How do we handle IT and server relocation?

Office & Commercial Moves

Feb 08, 2026

This article was created with AI assistance and reviewed by our editorial team to ensure accuracy and clarity.

How to Handle IT and Server Relocation

Relocating IT infrastructure, including servers, network equipment, and data centres, requires meticulous planning and execution to ensure data integrity, minimise operational disruption, and prevent damage to expensive, sensitive equipment. It is significantly more complex than a standard office move due to the critical nature of the assets involved.

Pre-Move Planning: The Critical First Step

Planning for IT and server relocation should commence 8–12 weeks prior to the scheduled move date. A dedicated project manager, often from the internal IT team or an appointed external IT relocation specialist, oversees the entire process. This initial phase involves:

Comprehensive Inventory: Create a detailed list of all hardware, including serial numbers, hostnames, IP addresses, and physical locations within racks. Photographing current setups provides invaluable reference.
Risk Assessment: Identify potential risks to data, hardware, and operational continuity. Develop mitigation strategies for each identified risk.
Team Assembly: Designate internal IT personnel responsible for specific aspects (e.g., networking, server administration). Engage with specialist IT relocation providers and the chosen removals firm early in the process.
New Site Readiness: Verify the new location’s power supply, cooling systems, network cabling, rack space, and security measures are fully prepared and tested well in advance.
Backup Strategy: Implement a full and verified data backup protocol. All critical data should be backed up to off-site storage or a cloud service before any equipment is powered down. This is the single most important step for data recovery.
Documentation: Update or create detailed network diagrams, rack elevations, power requirements, and cabling schematics for both current and target locations.

Preparation for the Move

In the weeks leading up to the move, specific tasks must be completed:

Labelling: Apply clear, unique labels to every piece of equipment, every cable (at both ends), and every component. Colour-coding by function or rack can be beneficial.
Power Down Procedures: Follow manufacturer guidelines for gracefully shutting down all servers and network devices. This often requires careful sequencing to avoid data corruption.
Disassembly: Carefully disconnect all cables, removing them from servers and network devices. Secure server rails and other internal components as per manufacturer recommendations. Servers should be removed from racks with anti-static precautions.
Specialised Packing: IT equipment requires robust, anti-static packing materials. Custom-built crates, flight cases, and specialised anti-static bubble wrap or foam inserts are often used. Original packaging, if available, offers the best protection for individual components. Heavy servers should be packed individually.
Insurance: Review existing insurance policies. Standard removals insurance may not cover the full value of specialist IT equipment. It is advisable to explore specialised insurance for office moves and understand options like Full Value Protection for high-value assets.

Transport and Logistics

The physical relocation phase requires careful handling and secure transport:

Specialist Vehicles: IT equipment should be transported in vehicles equipped with air-ride suspension to mitigate vibration and temperature control where necessary. Tail lifts are essential for safely loading and unloading heavy server racks.
Security: Maintain strict chain of custody. Vehicles should be tracked, and equipment should be supervised at all times. Consider using sealed containers or vehicles with secure locking mechanisms.
Load and Unload: Equipment should be loaded and secured to prevent movement during transit. Heavier items should be placed on the vehicle's ground floor level.

Reassembly and Testing at the New Site

Upon arrival at the new location, the reassembly and testing phase begins immediately:

Unpacking and Placement: Carefully unpack equipment, placing items into their designated racks according to the pre-move documentation and labelling.
Reconnection: Reconnect power and network cables meticulously, following the updated network diagrams and labelling.
Power-Up: Power up equipment in a controlled sequence, usually starting with networking infrastructure, then storage, and finally servers.
System Testing: Conduct comprehensive system tests to verify functionality. This includes network connectivity, application accessibility, data integrity, and performance metrics. Any issues identified should be addressed promptly.
Contingency Planning: Be prepared with a rollback plan should critical systems fail to come online. This often involves readily accessible backups or temporary fallback solutions.

Post-Move Considerations

Even after all systems are operational, ongoing attention is required:

Monitoring: Continuously monitor system performance, temperature, and power consumption.
Documentation Update: Ensure all documentation, including physical layouts and network diagrams, is updated to reflect the new configuration.
Feedback: Conduct a post-mortem review with all involved teams to capture lessons learned.

Effective IT and server relocation hinges on meticulous planning, clear communication among all parties, and the involvement of experienced professionals. Focusing on these areas will minimise business downtime and ensure a smooth transition of critical operations.