Tips for Moving Confidential & Sensitive Office Records

If you’re planning on moving your office, then you know you have a lot of materials that must be packed and transported—everything from the furniture to the computers to the files. 

And this task can be gigantic, requiring the work of dozens of people even before the movers arrive. Planning is essential and you need to have all hands on deck to do their part to make sure the move is successful. 

But if your business involves confidential work, such as insurance or medical records, you have to take an extra layer of precaution to ensure the move is a smooth one. 

Tips for Moving Confidential Office Records

Here’s what you need moving an office with sensitive and confidential records:

 

  • Find a company you trust 

(Read our 6 tips on how to find a moving company you can trust)

One of the first steps you need with any move, regardless of what you’re transporting, is to find a moving company that you trust. 

A few things you need to look for include reviews and credentials. Be sure to read through all the reviews carefully, paying special attention to any of those left by businesses. If the business doing the review is identified, you may even want to contact them if you have any other follow-up questions. 

Additionally, you’ll want to verify a potential moving company’s credentials including that they are insured, bonded, and licensed in their field. This will show you which companies are legitimate and which ones are a fly-by-night enterprise of a couple guys with a moving van.

 

  • Keep it simple

 

Keep everything with the move as simple as possible. Assign one person to be responsible for sensitive or confidential material. You may have teams working on moving all the equipment and other items from the office, but this is something that should be assigned to one person who can be trusted to get the job done. If you have a multitude of people assigned, you increase the chances records will get misplaced and mishandled. 

 

  • Keep accurate records

 

As you box up confidential files, create a detailed spreadsheet of what files are found in each box. After all the files are boxed, print the list and take it with you to the new location. Then unbox the materials and check off each file to make sure they are all present and accounted for. You definitely don’t want to move, put your files away, and then find out that files are missing months down the line.

 

  • Do it yourself

 

If you’re worried about finding someone you can trust to move confidential files, you may wish to consider taking care of it yourself. Sure, you can hire movers for all the other equipment. But the confidential files can be moved by individuals in-house so outsiders don’t have access to the confidential records.

Follow These Steps for a Smooth Move

Moving confidential and sensitive records can be a logistical (and legal) problem for big companies. If just one file becomes lost or gets leaked, it can end a company’s reputation as someone who can’t be trusted. That’s why it’s important to ensure you follow these steps to keep your records safe.

Local Movers Tips & Timeline for a Low Stress Move

If you’re getting ready to move to another address in the same city, then you may be stressing out about all of the things you HAVE to do. But there’s really no need to panic. Our local movers have put together a handy list of tips to help you with you move.

There are several things you can do as you prepare that will ensure your move comes off smooth and without a hitch. Let’s take a look at some of these items including the best timeline for your local move.

Local Moving Company

Give Yourself Two Months

A smooth move – even if it’s just a local move – takes about eight weeks to prepare for. This means that you need to plan accordingly.

  • Week 1 — Book your local movers early on so that you can have them locked in.
  • Week 2 — Start clearing out your home of unwanted and unnecessary items. Create a three-pile system: Items to Keep, Items to Donate, and Items to Throw Away. If you live in Surrey – there are several resources you can utilize for to help make moving and purging easier:
    • The City of Surrey allows households who are moving or simply just decluttering  4 “Large Item Pick Ups” per year. This is a great – free resource to use when getting ready for your move.
    • There are several Recycling Centres in Surrey where you can bring unwanted electronics and plastic items – check out the City of Surrey Website for more details.
  • Week 3 — Do an inventory of everything that you have kept and plan to move. You can even get an app for your smartphone that will help you coordinate this. You want to make sure that everything you pack actually arrives to your home.
  • Week 4 — If you haven’t already started, now’s the time to get the boxes that you need for your move.
  • Week 5 — Contact your local utility and service providers (like Internet) and let them know when you will need these services switched over to your new address. Now is also the time to start packing nonessential items that you won’t need in the next month.
  • Week 6 — Continue packing your belongings but also make sure you have a file folder set aside for important documents.
  • Week 7 — Get your car serviced. There’s nothing worse than trying to move to a new home and finding that you’ve got a flat tire or your car ends up overheating. Also, contact your bank, your doctor, and any other major institutions (such as your school or your child’s school) to alert them to your new address.
  • Week 8 — Finish packing, await for your local movers to arrive and then MOVE!

 

Tips and Tricks to De-Stress Your Local Move

    1. First thing, determine if you’ll be packing yourself or having movers pack and move your belongings. Talk with reputable movers in your area that have been in business for many years and have great reviews. It’s not always as much as you think and movers can help you with just the move or the whole packing and move. If you decide to have friends and family to help, at least you’ll know what their help means financially and if having items accidently scratched or packed incorrectly is worth it.
    2. Most people move on Saturday so they don’t have to take time off from work. If you can, try to schedule for a Tuesday or Wednesday move. The moving company may offer you a discounted rate because it’s not peak time.
    3. Garage sales are a great way to help clear out your unwanted stuff before a move. Take everything outside to be sold. If it isn’t gone by the end of the day, call up your local charity and see if they can come pick up the items as a donation.
    4. In week 6, we mentioned compiling a folder for documents. This should have everything you need for the move itself as well as documents that you absolutely must have yourself. (These can include Social Security cards, birth certificates, and the like.)
    5. Around two weeks before your move date, stop buying groceries or at least significantly cut back on what you buy. This will mean less stuff for you to have to move. Now is the time to use all those frozen meals or pantry items that you’ve been stockpiling in the kitchen.

Moving locally does not have to be stressful. With these tips, tricks, and timeline, you can get your household ready for a local move in as little as 8 weeks.

If you are planning on moving locally – Crescent Moving and Storage has been serving Surrey, Delta White Rock and Crescent Beach for over 40 years. Call Us today or book your FREE moving estimate online.

 

Office Relocation Guide

One of the biggest decisions you make for your business is where to locate your office. This is going to be your home-away-from-home for years, or at least until your business outgrows its space and you have to upgrade. 

Ideally, you won’t need to relocate your office for a long time, but once you’ve reached the limits of your current space, it’s important to take the leap of faith on a new location. 

If you thought finding a new home was difficult, then you need to prepare yourself for finding a new office. It has its own special obstacles that we will look at today.

office relocation guide

 

  • Find your new office space

First, you need to define exactly what type of space you need for your new location.  There’s no point in moving your office only to find that it doesn’t have everything you need. Start by creating a list of your must-have/non-negotiable items. You also need to find a real estate agent who has familiarity with the commercial needs of the area to ensure that you get the best location.

 

  • Create an office moving plan

Once you’ve settled on a new space, it’s important to create a plan and stick to it (as much as possible). Decide exactly who’ll be responsible for each point of the move. It’s essential you don’t try to handle this all yourself, instead delegate to department heads and others who can handle the moving duties for their specific divisions. 

 

  • Meet with your IT department

If you have your own server or other specific IT needs, you need to make special considerations with your IT department. Determine exactly how you’ll switch over the server so as to minimize the downtime for your company’s computer network. You’ll want to be sure to set up the phone lines and internet connections as soon as possible so that these can be up and running almost immediately.

 

  • Hire experienced movers

When you’re hiring your movers, make sure you don’t hire just anyone to move your office furniture and equipment. Check reviews for licensed and bonded movers who are familiar with the needs of breaking down, setting up your furniture and other equipment. The bottom line here is you don’t want a lot of down time and you certainly don’t need a lot of broken equipment. Check out our guide on 6 Tips for a Smoother Office Move for more tips.

 

  • Get Moving Insurance

One way to ensure your moving needs are met is with moving insurance. This ensures that if something does go wrong (and accidents can happen), then you’ll be compensated fully for such a claim.

Office Relocation Is Easier with a Little Planning Ahead

Once you pick your location and set a moving date, it’s important to create a detailed schedule of exactly when you need to finish everything to stay on track for the move. If you miss one of these deadlines or benchmarks, you need to adjust so that your move can still go as smoothly as possible.

We have been providing reliable, timely and safe office moving services for  in the Vancouver area for over 40 years. Find out why so many trust Crescent Moving & Storage to care for their most valuable assets. Contact one of our friendly customer service representatives for a free estimate.

 

6 Tips for a Smoother Office Move

If you’ve ever packed up your apartment or house, then you know it takes a lot of planning and strategy to get everything ready for the big day. This is especially true for an office move.

If you take too long for your move, then you’re not only paying for the move itself, but also for the lost work time to make the transition.

With that in mind, here are a few musts you should follow to get ready for the move:

1.   Make a plan way ahead of time.

This is not something you should do over a week or even a month. Most small businesses require a minimum of six months to plan. The more lead time you give yourself, the better chances you have of not running into issues.

2.   Talk to both your new and old landlords.

If there are other businesses in your building, many landlords require that you handle the move outside of business hours so you don’t disrupt the other tenants. Regardless, it’s important to establish a firm last day in your old building and a first day in your new one so there are no problems with either.

3.   Hire respected movers.

You need quality movers who are licensed and bonded so that you don’t have to worry about insurance if things get broken. Also, you’ll need to work closely with this team to determine your timeline for moving, which is the next BIG tip.

4.   Create a timeline.

It’s crucial to create a timeline along with a rundown of who is in charge of each step in the process. Have your department heads determine what specific needs they have. Delegate all the work to as many employees as possible so that no one person is responsible with the onus of work. Make sure you build in regular updates with your staff so that you can touch base, make sure everything is on track for the move, and adjust the schedule/work load as necessary because of any unforeseen circumstances.

5.   Give the employee’s some personal time.

Another thing to remember right before the big move is to let your employees have some personal time to pack up their desks and get what they need and to pack up their personal belongings for the move.

6.   Prioritize unpacking.

If you’re bringing your server and other IT essentials, then these need to be the first priority for setting up so that you don’t have any unnecessary down time for your computer systems. You should probably also set up the phone systems at this point and then move from there to lower priority unpacking.

Taking the time early on to plan and follow these tips will ensure your business move goes smoothly. You should be up and running in your new business quickly! If you enjoyed this post, you might also like: How to Plan for An Office Move

We have been providing reliable, timely and safe moving services for businesses and homeowners in the Vancouver area for over 40 years. Find out why so many trust Crescent Moving & Storage to care for their most valuable assets. Contact one of our friendly customer service representatives for a free estimate.

How to Plan for an Office Move

For most people, moving your home with boxes and packing tape is a nightmare that can send people into sweats.  But when you’re packing up an entire office for a move, that hassle can be multiplied with dozens (or even hundreds) of employees all having to pack up their belongings along with the company equipment.

The goal, here, is to take the stress and headache out of moving your office, your staff, and your equipment to a new physical location.
office relocation

Planning is Essential

The first thing to realize is that you must create an advanced plan for your move. This would involve sketching out a timeline with all of the necessary steps planned out ahead of time.

Once you have the steps listed, be sure the deadline dates for these components are workable with your staff and then assign specific employees with the task of completing these elements.

Impress upon your employees that cooperation is a must for success. If one person falls down on this job, everyone else will have their schedule in the timeline shifted which could cause chaos.

Map Out the New Office

Once you’ve picked out your new space, with a layout of the building, begin mapping out where everything will go. Individual offices should be allotted to staff members so they know exactly where they are moving. Think about what isn’t working in your current location so that you don’t run into the same problems with the new office.

Fix Problems Early

If your new office needs cosmetic fixes or even major overhauls such as rewiring or carpentry work, be sure to schedule this well before the move begins. Get fixes to the new building taken care of ahead of time so you don’t have to change things when you get moved in.

Touch Base Early and Often

As you’re building your timeline, be sure to build in plenty of opportunities to touch base with your moving team. We’d suggest at least meetings once a week or every other week to ensure everything is on track for the move. As the move gets closer, you’ll need to increase these check in’s as you see fit.

Choose Professional Office Movers

This is incredibly important. If you’re moving highly complicated and fragile equipment, such as computer gear and servers, you need professional movers who are trained to do this type of work.

This is not going to be the area to trust a couple of guys running a moving business out of their garage. This needs to be a licensed and bonded professional company with experience moving sensitive office equipment.

At Crescent Moving we provide  FREE , no-obligation  Office Moving Quotes

Labeling is key – and as you  are boxing you up, be sure that everything is labeled properly so that it can be delivered to the right office. Included in the labeling should be things like how to reassemble the computer components, so you can quickly set everything up again when you get into your new space.

Planning and Communication Key to Great Office Moves

Moving your office can be tricky, but it doesn’t have to be a nightmare. Follow these steps and do a lot of planning early on to alleviate any problems. Remember, communication and cooperation will be the key to success in this endeavor.

 

Crescent Moving & Storage has been in business for over 40 years providing reliable, timely and safe moving services for businesses and homeowners in the Vancouver area. Find out why so many trust Crescent Moving to care for their most valuable assets. Contact one of our friendly customer service representatives for a free estimate.

5 Secrets to Packing A Cluttered House

It seems that when it comes time to move, there seems to be “stuff” everywhere cluttering things up and making you feel like you’ve been hoarding things for years.  When this happens, your motivation to pack usually heads straight south and you stop having any enthusiasm for the task at hand.  So how do you get rid of all the clutter and get it packed effectively?  Here are tips that can help

1.Clean house

Before you even begin packing, you need to go through each room and create three separate sections for items:  Pack, Donate, and Trash.  The first goal when preparing for a move is to get rid of as much unnecessary stuff as you can so that you don’t have to pack it.

2. Use your stuff to your advantage

Do you have a lot of dresser drawers that are packed?  Good, don’t empty them.  Use your drawers as improvised packing boxes instead of taking things out, put them in a box, and then unpack them in your new home.

3. Free packing material

Don’t feel like you have to buy rolls of bubble wrap to protect your things.  Heavy winter clothes and old sheets and comforters make great packing material for fragile items.  You are going to have to pack them anyway, so you might as well use them to lighten your packing load.

4. Think small

Don’t feel like you have to pack everything into a half dozen giant boxes.  Multiple smaller boxes work just as well and they are also lighter when it comes time to carry them.

5. Labels are your friend

If you’ve got a lot of stuff, then you know it will be ridiculously hard to find when it comes time to unpack.  Label all of your boxes, not just with the location, but also with a box number.  Then use an  online app such as Sortly (https://itunes.apple.com/us/app/sortly-moving-organizing-inventory/id529353551?mt=8)  to keep track of what you put in each box by the organizing number.

 

What every pet owner needs to know about moving

Pet Moving Day

We all like to think of our pets as part of the family, even like our own children. And just like kids, pets get anxious and stressed out when it comes to leaving home and moving into a new place.

That’s why it’s so important to take special care of your pets so they don’t get harmed or upset during a move. Here are some things that every pet owner needs to know about making a move with their precious pet

1) Pack on overnight kit along with your own

Everyone is told to pack an overnight kit of essentials like toiletries and clothes when they’re moving. The same holds true for pets. Pack a special bag with their food, litter, and toys that will help keep them calm and relaxed when you arrive and have to unpack.

2) Put them in a kennel or with a friend

When you’re actually moving, you want to reduce the amount of stress on your pet. Do this by keeping them out of the way of the movers. Send them to a kennel for the day or have a friend watch them. This will be a lot less traumatic than having them underfoot or slipping outside during the move. When you actually take them to the new home, be sure to do so in your own car so you can make them feel comfortable.

3) Be wary of certain species or breeds

Certain animals are more susceptible to trauma during a move because they don’t deal well with change. If you have a bird, fish, a guinea pig, or a bunny, then you should spend extra time and care with transporting them so they’re not injured.

4) Take your pet’s records with you

This one is so you can have a continuous standard of care with your pet. Make sure to get all of your animals shot records and other information. It’s also a good idea if you can do some research and find a good vet in your new location before you move. Also, if your animal has tags or a microchip, be sure to get these updated with your new address and information.

5) Slowly Introduce Your Pet to Its New Home

As much as possible, get your human belongings set up in the house before your pet moves in.  (Even if it’s just one room!) Once your pet arrives  confine him / her to that section in order to adjust to the new surroundings. Give your fur baby lots of attention and love during this time, and introduce them to familiar objects like toys or blankets as soon as possible to keep the transition smooth. Give your pet some time to get adjusted – soon they will feel just as at home as you do 🙂

 

A Parent’s Essential Guide to Moving Day

Imagine this for a moment: You’re five years old and men you’ve never seen before come to your house and take away all of your belongings. Sounds like the stuff of nightmares, right? Well, many adults take moving day for granted as just something that has to be done, but for little children it can be disorienting and scary. That’s why it is important for parents to consider their young ones when it comes to planning a move. Here are 5 Essential things every parent should do before moving day.

Talk to your kids first.

Communication is always going to be key when dealing with children. Talk to your children early on about the move. Get them excited about it. Explain to them how everything will go and also emphasize this is not something to be worried or upset by. These types of reassurances will go a long way in soothing your child

Visit the new home

Another way to ease them in is to visit the new home with them. Get them interested in the house and thinking about how they can decorate their room. Also, show them around the neighborhood so they can see things that they might like to do once they move in.

Get the kids involved

If your child is actively involved in the move, then it won’t seem as scary to them. Have your child help pack up their room. If they’re too young to pack, have them decorate the boxes with their own artwork so that it looks more “fun.”

Get a babysitter

If you have young children, all of your preparation may still go out the door when they see the moving men on the day of the move. That’s why it’s a good idea to get a babysitter that day so they won’t be around to see all their stuff being taken off. Also, this is a great idea so you don’t have to worry about them getting in the way or getting hurt.

Pack a special bag

Finally, be sure to set aside a special bag for your child. This should have some of their favorite clothes, PJs, toiletries, and also their favorite toy (or toys). Be sure to pack a special stuffed animal to help them as a security blanket. This bag will help may the first night in the new home go smoothly.

And remember – kids pick up cues from mom and dad. If you are stressed out – your kids are going to be stressed out too. Stay tuned for our next blog post and find out how to keep your moving day as stress free as possible!