Understanding how corporate storage works and what standards a reputable provider should follow, helps you ask the right questions before committing. Below are the SOPs Nellions Moving and Relocations applies to the three most common categories of corporate storage which are documents, furniture and electronic equipment.

Document Storage

Company documents like financial records, contracts, HR files and client data, could be described as assets to a business. Their storage must balance security, accessibility, and regulatory compliance.

Categorize Before You Pack

Not all documents carry the same level of sensitivity. Before any box is packed, documents should be classified into tiers:

• Confidential / Restricted such as, contracts, Human Resource files, financial statements and legal files.
• Internal Use Only like meeting minutes, company policy documents, code of conduct records or project records.
• General / Archive such as newsletters and training manuals.

Each tier should be labelled before items leave the office. This determines how they are stored, who can access them, and how they are eventually disposed of.

Storage Documentation Process

Every box going into storage must be documented before storage:

• Arrange contents by document type, classification tier, and date of storage into a master inventory register
• Record the name of the staff member who packed and sealed the box
• For highly sensitive documents, photograph the contents before sealing

Packaging and Sealing

Proper packaging protects documents from staining, sunlight exposure, and damage during transit and storage:

• Use double corrugated archive boxes.
• Do not compress or bend documents. It will cause wrinkling of papers.
• Store in upright position.

Secure Physical Storage Conditions

A professional document storage facility must meet the following environmental and security conditions:

• Fire-resistant storage racking and control systems
• Controlled humidity and temperature to protect documents.
• Pest and rodent prevention procedures.
• Entry to storage facilities is controlled and restricted to authorized personnel.
• Continuous CCTV surveillance monitoring.

Document Access and Retrieval Guidelines

Access to stored documents should never be informal. A clear retrieval process protects both the client and the storage provider:

• Retrieval requests must be made in writing (email or formal request form) by an authorised representative of the storage company
• The storage provider logs all retrieval requests, including date, requester name, and documents accessed
• Documents are never released to third parties any without written authorisation.
• Transfer and handling records are maintained for every document that leaves storage.

Records Keeping and Disposal Schedule

Documents should not be stored indefinitely. A retention schedule should be agreed at the start of the storage agreement:

• Define how long each category of document will be held
• Set a review date for destruction or return
• Ensure sensitive documents are destroyed by shredding.

Office Furniture Storage

Poor handling of office furniture can result in scratches, damage, or the loss of components like screws that make reassembly impossible. These procedures can prevent these occurrences:

Inventory and Condition Assessment

Before any piece of furniture is moved, document its current condition:

• Photograph each item from multiple angles
• Note any pre-existing damage on an asset condition form
• Record dimensions, material type, and any special handling requirements

Disassembling

Disassembling of furniture, reduces the risk during transit and storage:

• Desks by removal of legs, detachable frames, cable trays and monitor arms.
• Shelving units by removal by adjustable shelves and keep fixings in labelled bags.
• Office chairs by removal of armrests and castors.
• Filing cabinets by emptying fully, lock drawers, and retain the key.

Wrapping and Protection

The wrapping standard determines whether furniture arrives at your new office in the same condition it left the old one:

• For wooden surfaces, wrap with protective packaging materials like corrugated cardboard paper, foam wrap or furniture blankets.
• Glass components should be wrapped individually in bubble wrap and mark clearly as FRAGILE.

Storage Conditions and Stacking

How furniture is arranged in storage shows how it will survive storage long term.

• Store in dry, climate-controlled conditions, humidity and heat cause wood to mould.
• Use pallets to prevent contact with moisture from the ground.
• Do not stack heavy items on top of fragile items.

Storage of Electronic Equipment (Computers, Laptops, Servers and Printers)

Most IT equipment is of high monetary value and prone to mishandling and damage. Damage to a server, laptop, or printer during a relocation can mean lost data, and costly replacements. These SOPs apply to all electronic equipment.

IT Asset Audit and Data Protection

Before any equipment is disconnected or moved, the following must be considered;

• Create a full asset inventory listing every device which include information like make, model, serial number, assigned user, and current condition.
• Back up all data in cloud location with verification that backup is complete and accessible.
• Wipe or encrypt hard drives on any devices being sent to storage that will not be used immediately. This prevents data exposure if a device is lost or accessed without authorisation.
• Document IP addresses and network configurations for servers before disconnection.

Packing Procedure by Device Type

Different devices require different packing procedures:

Laptops

• Pack in the original manufacturer boxes where possible because these are designed for the device’s dimensions.
• Where original packaging is unavailable, wrap the laptops in bubble wrap.
• Never stack laptops on top of each other without any form separation.
• Label each box with the device serial number and assigned user.

Desktop Computers or CPUs

• Remove the power cable and pack separately.
• Wrap the computers in foam or bubble wrap before boxing.
• Mark boxes as FRAGILE / THIS SIDE UP

Monitors

• Use original boxes where available.
• Store monitors upright, not face-down

Printers 

• Remove all paper trays and pack separately.
• Remove ink cartridges and toner cartridges and pack them in away to prevent leaks.
• Wrap in corrugated cardboard paper and secure with shrink wrap.

Servers

• Server relocation should always be led and supervised by a qualified IT professional.
• Maintain a documented delivery note from disconnection to storage to relocation.
• Store servers in climate-controlled conditions.
• Do not place any items on top of servers.