Protecting Business Data During a Move

Protecting business data is critically important to a business. Your data is one of your company’s most prized possessions (remember, your people come first!) But data breaches, leaks and theft can result in serious losses. If customer’s data gets exposed, they could sue you, leading to financial losses. If customer data gets misused or stolen, they’ll leave you – and possibly take thousands of other customers with them. This is why it’s important to protect sensitive data – even more so during a move.

  • Conduct a Comprehensive Data Audit: Before the move, conduct a thorough audit of your business data. Identify sensitive information, critical databases, and proprietary systems. Knowing exactly what data you possess will help prioritize its protection.
  • Backup Your Data:
    • Regular Backups: Ensure that all critical data is regularly backed up leading up to the move. This provides a safety net in case of unforeseen issues during the transition.
    • Offsite Backups: Consider storing backups in an offsite location or on cloud servers. This protects your data from physical damage or loss during the move.
  • Implement Data Encryption:Encrypting sensitive data adds an extra layer of security. This ensures that even if data is intercepted during transit, it remains unreadable and secure. Work with your IT team or a cybersecurity professional to implement robust encryption measures.
  • Update Security Protocols:
    • Change Passwords: Before and after the move, update passwords for all systems and accounts. This reduces the risk of unauthorized access during the transition.
    • Review Permissions: Double-check user access and permissions. Ensure that only authorized personnel have access to sensitive information.
  • Secure Wi-Fi Networks:If your business relies on wireless networks, secure them with strong encryption protocols and unique passwords. This prevents unauthorized access and protects data transmitted over the network during the move.
  • Plan for Downtime:Anticipate potential downtime during the move and plan accordingly. Communicate with clients and stakeholders about any interruptions in services and set expectations for when normal operations will resume.
  • Test Systems After the Move:After the move is complete, conduct thorough tests to ensure that all systems are functioning correctly. This includes testing data access, communication channels, and the overall cybersecurity infrastructure.

Train Your Staff

Once your staff knows that a commercial move is imminent, they need to be trained on what to pack, how to pack, and how to protect their data. Your staff should be on high alert to protect their computer and to ensure of company data. All employees with laptops should be storing files on a secure drive or cloud-security based server, so if a laptop is damaged, lost or stolen, the data can be recovered. IT staff knows the best approach.

Inventory All Hardware

Well before the move, your IT staff will have backed up all data before any servers are relocated. In addition to backups, your IT staff should conduct a thorough inventory of all technology equipment – including printers, scanners, VOIP equipment, routers and end-user equipment like desktop computers. In addition to counts, the condition of the equipment should also be documented. That way, if a printer gets mishandled, you’ll know that those scratches weren’t there before the move. Important equipment should be photo documented, and the documents supplied to the movers if needed. If you have unique equipment like lab equipment, custom-built crates can be assembled to protect valuable apparatus.

Trust IT Staff

Your trusted IT staff should be the first line against data loss. They should work closely with your commercial movers, with a short list of who is permitted access to server rooms, clean rooms, etc. Your project manager will understand who is in charge of protecting the assets during the move – it’s important to identify who will have access to the sensitive data. This means that an office understands who is in charge of protecting the information during the move. It’s equally important to assign who will back up the data, who will handle the packing and loading of the computers and backed up files, and who is handling other associated tasks.

Be Smart When Packing

Monitors, computers, desktop scanners and other electronics should be wrapped in bubble wrap or soft packing like blankets and towels. Never use packing chips or Styrofoam chips which can break and get into small vents/fans – and they can carry static electricity. To be extra secure, you may want to tape over vents/fans during transit to prevent dust particles from getting in. Box electronics as securely as possible, filling empty gaps with bubble wrap. Be sure to mark these boxes as “fragile” but don’t write “computers” or “electronics.” Don’t advertise to would-be thieves which boxes are the most valuable!

Choose the Right Company for Technology Relocation

Many things can affect data during an office move. For example, temperature shifts can harm computers and storage devices and items can be dropped or damaged during the move. Additionally, theft can happen too. Kinetics Moving has varied and extensive experience moving personal/office computers, making us seasoned technology relocation experts. Don’t trust your valuable data to just anyone. We offer qualified, experienced and knowledgeable professionals who have been background checked for an additional layer of safety.