Office relocation might be an inevitable aspect of business growth, but that doesn’t mean it’s without risk. Whether you’re moving to another city, or just to a larger office space in the same building, it’s important to carry out a full security risk assessment before you move, and take the appropriate steps to minimise the security risk to your business. These risks aren’t always obvious, so to help your business experience a smooth office relocation, we’ve created a guide to the security risks you should be aware of before relocating offices.
Lack of communication
As with any business move, communication is key. Failed communication can be more than just an inconvenience, it can actually be a security risk for your business. Not only is communication vital in the organisation of the move, you’ll also need to communicate your business needs when it comes to security- be that round-the-clock security guards, or ID checks during the office move, or the installation of certain security features for the move to take place. It’s vital that everyone involved in the process is aware of all communication, but it can be easier if one person is takes the lead on this. Assigning a project manager to make, and keep a record of, all communication can get around this problem and minimise the risk it poses to your company.
Your office relocation is the perfect time for an equipment overhaul, but have you considered what might happen to the devices that aren’t coming with you? Whether you resell, recycle, or dispose of your redundant IT assets, it’s important to consider your options before you move. This will allow you to partner with a reputable ITAD company to assist with data erasure and sanitation of these devices, as well as advising on the best next step for each asset, in line with all environmental legislation, such as the WEEE Directive, and data protection regulation, such as the GDPR. Failure to deal with these redundant assets before you move could put any sensitive business data they store at risk, as well as resulting in financial and reputational damages for your business.
As with any big move, there’s the risk that things may get lost- be that paperwork, or smaller devices and cables. Not only is this inconvenient, hindering the setup process in your new location, it also leaves business data at risk. You should create inventories of absolutely everything that will be moving to your new office and keep a record of the numbered box in which each item is transported. You should also log exactly which boxes are being transported at what time, and in which vehicle. Ideally, all office equipment should be transported between spaces in secure, GPS tracked vehicles. Once equipment has arrived, you should complete a new inventory, matching it up against the first.
Who will have access to your new, and existing, office space during the relocation process? Everyone that can access those spaces, from your staff to building staff and removal companies, must be accounted for. To minimise the risk during this time, access should be restricted to those that really need it, and should be logged to help you keep on track of who is coming into contact with your business assets.
Enlisting the help of an experienced and trustworthy third party service can help to ensure a smooth, safe and secure office relocation process. EOL IT Services has over 22 years in the IT industry, meaning we have a wealth of expertise to offer when it comes to office relocations. We can assist in all areas of office relocation, including the disposition of any redundant assets. For more information on the EOL relocation services, visit https://www.eolitservices.co.uk/services/it-de-commissioning-and-it-relocation-services/ or contact us on 0845 600 4696