Here’s a checklist to make sure nothing is forgotten when it comes to getting your technology to your new office safe and sound.
While scouting your new space or data center, here are the things to keep in mind regarding your technology:
- Be sure to consult with your IT partner 4-6 months before your move (due to COVID supply chain disruption, ordering and shipping network equipment and other IT components may experience delays).
- Will the new location need space improvements?
If yes, you will need to answer the following questions:
- Will the new space configuration remain as-is or are tenant improvements planned?
- If tenant improvements are planned, will they be included as part of the lease and thus, subject to property owner approval?
- If tenant improvements will be made, what are your electrical, data and telephone wiring requirements?
- Is the new space ADA compliant?
- Will you be working with a space planner to coordinate the improvements and design of the new space?
- If yes, will the designer need a floor plan?
- Will the general contractor be responsible for addressing power and cabling requirements?
- Can the new location maintain proper temperature levels for your IT equipment (servers, PBX, etc.)?
- Do you have on-premise servers? If so, how many? Do you have a dedicated space or room that houses these onsite servers?
- If yes, you may need to upgrade the HVAC in the space. On site servers require round-the-clock cooling equipment (especially after hours and on weekends when the office may be closed). If you have a locked or isolated room dedicated to the servers, please be aware that it won’t benefit from the cooling for the general space. Please make sure your HVAC can cool and pull heated air out of the dedicated, locked and isolated server room 24/7.
- Does the new location have physical security measures in place to protect critical equipment and sensitive data?
- Does the new location have an appropriate fire damage mitigation system?
- Will you be working with a space planner to coordinate the improvements and design of the new space?
If you do NOT need space improvements, you likely only need to address your power and cabling needs. Here’s what to do:
- Walk through the new space and note where the desks, telephones, conference areas, etc. will need to be placed.
- Work with an electrician and a cabling vendor to test the existing wiring and add any additional drops or power if needed.
- For your cabling:
- Install voice & data drops
- Label your cables
- Test all cables
- For your electrical:
- Install and/or, at a minimum, test all power outlets.
- Augment as needed to support required equipment.
Other things to consider during your move include:
Office Technology
Think about how to set up your telecommunications systems and your internet and answer the following questions:
Telephony:
- What type of telephone system you do you have? VoIP? Or an analog phone?
- If you have a VoIP telephony solution, you’ll need to consider two factors for your new space:
- What internet speed do you need for your service?
- How will your remote employees access the data?
- For example, if you’re planning on hosting file servers and other line-of-business (LOB) applications, fast internet speed becomes essential to maintain work from home staff’s productivity.
- Will you be changing or upgrading your phone systems?
Be sure to plan your telephone connectivity and notify your phone service provider no less than 6 weeks before your move because multiple factors are involved. Here are the things to think about:
Internet:
Your internet needs depend on your voice configuration.
- What is the maximum number of concurrent calls expected?
- Will you need remote call forwarding of any existing numbers?
- Plan the timing of the cut-over and notify your vendor.
- Will you need to port your DID numbers?
Also, be sure to plan your internet and notify your provider prior to moving. If you have DSL orders, contact them no less than 3 weeks before you move. If you have T-1 service, reach out to them no less than 4-6 weeks before you relocate.
- Re-point mx record for email?
- Service type and number of IP addresses required?
- Would the new location be better served by a split PRI using a number of channels for voice and the balance for data, or by a separate data connection and/or analog lines or another T-1 for voice?
- Will separate analog lines be required for dial up modem, fax machine, fax server, postage meter, security system, credit card processing terminal or other devices?
- Are any systems being upgraded?
- Do you need any of the following additional equipment?
- Internet Router
- Equipment Rack
- KVM Switch
- Workstations
- Software
- Wireless Router / Access Points
- Postage Meter
- Switches
- UPS Power Backups & Power Strips
- Firewall
- Displays
- Printers
- Copier
- Patch Panels
Moving Logistics:
Unfortunately, moving can be hard on your IT components. Here are things to consider to minimize any damage.
- Is your mover qualified and properly insured to relocate technology equipment?
- Does the mover have a special technique for relocating computer workstations?
- Do they have special carts for computers and computer equipment? (Most qualified movers will.)
- Do they shrink wrap, IT equipment to further protect it from damage during transit? (Most qualified movers will.)
- Are your movers available for a walk-through of the space?
- Have your employees prepared your equipment (cords, keyboards, speakers, handheld cradles, mice) for the move using location, box and equipment tagging?
- Is your IT partner prepared to dismantle and unrack all your server and network equipment?
- Is your IT partner ready to relocate all your server and network equipment? (Often this occurs before the movers ever reach the new location.)
- Most IT partners will ONLY move server and network equipment. All other equipment including workstations will need to be relocated by your moving company.
A move can be really overwhelming. If you’re looking for help in how to best manage and transition your IT infrastructure, network and systems smoothly and securely to your new office, please contact us here.