Why Data Security Is Often Overlooked During a Move
When businesses relocate, energy is usually spent on floor plans, packing, and logistics. While the physical move is important, the digital move is just as critical. Servers, hard drives, and even a single laptop can hold sensitive data worth far more than furniture or fixtures.
The reality is: data loss during relocations is one of the most common — and costly — oversights. A corrupted hard drive, misplaced server, or insecure transport can mean breaches, downtime, and compliance issues.
The good news? With proper planning, you can avoid these pitfalls and move confidently.
Back Up Before You Pack Up
The golden rule of IT relocations: assume something will go wrong. By creating robust backups, you remove the risk of disaster.
Best practice includes:
Cloud backups: Ensure critical files are synced and accessible in secure cloud storage.
Local encrypted backups: Store data on portable, encrypted hard drives that can travel separately from your main systems.
Offsite redundancy: Keep at least one backup in a completely different physical location to cover worst-case scenarios.
This layered approach ensures that even if hardware is lost or damaged, your business can recover.
Inventory and Label Your IT Assets
Think of this step as creating a “passport” for every device. Build a full inventory that includes:
Computers and laptops (serial numbers + assigned user)
Servers and storage devices
Networking gear (routers, switches, firewalls)
External hard drives and portable media
Use asset tags or barcodes to track equipment during the move. This reduces the chance of a box of cables or an external drive disappearing in transit.
Secure Transport for Sensitive Equipment
Treat your IT assets like valuables, not office supplies.
Use lockable, shock-resistant cases for servers and drives.
Ensure trusted staff, IT specialists, or professional movers with data-handling experience manage the transport.
For highly sensitive hardware, consider separate secure couriers with tracking.
It’s not just about protecting the device — it’s about safeguarding the data inside it.
Manage Timing and Downtime
Plan your IT relocation for minimal disruption. For example:
Schedule moves after business hours or over weekends.
Communicate expected downtime to staff in advance.
Have a rollback plan in case new systems don’t work as expected.
Proactive timing avoids costly surprises when staff turn up Monday morning only to find systems offline.
Test Thoroughly After Setup
Never assume systems survived the move intact. Once equipment is reinstalled, carry out checks on:
Server and network functionality
Internet connectivity
Access controls and firewalls
Backup integrity (test restoring a file to confirm)
This step confirms your systems are not just running, but running securely.
Consider Compliance Obligations
If you handle personal or sensitive data (finance, health, legal, HR), you may be legally responsible for ensuring it’s protected during a move. Data breaches could bring regulatory penalties and reputational harm. A compliant IT move is not optional — it’s essential.