IT Relocation Checklist

IT and Telecommunications are the lifeblood of any company. If your systems aren’t working and your phones aren’t ringing in your new office then you cannot operate. Following this checklist will help you arrange and supervise your office move securely, effectively and without interruption in your services.

Plan Early. Ensure you book the move date as early as possible with your Managed IT Services Provider (especially if you want to move over the weekend). Short notice can lead to disruption and disappointment.

• Schedule a site visit with your IT Provider at the new office location and review the configuration plan of the new office.
• Assess the existing voice and data networks and identify what can be moved, what should be replaced and what extra network cabling is required
• Identify where you need power jacks, telephone and network cabling drops.
• Decide optimum location for printers, faxes, copiers, modems and scanners
• Confirm whether minimum requirements for the new server room are met (electrical, cooling, dimensions and security)
• At least 2-3 months before the move, contact all IT, ISPs, Riser Management and telecom service providers and tell them when and where you are moving

Business Phone Considerations. With new offering becoming consistently available, make sure you shop around for the right phone system and service contract that best suits your needs.

• Review and consider what phone system and capabilities is best for the new office. Consider VoIP technology as it can streamline costs and provide better features.
• If you are changing phone service, plan for number porting and the time required for switching carriers.

Protect Your Data. It’s critical to be prepared for worst case scenarios at all time, but most importantly during an office relocation.

• Make several backup copies of all company data systems including firewalls and servers, store copies where they will not be affected by the move, such as the cloud.
• Ensure that you restore your backup data. Do a test run or have your Managed IT Provider perform this function prior to your move.

Wi-Fi Coverage. Adequate Wi-Fi coverage is essential for mobile phones, laptops, printers and other devices that may require wireless connections.

• Identify your wireless needs. How many devices will be accessing the network at once? How much speed and bandwidth is required.
• Obtain a floor plan and diagram the area the network will cover. On the floor plan, note the locations of walls, stairwells, elevators and other elements that may block wireless signals.
• Evaluate the current infrastructure. Look for places where wireless access points can be mounted, such as ceilings and pillars and nte the locations of the existing wired network closets and existing access points.
• Determine the areas to be covered and decide on locations. Offices, meeting rooms, break rooms etc. By being strategic about which spaces are necessary to cover, you’ll end up with a high-performing and efficient network.
• Determine total number of access points, switches , router, rack, etc.

Surveillance Cameras. A major feature in any building security is video surveillance. If you are planning on a camera system, planning beforehand is important.

• What specific views or areas on the property are to be monitored? Indoor and outdoor?
• How much storage is required – 30 days?
• How many cameras will be installed?
• Cabling requirements?
• What other equipment is necessary: switches, rack, licenses, etc.
• Get quotes from a certified installer.

Access Control. Given the number of security threats a business or organization must defend in today’s world, controlling access to a building or facility is a serious concern. Credentialed access to your new office needs to be planned and executed prior to move day.

• Is there a current access control system in the building?
• Can you tie into the existing system or do you need to add your own solution?
• How many doors of access exist?
• Is there existing door hardware that can be repurposed?
• Research access control software or discuss with your Managed IT Services Provider on best in class solutions and support.
• How many employees?
• What type of credential will be used? RFID, Mobile, iClass, etc.

Move Day. It’s a good idea to have your Managed IT Services Provider on site on the first day to help staff with any questions or network connectivity issues. Do a site walk and check the following:

• Verify all cabling, equipment and phones are in the right place
• Check all individual telephone numbers and their locations. Test voice mail and auto attendants.
• Test all features of the phone system.
• Start all servers and test network capability and data migration
• Check incoming and outgoing emails.
• Check website, internet and WiFi
• Tech each network connection
• Test all printers and fax machines