There may be several important areas to consider when relocating your office to a new space, and one that’s especially important for the modern business is moving servers, computers and other valuable pieces of technology. Especially if you’re a business that maintains its own servers in-house, it’s vital to ensure not only that these are moved with care, but also that you follow the right steps to avoid any problems during this process.

At Mesa Moving and Storage, we’re happy to help with a variety of commercial moving services in Salt Lake City and several other areas, including for companies who have dedicated servers and are looking for quality moving and planning solutions for these items. Here are some basic tips we offer to clients in this realm, from inventorying and backing up your server data to specific mover tips and more.

considerations relocation office serversCreate an Inventory List

First and foremost, you should move through your entire server room setup and create a detailed list of all the servers, hard drives and other hardware you have. A thorough inventory form can help you track down specific boxes for each piece of technology, which is especially useful if some of these are already packed away or are in another room.

The inventory list will play a huge role in your process from here, including receiving your free moving estimate from Mesa Moving and Storage, as well as helping us know how best to load up the truck for your move. Servers and their related hardware often require a very specific type of packing for the best results, and our team will be able to guide you through these types of solutions in coming steps.

In addition, proper inventory allows you to take stock of any needs your company may have in the server area. If you need to upgrade, decommission or repair any parts of your system, this allows you to see your exact situation and create a plan accordingly.

Back Up and Protect Data

The next step here, and a vital one you must be sure not to overlook, involves backing up all the data on your servers. This step is designed to ensure the safety of all the information housed on these machines, including both business data and individual personal files.

In many cases, your servers will have dedicated backup programs already in place — this is an ideal time to check them and ensure that everything is running smoothly. In some instances, however, you’ll need to run a manual backup of certain data or folders related to your service’s vital functions.

In addition, if you have more than one server room for any reason — i.e., a backup location in case the primary area gets damaged — make sure to back up all your data here as well to create a single, unified list. For those companies who have particularly sensitive data, another backup will often be performed minutes or hours before the physical move itself begins, just to ensure nothing is lost.

Use Proper Packing and Labeling Materials

If servers arrive at their destination without proper markings, the resulting confusion could lead to significant downtime and a high-risk repair or replacement process. In addition, servers need special packing materials for maximum protection, including foam padding and custom boxes that fit the hardware perfectly.

When we arrive with our team of Mesa movers, we’ll be able to offer advice on the best materials and methodologies for your situation. For instance, cables should be packed in an anti-static bubble wrap, while hard drives should be packed in a custom box with soft foam padding. This helps ensure that no damage occurs during the move itself and also serves to protect against natural disasters or impacts from other items being loaded onto the truck.

In addition, labeling each server with important error codes, serial numbers and contact information is another way of minimizing downtime and confusion during the relocation process. With a clear, easy-to-understand layout, your servers should have no problem being quickly unloaded by our team and placed in the correct spots by you — while still maintaining their full functionality throughout this entire time.

Scheduling and Organization

Once you’re confident your servers have been packed and marked appropriately, it’s time to schedule your move. This includes not only contacting your moving professionals and setting up a date, but also planning out which items will be moved first and whether a specific order needs to be maintained.

In addition, you’ll want to schedule all meetings with our team for the day before your relocation begins. We’ll be able to provide an hourly estimate for how long it will take us to load up your office, leave the facility and get everything set up at the new place — any meetings before this time are simply meant to provide our team with a detailed layout of your space.

Prep Movers

Finally, on the day of the move itself, your movers will speak to you in-person ahead of the process beginning. This is your final chance to give any special instructions or provide additional information that you need moved or packed.

Once your servers are ready for the big day, they’ll leave with our team and be relocated to their new destination quickly and safely. From there, we can even help with unpacking everything so you can get back to work almost immediately after the move concludes!

For more on how to arrange and manage a server relocation as part of an office move, or to learn about any of our residential or commercial moving services in SLC, speak to the staff at Mesa Moving and Storage today.

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