Overview
When moving offices within a department or if you are moving to a new department, the following article outlines how technology should be handled to ensure a smooth transition of employee-assigned technology, minimize disruption to work and maintain IT asset accountability.
Responsibilities
- Employee: Responsible for safely relocating their assigned equipment.
- Manager: Ensures the employee is aware of this procedure and schedules the move.
- Information Technology: Provides support if technical setup assistance is required at the new location.
- Campus Operations: Provides support for any non-technology relocation requests (i.e. furniture.)
Scope of Equipment
This procedure covers the following NEOMED-issued items assigned to an employee:
- Windows or MacOS device
- Docking station
- Desk phone (if applicable)
- Peripherals/Accessories (keyboard, mouse, monitor(s), headset)
Relocation Steps
Moving offices within the same NEOMED department or to a new department? Please refer to the information below to guide how technology should be handled when moving offices.
Pre-Move Preparation
- Back Up Important Data
- Ensure all critical data is backed up to the company-approved cloud or network storage.
- Label Equipment
- Use provided asset tags or labels to identify each item with your name and new office number.
Day of Move
- Power Down and Disconnect
- Shut down your computer.
- Carefully disconnect all cables from devices (laptop, dock, phone, monitors, etc.).
- Coil and secure cables with zip ties or Velcro straps to avoid damage.
- Pack and Transport Equipment
- Use appropriate containers (e.g., moving bins or boxes) to transport the equipment.
- Do not leave any technology unattended during the move.
- Desk Phone
- If assigned a physical desk phone, transport it along with your other equipment.
- Note the phone extension number and report it to IT if it needs to be reassigned to a new port.
New Office Setup
- Reconnect Equipment
- Set up your docking station, computer, monitors, and other peripherals.
- Plug in the desk phone (if applicable) into the designated network port.
- Test Functionality
- Log in to your computer and test all devices (internet, monitors, keyboard, phone, etc.).
- If anything does not function as expected, contact IT support.
Post-Move Follow-Up
- Update your New Room Location
- Confirm with IT
- Notify IT that setup is complete and report any issues.
- If a phone extension needs updating, IT can reconfigure it.
- Asset Verification
- IT may conduct a follow-up check to confirm assets have been properly relocated.
Additional Notes
- Do not leave any cables, accessories, or equipment behind in the old office.
- Any department-owned equipment should not be moved to a new department without approval from the owning department head.