Without a doubt, relocating a multi-department business is a complex task. And the most daunting aspect of the entire process is relocating the IT department.
With the thread of information technology binding every segment of your business, avoiding costly mistakes during an IT relocation is a must. This is when you start to worry about things going wrong during the move.
A hassle-free relocation needs in-depth planning and support from an experienced IT relocation service team. The trick is to break down the relocation process into multiple manageable steps. That way, managing the entire process will not be too overwhelming for you.
Here, we have listed the steps to help you out with an IT relocation.
Assessment and Planning
The first step for ensuring a hassle-free IT relocation is planning well ahead of the actual move. It is best to start at least two months ahead of the relocation date. Quite simply, you cannot form a relocation plan based on assumptions. So, an initial assessment of your IT infrastructure is essential for managing all the critical activities.
A visit to the new location to check its layout is essential for proper network relocation. Review your current network infrastructure and check if it meets the demands of the new location. This also helps in addressing key technical issues like cabling, ports, power requirements, and access control in the new location. Another aspect is to evaluate the requirements of the server room.
Other steps include planning for the de-installation of the IT equipment and removal of any surplus IT assets. In addition, the service providers, technology vendors, and carriers need to be informed well in advance.
Set timelines for each activity to avoid delays and last-minute scrambles. Next, estimate the potential downtime for the stakeholders and keep the timeline realistic. Also, plan to communicate with your staff to keep them informed of the upcoming changes, timelines, and potential IT disruptions.
Inventory and Documentation
An assessment of your IT assets includes the activity of preparing a comprehensive inventory list for all the items and software licenses. This involves noting down the serial numbers, model numbers, and configuration details of each device.
It is essential to document the details of the existing setup, including the configurations and connection. This will help you to assemble the server in the new location.
Unless you are running an IT Asset Management process this may sound difficult. However, meticulous inventorying is essential to safeguard your equipment during the move. This list will also help you to pinpoint any tech equipment that needs replacement or an upgrade.
The next step is to prepare a list of any new equipment that you may need. That way, you can purchase them or gather quotes from service providers.
Data Backup and Security
The data is the lifeblood of your business and securing it is a crucial part of an IT relocation. Make sure that all the data is backed up in a secure location – cloud backup can be a good option. Ideally, go for multiple backups to secure critical business data.
If you already have a server backup policy in place, confirm the security features and recovery options. Adding an extra layer of security for the relocation is a good idea. Cross-check any legal obligations you may have about data protection. You need to follow legislative requirements at every step.
Dismantling and Packing
Dismantling and packing IT equipment is tricky and you cannot rush the process. The sensitive server components and fragile electronic items should be carefully handled at all times. Keep in mind that a single damaged component can result in delays and may require replacing an entire piece of equipment.
If your team is not experienced with the proper packing techniques for IT equipment, it is best to get help from a professional relocator like ARC. Start by labeling all the hardware and cables to make reassembly easier.
To pack the items, you will need the right set of tools. Other items needed are packing materials, including items like anti-static bags, and foam padding or bubble wraps. Most commercial relocation services provide special boxes with thicker walls for packing sensitive electronic devices.
Transportation
The first step towards secure transportation is assessing the risks. Based on this, consider the best security measures you can take during transportation. Consult the moving company to map out the best route for a quick and safe transfer. Choose the right moving vehicles and secure each item to prevent any damage during the move.
Most importantly, take steps to prevent the risks of data breaches and unauthorized access during the transit. Identify each person involved with the transportation and their responsibilities.
Use the inventory to keep track of all the items to prevent any loss or theft. Everyone involved in the process should be discreet and follow a communication strategy to provide periodic updates during the move.
Setup and Testing
Once the move is complete, check each item to ensure that they have not been compromised. After unloading, it is time to set up the devices. Check the IT network in the new location to ensure that everything is working smoothly.
Make sure that all the software, the company’s intranet, and extranet are functioning properly. You can consider inviting the service providers to check the new setup and answer any queries you may have.
Post-Relocation Support
The relocation is complete. Well done! But the process is not over yet. Now, the focus should be on restoring smooth operations and resolving any disruptions.
The team of IT relocation specialists needs to ensure that there is no corruption or damage to the data. Support should also be provided to each stakeholder to address their problems.
In some scenarios, there can be equipment compatibility issues leading to functionality problems. You need to have a contingency plan to address these issues through alternative channels. To deal with productivity disruptions from unforeseen issues related to damaged equipment, arrangements for backup hardware should be made.
Why ARC Relocation is the Solution
If you are not sure about handling the IT relocation services on your own, place your trust in ARC relocation. Here are a few aspects that make ARC Relocation stand out in the crowded relocation market.
- We have conducted IT relocations for multiple organizations across various industries with a customer satisfaction rate of 98%. That speaks for our dedication to delivering the best to our customers.
- ARC Relocation offers the full range of IT asset relocation services from planning to post-relocation support. With a team of skilled professionals who have in-depth knowledge of the processes, we work to deliver the reliable service that your business needs.
- Our team of professionals is focused on customer satisfaction. We work on the foundations of trust and transparent communication to provide the best solutions for critical relocation issues.
- ARC Relocation uses the latest technology to make the relocation process more efficient and reduce bottlenecks. Our proprietary software platforms are some of the best in the industry. They are designed to make a complex relocation a seamless process for our clients.