For companies, moving essential documents and files during relocation can be a tedious process. The potential chaos of failing to safeguard these items can result in destroyed, lost, and even data breaches of both digital and physical records.
However, these issues can be managed through careful organizing. Whether you are planning to move large filing cabinets or an entire file room, it is crucial to have a plan to transfer your records in an organized manner.
This guide will introduce several tips on how to organize your office files and how hiring a professional moving company can help to ensure a secure and smooth process for relocation.
Preparing important records
When preparing for an office relocation, carefully check and examine all documents and records that must be relocated. In doing so, there are several tips that you can follow.
The first is to label the documents clearly. Sort the documents according to year, subject, and, if needed, by the client. Use various color-coded files for different topics, like taxes, bills, invoices and others.
Once it’s done, list all the labeled files to track them and remain organized. You can also take extra precautions for the packing by wrapping the files in plastic and storing them safely in a sturdy box or bin.
Next is to throw away the old documents. Before the moving process, thoroughly check your files to trash or shred any old or unnecessary paperwork. You can also hold an office purge a few days or a week prior to the move by asking your staff to go through personal files and workstations to get rid of their obsolete files. This is a quick way to trim large numbers of files that need to be moved while also saving your company time and money.
The third step is to make a backup of your important files. Apart from physical documents, digital documents must also not be overlooked. You can use cloud computing services, like Dropbox or Google Drive, to store your files.
Instead of simply storing the files in the computer’s hard drive, make sure you also regularly backup them. For the physical documents, they can be photocopied or scanned and uploaded to the cloud. Remember to keep track of who has access to the documents at each point in the move.
However, if these steps are too overwhelming and you want to use your time to focus on other moving aspects, consider booking a moving company.
Hiring a moving company
Entrusting documents to reputable and professional movers can avoid unexpected moving issues. Therefore, selecting a reliable moving company is essential to ensure the safety and effortless transfer of your paperwork.
These professionals usually offer you several advantages as they provide various facilities and services to keep things organized and ease your moving process.
When preparing the documents, there is a possibility that you won’t be able to check all of them. The movers have the knowledge, experience and skills to keep an inventory of everything, especially office paperwork and tech equipment.
Moreover, they are capable of working immediately using a well-organized system. This way, it will help you save more time and feel more relaxed.
These services also provide insurance and license options in case any office equipment is misplaced or damaged during the relocation. The insurance will protect your belongings so you can feel more at ease.
