How to Move Office IT Equipment Safely: Computers, Servers & Data Security Tips
When your office is preparing for a move, one of the biggest headaches isn’t the desks, chairs, or filing cabinets—it’s the IT equipment. Computers, servers, monitors, cables, and all the sensitive data stored on them represent some of the most valuable assets in any workplace. Moving them safely takes more than bubble wrap and a couple of strong backs. It requires planning, precision, and an understanding of how fragile technology really is.
If you want your team back online ASAP after moving day, here’s a complete guide to relocating your office tech the right way.
1. Start With an IT Audit (Inventory Everything)
Before a single cable is unplugged, conduct a full IT inventory. This gives you a clear picture of what you have, what’s worth moving, and what might need to be replaced.
Document:
All computers, monitors, and accessories
Servers, racks, and networking hardware
Printers, scanners, and specialty devices
Routers, modems, access points
Cables (labelled by type: Ethernet, power cords, HDMI, etc.)
Software licenses and serial numbers
Take photos of complex setups—especially server rooms and workstation configurations. This makes rebuilding your system at the new office much easier.
Why this matters:
Knowing your equipment prevents lost items, speeds up unpacking, and makes sure nothing gets unplugged that shouldn't be.
2. Back Up Everything—Twice
Data is the lifeblood of your business, and moving day introduces risk. This is why backups are non-negotiable.
Use at least two backup methods:
Cloud backups (Microsoft 365, Google Workspace, AWS, etc.)
Local external drives or on-site backups
Make sure your IT team confirms:
Backups are up-to-date
Backup restoration works (test a file to be sure)
Sensitive data is encrypted
Drives are password-protected
If servers or NAS systems are being moved, confirm that all data is fully backed up before anyone touches the hardware.
3. Protect Your Data Security During the Move
A move opens the door to potential security issues: misplaced devices, unauthorized access, or physical damage that leads to data loss.
Some essential precautions include:
• Restrict who handles IT equipment
Not every mover is trained to handle high-value tech. Use either your internal IT team or specialized movers with IT experience.
• Use tamper-evident seals
Especially for servers, hard drive chassis, or anything containing sensitive data.
• Secure all passwords and credentials
Never tape passwords to computers. Instead:
Store them in a password manager
Share necessary access with a single point of contact
• Wipe devices scheduled for disposal
If you’re taking the opportunity to replace old systems, make sure any device being recycled is securely wiped.
4. Use Proper Packing Materials for IT Hardware
Office tech is sensitive to shock, dust, magnetism, moisture, and static electricity. That means proper packing materials matter.
For computers and monitors:
Use original manufacturer boxes when available
If not, use double-walled moving boxes
Wrap monitors in anti-static covers
Add bubble wrap or foam padding
Pack keyboards and small devices separately
For servers and networking equipment:
Servers should ideally be moved in specialized server crates or rack-mounted transport cases. Inside a data centre, equipment is never moved without these—your office move should be no different.
For cables:
Coil and zip-tie each cable
Label with “Monitor 1,” “Server Rack Top,” “Reception PC,” etc.
Store together in one clearly labelled container
Avoid plastic grocery bags or random boxes—this is how cables get lost or mixed up.
5. Safely Shut Down and Disconnect Devices
Before moving day, have your IT team plan and schedule a system shutdown. This prevents corruption, overheating, or damage during disconnection.
What IT should handle:
Powering down servers in proper order
Disconnecting UPS systems
Removing network cables
Safely dismounting equipment from racks
Make sure that:
All cords are removed—not left dangling
Each workstation is labelled by employee name or department
Drives are secured
Dust is cleaned from vents before packing
You don’t want to reconnect equipment in your new space and discover it overheated because dust had been baking in the fans.
6. Maintain Climate Control for Sensitive Equipment
Servers, hard drives, and networking gear are especially sensitive to temperature changes.
Keep them:
Out of freezing conditions
Away from rain or snow
Safe from direct heat
Inside climate-controlled transport if necessary
For winter moves, never let equipment sit in an unheated truck. Drives and LCD panels can crack or malfunction in extreme cold.
Once at the new location, allow electronics to reach room temperature before powering them up—condensation can cause short circuits.
7. Set Up the New IT Infrastructure Before Moving Day
One of the biggest mistakes companies make is trying to set up IT equipment after everything else has been delivered. Instead, prepare the new space ahead of time.
Before moving tech, ensure:
Internet service is active
Network cabling is installed
Server room cooling is running
Power outlets and backup systems are tested
Wi-Fi access points are pre-installed
When the tech arrives, your team should be able to plug in and configure—not waste hours waiting on utilities or wiring.
8. Reconnect Systems Methodically (Not in a Rush)
When equipment arrives at the new location, avoid the temptation to rush setup just to get online.
Reconnection order should be:
Server racks and network backbone
Routers, switches, modems
Wi-Fi access points
Workstations
Printers and peripherals
Follow your pre-move photos and inventory list to restore each workstation correctly.
9. Test Everything Before Employees Return
Nothing frustrates staff more than arriving at a new office where Wi-Fi doesn’t work, printers are offline, or conference rooms aren’t functional.
Test:
Internet speeds
VPN connections
Email and cloud syncing
Internal systems and shared drives
Telephones and VoIP communications
Printers and scanners
If something is going to go wrong, it’s better your IT team catches it—not your employees on their first day at the new office.
10. Choose Movers With IT Handling Experience
This is one area where the right moving company makes a huge difference. Not every mover is trained to handle:
Server racks
Data centre equipment
Multi-monitor workstations
Sensitive electronics
Ask movers whether they offer:
Anti-static packing materials
Trained IT equipment handlers
Shrink-wrapping for cables and peripherals
Climate-controlled trucks
Insurance that covers electronics
Hiring pros means your team can focus on operations instead of stressing over equipment safety.
Office moves are complicated—but moving IT equipment safely is one of the most important parts of ensuring a smooth transition. With the right planning, smart labelling, careful packing, reliable movers, and a well-prepared new space, you can minimize downtime and get your team back to work quickly.
If you ever need help planning an office move—especially one involving high-value technology—make sure you work with movers who understand how to handle sensitive equipment the right way.
