What Steps Should You Take to Secure Sensitive Documents During an Office Move?

Moving an office involves not just the physical shifting of furniture and equipment but also the careful handling of sensitive documents. These documents can range from employee records and client contracts to financial statements and proprietary information. Securing these documents during a move is paramount to protecting your business’s privacy and compliance with legal obligations. Turn Key Operations, a leader in office relocation services in Rochester, NY, and beyond, offers these essential steps to ensure your sensitive documents are secure during the moving process.

Inventory and Categorization

Conduct a Document Audit

• Begin by auditing all physical documents to identify which are sensitive and require special handling. This step helps in understanding the scope of what needs to be secured.

Categorize Documents

• Categorize documents based on their level of sensitivity and the legal requirements for their handling and storage. This categorization will dictate the security measures needed during the move.

Preparation and Packing

Digitize When Possible

• Convert physical documents to digital formats whenever feasible. This not only reduces the volume of items to move but also adds a layer of security. Ensure digital files are backed up and encrypted.

Secure Packing Materials

• Use tamper-evident seals, locked document containers, or security bags for packing sensitive documents. Such materials deter unauthorized access and indicate if tampering has occurred.

Controlled Access

• Limit access to sensitive documents during the packing and moving process. Assign trusted employees to handle these documents, maintaining a clear chain of custody throughout the move.

During the Move

Personal Transport for Highly Sensitive Documents

• Consider personally transporting highly sensitive documents, or use a secure courier service, ensuring these documents are never left unattended during the move.

Secure Storage

• If documents must be stored during the move, use a secure storage facility that offers controlled access, surveillance, and environmental protections against fire, water, and pests.

Maintain a Chain of Custody

• Keep detailed records of who handles the documents and when, maintaining a chain of custody. This accountability helps in tracking documents throughout the move.

At the New Location

Immediate Secure Storage

• Prioritize the secure storage of sensitive documents upon arrival at the new office. This may involve safes, locked file cabinets, or a designated secure room.

Review and Update Security Protocols

• Once moved, review and update your company’s document security protocols as necessary. Consider the new office layout and any changes in how documents will be accessed and stored.

Dispose of Unnecessary Documents Securely

• If the audit and move process identifies documents that are no longer needed, ensure they are disposed of securely. Use shredding services that provide a certificate of destruction for added peace of mind.

Post-Move Considerations

Audit and Reconciliation

• Conduct a post-move audit to ensure all sensitive documents are accounted for. This should match the pre-move inventory and any digitization records.

Employee Training

• Train employees on any new procedures or locations for accessing and securing sensitive documents in the new office.

Continual Review

• Moving is an excellent time to review and possibly overhaul your document management policies. Ensure these policies are updated to reflect any new risks or operational changes post-move.

Office Relocation Rochester, NY and Commercial Moving

Securing sensitive documents during an office move requires meticulous planning, careful handling, and an understanding of privacy and compliance requirements. By following these steps, businesses can protect their sensitive information and ensure a seamless transition. Turn Key Operations remains committed to providing comprehensive relocation services in Rochester, NY, and nationwide, understanding the critical nature of document security in any move. With the right approach, your move can be both efficient and secure, safeguarding your business’s most important assets every step of the way.