Handling IT Equipment & Sensitive Materials in Office Relocations
Secure logistics for IT equipment and sensitive office materials. SEND PARCELHome / Our Business Areas / Industry / Handling IT Equipment & Sensitive Materials in Office Relocations
IT and sensitive materials require specialised packing, transport, and compliance during office relocations.
Success depends on chain-of-custody logs, anti-static protection, GDPR-compliant data handling, and insured high-value transport.
Record Express provides sealed custody, shock-proof crates, and EcoVadis-certified secure handling across Belgium.
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Office Relocation Logistics ·
Minimising Downtime During Moves ·
Eco-Friendly Office Relocations
Why are IT assets and sensitive materials a special case?
Direct answer: IT systems and confidential files carry financial, operational, and legal risks. A single mishandled server or lost file can trigger fines and business disruption.
Unlike standard office furniture, IT equipment and sensitive materials need controlled packing and movement.
Servers, routers, and drives must remain powered down, data-wiped, and shock-protected.
HR and finance archives require sealed custody and GDPR compliance.
Record Express treats these flows separately from bulk furniture, applying trained crews and insured handling.
What risks exist in moving IT equipment?
Direct answer: Risks include data loss, physical damage, and regulatory breaches. Preventing these requires anti-static packaging, encryption, and insurance.
IT downtime is costly, averaging thousands of euros per hour for large firms.
Equipment damage or missing drives can cause GDPR violations and reputational harm.
Record Express applies anti-static bubble wrap, shock-proof crates, and custody logs to prevent these risks.
| Risk | Impact | Prevention |
|---|---|---|
| Data loss | Regulatory fines and workflow breaks | Backups, encryption, sealed custody |
| Physical shock | Hardware failure | Shock-proof crates, anti-static wrap |
| Unauthorised access | GDPR breach | Tamper seals, sign-in logs |
How should servers and network equipment be transported?
Direct answer: Servers and routers should be powered down, labelled, cushioned, and transported in anti-static, shock-resistant containers with chain-of-custody tracking.
Servers and racks are high-value, fragile, and central to operations.
Record Express uses dedicated IT crates, foam inserts, and secure vans.
Devices are scanned at pickup, sealed, and verified at drop-off, ensuring no tampering occurs.
Server transport checklist
- Power down and disconnect cables
- Label each component for reassembly
- Use anti-static bags and foam crates
- Maintain chain-of-custody logs
How to handle sensitive paper archives?
Direct answer: Confidential HR, legal, or finance files must be boxed, sealed, and logged. Custody records prove integrity and prevent GDPR risks.
Paper files still exist in many Belgian offices, especially in legal and medical sectors.
Record Express supplies lockable crates, tamper-evident seals, and custody signatures for every transfer.
Optional shredding or secure storage completes the chain.
What compliance standards apply in Belgium?
Direct answer: GDPR, ISO27001, and Belgian waste/e-waste regulations apply. Movers must meet these to avoid fines and compliance failures.
Belgian companies face strict GDPR enforcement. IT equipment and sensitive documents must be handled according to data protection standards.
Record Express follows ISO27001-aligned procedures and ensures WEEE-compliant e-waste disposal through licensed recyclers.
| Standard | Applies to | Implication |
|---|---|---|
| GDPR | Personal data (digital & paper) | Secure custody, logging, deletion |
| ISO27001 | Information security management | Documented handling processes |
| WEEE Directive | IT/electronics disposal | Certified recyclers, manifests |
What insurance and risk management is required?
Direct answer: Specialist insurance for IT and high-value materials covers theft, loss, and downtime. Always check that policies match equipment value.
Standard moving insurance may not cover IT equipment.
Record Express provides full-value coverage, backed by risk assessments and GPS-tracked transport.
This ensures liability is clear if damage or loss occurs.
How do secure handling practices reduce downtime?
Direct answer: By controlling custody, labelling, and testing, IT systems can be operational within hours of arrival, minimising downtime and disruption.
Record Express coordinates directly with IT departments.
Servers and devices are placed and reconnected in sequence, ensuring quick restart.
Documentation ensures employees find their workstations ready and functional from Day 1.
Talk to Record Express about data-safe logistics, insured IT transport, and custody-controlled office moves.
FAQ
What is chain of custody in office moves?
Chain of custody is a documented log showing who handled sensitive equipment or files at each step. It prevents tampering and proves compliance.
Can servers be moved while online?
No. Servers must be powered down and backed up. Some firms use cloud replicas to keep services live during physical relocation.
Do movers need GDPR training?
Yes. Staff handling sensitive data must understand GDPR rules, data integrity, and logging requirements. Record Express trains all secure-handling crews.
Sources & Further Reading
- Belgian Data Protection Authority – GDPR guidance
- European Commission – WEEE Directive
- Record Express – Office Relocation Logistics
Record Express was awarded a 59/100 score by EcoVadis, the global leader in sustainability ratings.
