Moving Instructions

OVERVIEW

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This document outlines essential guidelines and responsibilities related to the upcoming relocation. To ensure a smooth and organized move, it is important that all employees adhere to the procedures described below. This includes preparing workspaces, packing appropriately, coordinating with IT and moving services, and managing personal and office equipment. It is recommended that a relocation coordinator be designated from within the department or area group that is being relocated. Following these steps will help reduce disruptions and support a successful transition to your new location.

In summary, all employees are responsible for properly packing their personal and office items, labeling them accurately, and coordinating with appropriate support teams for moving technology and leased equipment. File storage should be cleaned out, with digital conversion encouraged. IT equipment must be disconnected and backed up in advance. Items such as wall-mounted fixtures and cubicles require special handling and should be coordinated with Operations or designated vendors (work orders may be submitted for many of these types of preparations). For questions about keys, technology setup, or special moving requirements,
please consult your relocation coordinator or the contacts provided.

PACKING

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It is recommended that a relocation coordinator be designated from within the department or area group that is being relocated. Before your relocation, boxes will be delivered to your department by Space & Resource Management upon request when sponsored by a large project or the Space Allocation Committee. If you need additional boxes, please contact:

Johnny Robertson  or  806.834.0243

File Storage

All files must be removed from any file storage furniture pieces.

This move is an excellent opportunity for your department to digitize and eliminate paper files. As files are sorted and removed from filing cabinets, please consider converting your files to digital format, if possible. A file shredding vendor can be contacted for paper shredding needs.

Computers & Technology

Please disconnect and label all your computer components so they can be delivered to the correct area. This means you need to pack keyboards, speakers, mice, and other items associated with each computer set-up.

Please ask all your employees to back up their computer files before moving to the new location. Although we do not anticipate any problems, it is simply a precaution and best practice to back up digital files before moving computer equipment. The movers will not unplug/disconnect any technology/computers. If you or anyone from your team requires assistance with tear-down and set-up of technology/computers, please arrange for your IT contact to assist prior to the relocation start time; or discuss with your relocation coordinator.

Personal Items

Personal items in your office and desk such as pictures, mementos, lamps, clocks, etc., should be personally packed and moved by each individual to ensure their safety. The moving company will not be held responsible for any personal items.

COPIERS AND OTHER OFFICE EQUIPMENT

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Leased copiers and other office equipment typically must be moved by the leasing company. Please check with your relocation coordinator or vendors to schedule relocation of these items.

LABELS

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Only items with clear and legible labels will be moved to the new location by the movers. Please make sure that all items for transport are marked with the labels provided (or uniform labels created by the department), that each label is filled out correctly, and that the items are grouped together as much as possible. This  includes boxes, furniture, and any other items to be transported. Also, please place the labels on the side of the boxes near the handles versus the top; this allows for ease of distribution.

Please include the following information on the labels:

• • Owner’s last name
  • Building Name for the move location
  • Room Number for the move location

Items that are not labeled will not be moved by the moving company.

WALL MOUNTED ITEMS, CUBICLES AND WORK ORDERS

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Some items require additional preparation prior to moving day. Items that are installed or mounted to walls, such as TVs, art, shelving, projectors, etc., must be deinstalled before they can be moved. Please submit a work order request via TMA iServiceDesk or call 806.742.4OPS (4677). Punch list items can be directed via work order after the move is completed. If you have any questions about this process, please contact your relocation coordinator.

Similarly, cubicles must be moved by specialty groups/furniture vendors, and the relocation coordinator will assist in making these arrangements. The furniture specialists will dismantle and reassemble cubicles at your new location. Please note that Operations is responsible for disconnecting (unplugging) all power cords, “ponytails” and Internet connections from cubicles prior to the vendor’s disassembly of cubicles.

TELECOMMUNICATIONS

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Computers

Your new space will have data ports for your computers and other telecommunications equipment. Please note that data ports are based on the number of occupants per room and not on furniture arrangement or other spatial conditions. This means that occupants may need to use the entire length of cord to accommodate their computer placement in relationship to the data port.

KEYS

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The designated distributor for your department will need to follow the link, and fill out all necessary information to complete this process:

KMS: Key Management System

There are help documents available for this process located under the Resources section on the top, right-hand side of the page. If there are any questions or concerns, please contact 806.742.4OPS (4677).

WHAT TO EXPECT ON MOVING DAY

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Unless otherwise coordinated, the contracted or staff movers typically arrive between 8:45 - 9:00 AM. In many cases, moving may occur in more than one space at a time. Any special needs or accommodations should be made in advance if possible. It is likely that some finish-up items will need to be addressed by submitting work order requests or further coordination with the Relocation Team.