When your business is moving locations one of the most daunting tasks is getting all the paperwork together. Depending on the type of business you’re in, there could be thousands of vital documents that need to be safely and securely moved. Keep reading to learn all the different ways paperwork can be saved, stored and packed for an office move.
Downsizing is the First Step
Moving actually presents companies with the perfect opportunity to do a little housekeeping and lighten the load. Before you start backing up files and packing away documents, take the time to go through them and weed out what you no longer need.
- Get a paper shredder and scanner.
- Start with all of your ongoing or open files/projects.
- Any item that is no longer needed, doesn’t need to be on record or is a duplicate go ahead and shred.
- Scan any document that’s a keeper.
- As you go create an organized system for the scanned files. Put each set in it’s own folder that’s clearly titled so it’s easily identifiable.
- Have each employee follow this process until you’ve gone through all the documents.
Collect all of the shredded paper in plastic bags for recycling. Shredded paper shouldn’t be put with the regular recycling. Once paper is shredded to becomes mixed grade paper, which is a little more difficult to recycle. Check with your city waste management and recycling center for information on where to bring your shredded paper. For instance, in Austin the city has a shred day every spring, and Ecology Action will accept shredded paper anytime.
Saving and Storing Your Files Prior to Packing
If you scanned as you shred part of the saving and storing of documents is already done. But having documents in one location isn’t enough. It’s not common, but computers can get damaged in transit, and if that’s the only spot where you stored documents you could be in a bind at the new office.
Try one or all of these backup storage methods:
Save documents onto an external hard drive. The benefit here is you can keep the hard drive with you during the entire move so you know your files are safe and sound.
Put documents on the cloud. A cloud service provides virtual storage for documents, media files and more. Dropbox has been a leading cloud service for years. Users can store files online and access them on all their devices and have the ability to share files with others. iCloud and Google’s Cloud are two additional options.
Send files to yourself using a reliable email platform. This option is more time consuming, but it’s free and fairly secure. Just make sure to use an email platform like Gmail that you know won’t be disappearing anytime soon.
Packing Boxes Made for Files
Like many other things, there are packing boxes specifically designed for files. These boxes make packing up files much easier, and files will be better protected during transit.
A letter file box fits regular 8.5” x 11” documents, and they are usually sized so that an entire drawer can fit in one box. Look for boxes that have built in inserts for hanging your files. That way everything can stay in their folders without shifting around during the move. Pack these boxes nice and full so they won’t get crushed and the folders will stay in place.
A legal file box is larger and has dimensions that perfectly fit 8.5” x 14” legal documents.
The Best Way to Move Your Filing Cabinets
Don’t want to remove all the files from your filing cabinet? We understand, but it really is best to remove the files. If not, the filing cabinet will be very heavy and cumbersome to move, and the weight of the files could actually bend the filing cabinet. Before moving the filing cabinet remove the drawers. This will help reduce the weight and you won’t have to deal with the cabinets moving around during the move. Whenever possible use a dolly to get the filing cabinet up onto the moving truck – they can be heavy even when the files and drawers are removed.
If saving and storing your files has already gotten you behind on work let Square Cow Movers do the packing for you! We’ve helped countless businesses in Central Texas move all their most important files and much more. Get an instant moving quote today!