It is the responsibility of the IT department to plan the sequencing of IT disconnections and reconnections. A lack of planning leads to situations where the IT team is not on-site to perform disconnections, and removalists are waiting on-site to move equipment that is still connected. This results in unplanned and unnecessary downtime.
Verified independent providers in Urgent Pro’s office removalist network handle the physical transport of equipment for office relocations. This article outlines what office IT teams must do to minimise unplanned downtime, and what must be provided to the removalists upon their arrival.
What Office Removalists Handle
Server racks and UPS systems are heavy and may be vulnerable to shock and vibration during transport, which affects how they are packed and handled. Within that context, the removalist’s scope covers:
Large multifunction devices. Printers, copiers and scanners are moved by the removalist team. Size and weight limitations may affect how these items are transported, particularly over longer distances.
Cable bundles. Multiple cable bundles are moved by the removalists. Their final placement and connection at the new location is the responsibility of the IT department.
Workstations, monitors and peripherals. Desktops, monitors, keyboards, mice, headsets and docking stations are physically transported by the removalists. Each item should be packed with its associated power supply and cables in a closed, labelled container.
What Your IT Team Handles
Server and equipment relocation is the responsibility of an IT relocation company or the IT department. The same applies to network and equipment reconnection.
Cabling is disconnected and labelled by the IT department prior to the relocation. Complex cabling arrangements and configurations should be documented and photographed prior to disconnection. The same applies to rack arrangements. If removalists touch equipment that is still interconnected, they could potentially break a connection. Equipment is only considered ready to move when the IT department has documented and labelled it accordingly.
Telecommunications and internet equipment should be connected and working at the new location before workstations are delivered. If that is not confirmed before the move, workstations and equipment can be delivered but will not be of use to employees. Begin contacting telecommunications providers four to six weeks prior to the move date so that circuits are ready on move-in day.
Servers and workstations will be physically moved to the new location. A verified full backup must be completed prior to the move. Mechanical hard drives are at risk during transport due to shock and vibration. SSDs are significantly more resilient to movement, but the backup step remains mandatory. The IT team should verify the backup by performing a test restoration, not just confirming the backup file exists.
When transporting internal components of IT servers or workstations, the IT team uses anti-static packaging for sensitive components.
The removalists place the IT equipment in the new server room or at the workstations. The IT team then completes the final configuration and testing of workstations and server equipment.
The IT team implements the previously agreed security protocols for the transport of IT equipment and server storage devices during the move.
The IT team briefs employees on any changes to IT systems and workstations before or on the day of the move.
The Move Management Timeline
A move management programme for an IT-heavy office move typically runs across a period of around three months.
During the first month, the move management team reviews the business’s critical equipment and systems and confirms the effective date of the new lease. The team creates an asset register and floor plan. The asset register contains each item to be relocated and assigns it a unique identifier. The team walks both the new and existing locations with the building manager and the IT representative, then tags items with the destination workpoint and any special handling requirements. The working copy of the asset register is distributed to the relevant business units.
Between the second and fourth months, the relocation team confirms service providers for removalist, IT and communication services, and furniture placement. Freight lift and loading dock appointments are booked at both the existing and new location, and arrangements are made for the removal of items to be stored or disposed of. A Certificate of Insurance is obtained from the removalist if required by the building manager.
During the final month, IT equipment is disconnected and packed. Equipment is tagged and cable arrangements and rack units are documented. A move matrix is created to show the final location of each item. The IT equipment is relocated and reconnected by the IT team prior to the arrival of other employees. For the full planning framework, see the office relocation planning checklist.
Building Access for Large IT Equipment
Server racks usually exceed the dimension and load limits of passenger lifts. The average height of a server rack is approximately two metres.
Verify the following a few days before move day: the dimensions of the freight lift and its maximum weight capacity; whether a booking is required to access the loading dock and what availability exists; whether a Certificate of Currency is required; whether a security pass is required to access the building after hours.
For moves from the Sydney CBD: check parking restrictions controlled by the City of Sydney that may affect vehicle movement, and whether loading zone bookings apply. Permits take a minimum of ten days to process and should be arranged well in advance.
Safe Work Australia’s guidance on manual handling identifies that loads greater than 23 kg require a risk assessment. For heavy loads, server racks and UPS units, use trolleys, pallet trucks and loading ramps. It is recommended that lifts be scheduled to avoid congestion on loading docks.
Goods-in-Transit Insurance for IT Equipment
When booking a transport company to move IT equipment, ensure the company provides adequate insurance. Ask the provider what the per-item and aggregate limits are for IT and other electronic equipment.
If the total value of the servers and workstations exceeds the standard aggregate limit, confirm whether the policy covers the full value or stops at a sub-limit.
Items of server equipment above a certain value may require separate itemisation. Provide an itemised list of high-value equipment to the insurer to protect any claim if something is damaged during transit.
All service providers on the Urgent Pro platform are required to hold goods-in-transit insurance as a condition of activation. It is the client’s responsibility to confirm the level of cover with the provider. For more information on the cost of office moves in Australia, see the full cost breakdown article.
The Post-Move Sign-Off
The departure of the removalist’s truck does not conclude the move. The IT department needs to confirm that the business can continue operating once staff are at the new office. The IT and operations representatives should confirm each of the following before staff begin work:
Power is connected and operational at all user workstations and in the server room. The internet is connected and operational. The company’s internal network access is available and operational. Company phones and conference calls are available and functioning. Company data is accessible via shared storage. Company printers are available and functioning. Company Wi-Fi is available and functioning. The company’s security and access control systems are operational. Priority workstations are operational and available.
Photograph and document all items that are lost or damaged during the move. Notify the removalist and the building manager of all such items while documentation is fresh. Issues identified during sign-off in the first hour of a move are significantly easier to resolve than those left until the following day.
Make-good obligations under a commercial lease cover the requirements to restore and clean the leased premises once the IT equipment and fit-out have been removed.
Cables and power supplies connected to a particular piece of equipment should be labelled and packed in an enclosed container with that equipment. Monitors, for example, should be labelled LEVEL2-WP18-MON01 and packed with the cables belonging to that workpoint. The label tells the receiving personnel the final destination without requiring verbal instruction.
FAQs
What insurance covers IT equipment during an office move?
Confirm with your transport provider what per-item and aggregate limits apply to IT and electronic equipment. If the total value of your servers and workstations exceeds the standard aggregate limit, check whether the policy covers the full value or applies a sub-limit. High-value items may need to be declared separately. Verify the specific terms with the provider before the move, not after.
What should the IT sign-off cover after an office move?
The sign-off should confirm: power at workstations and the server room; internet connectivity; internal network access; phones and conferencing; shared drives and printers; Wi-Fi; security and building access control systems; and priority workstations tested end-to-end. Any item not signed off before staff arrive becomes a first-day outage, which is harder and more costly to resolve than a move-day issue.
Will office removalists disconnect and reconnect our IT equipment?
No. Office removalists handle the physical transport of IT equipment after the IT team has disconnected and labelled it. Reconnection and configuration at the new location is the IT team’s responsibility, or that of a specialist IT relocation provider. Telecommunications and internet activation at the new premises also belongs to this workstream and must be confirmed as live before move day.
How should server racks be prepared before the removalists arrive?
The IT team should fully disconnect all cables, photograph the rack layout and label every port and connection. Data backups should be verified through a test restoration, not just confirmed as created. Anti-static packaging applies to any internal components being removed separately. The removalists arrive to equipment that is ready to load.
What does the asset labelling system need to include?
Each item should have a unique identifier that shows its destination workpoint. A monitor labelled LEVEL2-WP18-MON01 tells the crew exactly where it belongs. Cable bundles and power supplies should carry the same destination code as the device they belong to and be packed in a closed container with that device. A label that cannot be read without explanation means the move matrix has not been completed properly.