Move Handbook - Preparing for the Move
· Basic Rules
· Office Cleanup
· Hazards and Impacts
· Preparing for the Move
· Move Schedule
· Staging
· During the Move
· After the Move
Budget: Moves are not cheap. Prepare a budget that accounts for equipment that need special attention (i.e., computer servers, etc.) and any clean-up or disposal of items.
Identify your your excess property: Identify and mark the furniture and equipment that won't be going with you as soon as possible so it can be offered to other offices and agencies. Advertise your excess several months before the move so it won't have to be moved twice.
Select your move coordinators: Select people who work well under pressure and who want to do a good job. Depending on the size and scope of the job, anywhere from 2 to 20 people can be designated as move coordinators.
Select your move contractor: Select someone with a proven track record. Make sure they understand the full scope of the job. Walk them through the space.
Prepare your employees: Make sure everyone understands where they have to be. Have the move contractor attend all employee meetings so that everyone has information regarding what to pack, what not to pack, how to pack, how not to pack, how to lift, how not to lift. Provide employees with color-coded stickers from the movers several weeks in advance to allow them plenty of time to pack. Let them know what the new space will be like.
Notify the Public: The law may require you notify the public of any potential closure dates as well as changes in address. Publication of closures of land offices in Federal Register may be necessary.
Be consistent in your policy: Decide up front if employees will be given administrative leave. Make sure the policy is enforced consistently.
Label everything: Walk through the space and identify unmarked items. Label them excess if nobody wants them.
Ensure you have enough keys: Preparing a key schedule is helpful.
Sample Key Schedule:
| Floor | Room # | # of Doors | Staff # | Purpose of Room | Key # | # of Keys |
|---|---|---|---|---|---|---|
| 1 | 112 | 1 | OR-958 | Storage | EBD-5 | 2 |
| 2 | 225 | 1 | OR-957 | Cadastral Records | EAC-20 | 10 |
| 222 | 1 | OR-957 | NTM Room | EAC-18 | 3 | |
| 260 | 2 | OR-958 | Docket/Records | EAC-31 | 3 | |
| 256 | 1 | OR-950 | IRM Storage | EAA-11 | 5 | |
| 4 | 427 | 1 | OR-950 | IRM Storage | EAA-11 | 5 |
| 405 | 1 | OR-932 | PCI Room | ECC-16 | 4 | |
| 410 | 1 | OR-955 | Comp Training Room | ECC-4 | 3 | |
| 5 | 505 | 1 | OR-930 | IRM Storage | EBA-26 | |
| 6 | 638 | 1 | OR-956 | EEO Staff Office | EDD-20 | 3 |
| 639 | 1 | OR-956 | EEO Manager Office | EAA-4 | 3 | |
| 637 | 1 | OR-956 | EEO Conf Room | EDD-20 | 4 | |
| 617 | 1 | OR-910 | ASD Office | EDA-17 | Key same as 618 | |
| 618 | 1 | OR-910 | SD Office | EDA-17 | 8 | |
| etc... | ||||||
Telephones: The new telephone numbers (if applicable) need to be provided to the telephone service vendor several weeks prior to the move, so that the phone lines will be connected at the time of the move.
Computers: Most personal computers can be moved by the movers, although Information Resource Technical assistance may be required to disconnect the computers, pack the hardware, and re-connect the computers at the other end.
Special Moves (e.g., copiers, filing systems, etc.): These may need special installation, de-installation or handling in order to keep from voiding maintenance agreements or warranties, or just because they are complex. You may have to request specialized movers.