Moving office. Two words that strike fear into even the most organised law firm. Between the chaos of bubble wrap and cardboard boxes, there’s one part you really can’t afford to get wrong – your documents.
We’re talking case files, contracts, court bundles, digital archives – all the stuff that keeps your practice running and your clients protected. Misplace something, and it’s not just a nuisance – it could be a legal and compliance nightmare.
So, how do you keep things running smoothly, protect sensitive data, and stay compliant with UK regulations like GDPR, all while the removals team is hauling desks out the door?
Here’s the no-nonsense guide to handling your documents like a pro during an office move.
Fail to Prepare? Prepare to fail.
The earlier you start planning, the less likely you are to lose something vital in a sea of cardboard.
- Set up a relocation team – Get a few key people involved who can take ownership of document management. Don’t leave it to chance or just assume “IT will handle it.”
- Do a proper audit – Know exactly what you’ve got. That means:
- Physical files (client records, contracts, marketing stuff, archived casework).
- Digital files (on servers, laptops, USBs, email, shared drives, even cloud storage).
- Tidy up – Use the move as an excuse to get ruthless. If you don’t need it, bin it (securely). Stick to your retention policy and shred anything you’ve held onto longer than you legally should.
- Back everything up – Seriously. Do full backups of all your systems, locally and in the cloud. Then test the backups. Because a backup that doesn’t work when you need it isn’t a backup – it’s a false sense of security.
- Standardise your digital filing system – Make sure everyone’s following the same folder structure and naming conventions. Future-you will thank you when you’re trying to find something under pressure.
- Pick the right moving company – Not just anyone with a van. You need someone who understands how to handle sensitive documents securely. Ask about tamper-proof storage, tracking, and insurance.
The Move: Keeping Chaos at Bay
Alright, it’s go time. Here’s how to keep control when the packing tape comes out.
Physical Documents
- Label like a maniac – Every box should say exactly what’s in it, which department it belongs to, and how confidential it is. Colour coding helps.
- Use tamper-evident seals – Especially for anything containing client details. You need to prove nothing was accessed en route.
- Track everything – For sensitive files, have a proper chain of custody. Know who has what and where it’s going at all times.
- Restrict access – Don’t let everyone go rummaging through packed boxes. Appoint key staff to oversee both ends of the move.
- Supervise unpacking – Make sure files end up in the right place and nothing goes walkabout.
Digital Documents
- Shut down servers properly – If you’re still using physical servers, don’t just yank the plug out. Get your IT team to do a safe shutdown and transport them securely.
- Sort out your new network – Set up firewalls, change all default passwords, and make sure everything’s locked down before people start connecting.
- Use secure migration tools – If you’re switching systems or moving data to new servers or cloud platforms, plan it properly. A move is no time for last-minute improvisation.
- Keep endpoint security up – Make sure all devices (laptops, desktops, tablets) are protected with antivirus and firewalls during the transition.
- Temporary access for staff – If people need access to files during the move, set them up with secure VPNs. No emailing documents to personal accounts or saving them on USB sticks.
After the Dust Settles
You’re in. The coffee machine’s working. Now’s the time to double-check everything’s where it should be and nothing got lost in the shuffle.
- Reconcile your inventory – Go back to that original list you made and check that everything (physical and digital) arrived safely.
- Test digital access – Make sure everyone can log in, access their files, and that systems are running as they should.
- Shred what needs shredding – Any packing materials that held confidential documents need to be destroyed securely. Don’t just chuck them in the recycling bin.
- Train your team – If you’ve introduced new filing systems, access procedures, or equipment, make sure staff know what’s what. A five-minute briefing now can save hours of chaos later.
- Update your policies – Things may have changed – filing systems, security protocols, even team roles. Reflect that in your official procedures.
- Review your disaster recovery plan – You’ve moved. Your plan needs to be updated to reflect your new setup. Don’t leave it for “later”.
Specific Heads-Up for Law Firms
If you’re running a law firm, there’s an extra layer of care you need to take. You already know this, but it’s worth hammering home:
- Stay GDPR compliant – That means securely handling personal data, keeping access limited, and destroying what you no longer have legal grounds to keep.
- Client confidentiality isn’t optional – Even during a move. No files left on desks. No conversations near movers. Keep it professional throughout.
- Check your insurance – Your professional indemnity cover should include mishaps during a move. If it doesn’t, now’s the time to talk to your broker.
- Cybersecurity risk is higher than usual – Moves are vulnerable times. Systems may be down, passwords might be shared too freely, and things can slip through the cracks. Keep your guard up.
Quick Checklist Before You Move a Single Box
✅ Done a full audit of all documents
✅ Backed up all digital data (and tested the restore)
✅ Hired a secure mover
✅ Labelled everything clearly
✅ Communicated the plan to staff
✅ Packed confidential files securely
✅ Checked insurance covers document loss/damage
✅ Planned unpacking and setup in the new office
✅ Updated your document management policies
✅ Refreshed your disaster recovery plan
Moving office is never stress-free, but with the right prep, it doesn’t have to be a total nightmare either. Take the time to sort your documents properly and you’ll avoid most of the drama that other firms run into.
Because let’s face it – you’ve got better things to do than dig through a pile of mystery boxes looking for a missing contract.
Keep it organised. Keep it secure. And don’t forget where you packed the kettle.
