Relocating Employee Technology

How technology should be handled for employees that are moving and making an inter-departmental or new departmental relocation.

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

1. Back Up Important Data
   • Ensure all critical data is backed up to the company-approved cloud or network storage.
2. Label Equipment
   • Use provided asset tags or labels to identify each item with your name and new office number.

Day of Move

1. 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.
2. 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.
3. 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

1. Reconnect Equipment
   • Set up your docking station, computer, monitors, and other peripherals.
   • Plug in the desk phone (if applicable) into the designated network port.
2. 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
  • Please update Article - Updating Your NEOMED Room/O...
• 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.