How to Move Your IT Equipment Safely in Ottawa

Computers, servers, monitors, and phone systems they're not just expensive; they're the heart of your daily operations. A single damaged cable or poorly packed drive can set your team back for days.

Here’s how to protect your investment, keep downtime to a minimum, and ensure your move is as seamless as possible.

Do an Inventory Before You Touch Anything

Before a single monitor comes off a desk, take the time to create a detailed inventory. Document every workstation, server, printer, router, and specialty device. Make a note of serial numbers and any special configurations.

Not only does this keep things organized, but it’s also your best backup in case something gets misplaced. A good rule of thumb: if it plugs in and your staff rely on it daily, it goes on the list.

‍Back-Up Everything, Twice

It can’t be overstated: back up all your data before the move. Ideally, you’ll have both a cloud-based backup and an off-site physical copy. Even with the most careful movers, accidents or delays can happen. Knowing your critical data is safe gives you and your IT team serious peace of mind.

If you don’t have an internal IT department, it’s worth bringing in a specialist for this step. They can make sure servers and workstations are properly shut down and that no important files are hanging out on local machines without protection.

Use Proper Packing for IT Gear

Don’t just toss monitors into a box with bubble wrap. Sensitive equipment needs tailored protection. Original boxes with moulded foam inserts are ideal. If those are long gone (as they often are), use sturdy moving boxes, plenty of anti-static bubble wrap, and packing peanuts.

Cables should be disconnected, labelled clearly, and packed in zip bags. This small step saves hours of frustration when setting up in your new Ottawa office. For extra help, look into professional packing services that understand how to handle electronics.

Trust Specialists for Moving Day

Not all moving crews are trained to handle racks, data cabinets, and heavy multi-function printers. A dropped server or improperly secured switch can mean thousands of dollars in replacement costs and, worse, major business disruption.

Make sure your mover is experienced with office relocations. A team that specializes in office moving in Ottawa will know how to safely move your tech, secure it in the truck, and unload it without damage.

Don’t Forget Climate Sensitivity

Servers and backup drives don’t love Ottawa’s summer humidity or freezing winter temps. If your move involves significant time in a truck, ask your moving company about climate considerations. They might advise minimizing time in transit or arranging for temperature-controlled storage if needed.

Reconnect with a Plan

Finally, set aside enough time in your new space for organized reconnection. Use your inventory list and labelled cables to rebuild workstations systematically. Power up devices carefully, confirm network connections, and test printers and shared drives before declaring the move complete.

Moving your IT equipment doesn’t have to be stressful. With solid planning, the right packing, and a moving company that knows what they're doing, you'll be back online before your competitors even notice you are gone.

Thinking about an upcoming office relocation to Ottawa? Let our experienced team at Upmove handle the heavy lifting (and the delicate systems) so you can stay focused on your business.