How to Pack and Move Important Office Documents

office documents

Did you know that a record number of Irish businesses have changed their business practices to an online model? The pandemic has meant a switch to remote working, with many people downsizing or getting rid of their offices altogether. But when the time comes for a move, do you know how to make the change properly? Moving a business can be stressful, though it does not have to be. Read on as we discuss how to move office documents and furniture. 

Start With a Declutter

You really don’t want to shift reams of useless paper during your office move. Not only is it cumbersome, but you will have excess clutter at the other end. Instead, perform a full declutter so you are only taking essential items with you. 

Start by checking if your local area accepts shredded documentation for recycling. Sort a pile of unwanted documents and begin the process. 

If you are ready for the switch to digital, you can start to digitize documents instead. You will need a high-quality scanner for this and though it will take time, it should cut down on physical paperwork drastically. 

After this, declutter any old electronics. Make sure they are wiped before being sold or donated. If you are throwing them away, make sure they go to a designated electronics recycling centre. 

Get Items for Moving

Now you are down to the essential items for your office move, you can make an educated guess on how many boxes you will need. As well as filing boxes, get bubble wrap, packing paper, tape, and pens. You may also need some folders to group your paperwork in during transportation. 

Packing Your Items

When you have prepared for packing an office, you can break the rest of the work into stages. If you have people to help you, make sure they are following the plan so you don’t have confusion at the new location. 

Filing Paperwork

Before you begin, create a separate folder that you can keep to hand. This should include documents you may need immediately, such as your new lease, insurance, and your office move risk assessment. Keep in it a waterproof easy access folder. 

After this, sort your documents into piles related to each other. For example, invoices may go on one, employee information on another and such forth. You should pack the boxes as much as you can to limit movement within them and label them correctly. 


The weight of books can add up considerably. They can also be a wide range of sizes and shapes, making traditional packing quite tough. 

One method is to use them to pack spaces in your paperwork boxes. For example, if you have a box of invoices that is half full, pack the rest with books. This helps pad them out and spreads the weight. 

If you do decide to give them their own boxes, fill in the gaps between them with packing materials. Lay them flat, and cover any old or weak books with bubble wrap. 

Packing Office Equipment and Furniture

Once the paperwork is packed you can start on the larger items. Begin by dismantling anything it is possible to take apart. Wrap it in bubble wrap then label it carefully, keeping any small items like screws safe.

Remove drawers from larger cabinets, or if they lock into place ensure they are secured. Don’t put the papers and filing inside them, as this will just increase the weight and make them cumbersome. 

If you have artwork, then don’t remove it from the frames. Instead, wrap them in bubble wrap thoroughly and tape. 

Computer Equipment

Before you pack any electronic equipment, back up your important files. You may already do this on the cloud. If not, you can place them on hard drives and USB devices. 

Take all cables from computers, wind them up and secure them with tape. Place them all together in a box on top of one another. 

Now individually wrap any towers, monitors, and printers. Make sure they have plenty of bubble wrap and place them in boxes individually. If there is space in the box, fill it with packing materials. 

Tips for Moving Office Documents and Equipment

When moving your documents and equipment, there are a number of rules you should follow. These can help facilitate an effortless move and keep everything safe. 

Think About Storage

Some of your items may be going into storage, either indefinitely or while you wait for a new property. In this instance, you need to think about how and where the items are stored. 

Avoid anywhere with extreme temperatures, as this can age and degrade paper. You should also make sure the area does not have moisture present. Even a short period of time can see mould and mildew ruin your paperwork. 

Take Extra Care With Sensitive Documents

Sensitive documents could be anything that relates to customer or client details. If this goes missing then you could be in serious legal trouble. This is why it pays to take extra care with it.

Place sensitive documents in sealed packages. Should they be tampered with you will be able to tell. Make sure one person is designated as the person to open them at the end. 

During the move, keep them close to you at all times. You may decide to transport them in your own car instead of putting them on the moving truck.

Getting Assistance 

Now you know how to safely move office documents and furniture, don’t be afraid to get help. Moving services are often affordable and they may even help you with the packing. 

Van Man should be your first stop. We have a competitive, reliable service for all your needs. Contact us today and let us help you get settled in your new office space. 

Written by Shop

January 26, 2022

Posted in Moving Tips.

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