Office Relocation: Document Destruction Best Practices

Relocating Securely

Office moves create significant document security risks. Boxes get lost, documents fall from trolleys, and the chaos of moving day can lead to sensitive information ending up in the wrong hands.

Common Relocation Risks

During Packing:

• Documents mixed with general waste
• Sensitive files placed in unlocked boxes
• Papers left on desks during moves

During Transit:

• Boxes falling from trolleys
• Incorrect delivery to wrong floors
• Lost boxes never recovered

At New Premises:

• Unpacked boxes left in public areas
• Old documents arriving at new secure location
• Mixing of personal items with business documents

Pre-Move Planning

6-8 Weeks Before:

1. Audit all documents and files 2. Identify records past retention period 3. Schedule destruction of eligible records 4. Reduce volume before packing

4-6 Weeks Before:

1. Arrange secure destruction collection 2. Clear archive storage areas 3. Destroy accumulated personal files 4. Clean out desk drawers

2-4 Weeks Before:

1. Final sweep of filing cabinets 2. Destroy remaining eligible records 3. Confirm only necessary documents moving 4. Pack remaining files in labelled boxes

Move Day Security

Essential Practices:

• Use numbered, sealed boxes for sensitive files
• Maintain inventory of all document boxes
• Assign security responsibility to specific staff
• Verify all boxes arrive at destination

Common Mistakes:

• Leaving documents for "later sorting"
• Mixing secure and general items
• Using standard removal boxes without sealing
• Not counting boxes at each end

Post-Move Cleanup

At Old Premises:

• Final sweep of all areas
• Check above ceiling tiles and behind fixtures
• Inspect storage areas and basements
• Arrange destruction of anything remaining

At New Premises:

• Unpack and verify all document boxes
• Report any missing boxes immediately
• Establish new security procedures
• Install locked collection containers

WEST SHRED Relocation Services

We support office moves with:

• Pre-move bulk destruction
• Rapid response collection
• Same-day destruction available
• Post-move premises sweep
• Weekend and after-hours service