Acquire a current wiring plan for both the old and new locations if possible.

• Plan well in advance for the movement of connections such as VPNs, ADSL and WiFi so that

they will be ready at your new location once the move is complete.

• Verify that any wiring present at the new location is compatible with the equipment

being moved.

• When moving a network, ensure proper VLANs are in place for any VOIP applications.

• Verify that adequate cooling and power capacity exists for all IT equipment at the new location.

Testing• Perform a benchmark level test before the move, then, once the equipment has been moved

and re-established, you can test it against the benchmark.

• Make sure to have wiring certified and coordinate all test protocols with your IT suppliers and

maintenance contractors.

• In addition to performance testing, use the pre-move testing period to look for faulty equipment

such as bad hard drives or other defective equipment.

• Check network configurations at the new location to ensure they are functional.

Business Continuity• The moving plan should delineate who has the responsibility to make decisions related to

business continuity during the course of the move.

• Design your moving plan with a go/no go condition in case a move is interrupted or some sort of

accident or emergency occurs.

• Purchase transport insurance covering equipment and furniture being moved.

• Confirm the details of any maintenance contract moving clauses relating to your equipment.

• Transport backup equipment separately from primary equipment to ensure that an accident

doesn’t disable both sets of devices.

• Look into renting a replacement data centre in case of emergency.

• Include representatives from equipment suppliers in your moving plans so that they can be

available on the day of the move in case replacement parts are needed.

Contact your Bright representive today for more information:

333 Latimer Rd, London W10 6RA | 020 3031 9500 | sales@bright.co

Security• Consult with those responsible for security at both the old and new locations prior to the move.

• Register all those involved in the move with the appropriate security staff.

• Make sure the movers or other personnel have the necessary keys to unlock server equipment

such as cabinets.

• Provide the moving team with passwords necessary to test that equipment has been restarted

properly, or have personnel available to perform such tests.

Communication• Compile a list of all personnel involved in the move that also details their responsibilities during

the move.

• The list can be combined with a communication map plan describing what needs to be

communicated to whom and when the communication should occur.

• Appoint a communication contact from each department involved in the move to ensure that

messages are communicated accurately and to minimise confusion.

• Inform suppliers of equipment that sends automatic messages when disconnected about the

move so that they are aware of the reason for such messages in advance.

Personnel• Determine who amongst your employees will have roles to perform during the move and assign

their roles to other employees while the move is underway.

• For the purpose of efficiency and to help avoid potential liability, professional movers should be

hired to perform the bulk of the move.

• Arrange for food and refreshments to be available during the move.

• In the case of mission critical equipment and highly complex systems, having personnel from the

suppliers present when possible is recommended.

• A crisis team to oversee the move as a whole and react to any issues should be appointed.