Moving office files safely takes three steps. Purge what you no longer need, pack the rest in numbered boxes that match a file map, and keep confidential records sealed. Files with sensitive data should be shredded by a records vendor, never tossed in a dumpster.
Files are often the heaviest and most sensitive part of an office move. A lost box can mean lost contracts or exposed client data. A clear system protects both.
Should you purge files before moving office files?
Yes. Every box you do not move saves time and space. Before packing, check your record retention rules with your accountant or attorney. Then sort every drawer into keep, scan, store off-site or destroy.
| Category | What to do |
|---|---|
| Active files | Pack and move to the new office. |
| Inactive but required | Box for off-site storage. |
| Can be digitized | Scan, then shred the paper if your rules allow. |
| Past retention date | Shred through a records destruction vendor. |
How do you pack office files for a move?
- Use file boxes, not loose stacks. Standard file cartons keep folders upright and in order.
- Keep drawer order. Pack one drawer at a time, front to back.
- Number every box. Write the number, department and drawer on two sides.
- Build a file map. List each box number and where it goes in the new office.
- Seal confidential boxes. Use tamper-evident tape and mark them for the coordinator only.
Can file cabinets be moved full?
Usually not. Full lateral cabinets are very heavy and can tip or bend during a move. Most movers ask that cabinets be emptied. Some lightweight vertical cabinets can move with files inside if the drawers are locked and the cabinet is wrapped. Ask your mover before moving day.
How do you keep confidential files secure during a move?
- ✓Limit who handles them. Assign one staff member to track confidential boxes.
- ✓Keep them together. Load sensitive boxes as one group and unload them first.
- ✓Lock the room. Store them in a locked room at both ends.
- ✓Check them off. Count boxes out of the old office and into the new one.
Some records carry legal rules. The FTC’s Disposal Rule guidance explains how businesses must destroy consumer report information.
Good to know: LiteMovers moves and stores records. Shredding should be handled by a dedicated records destruction company that provides a certificate of destruction.
Moving a file room?
We pack, track and move records in numbered order, so nothing ends up in the wrong place.
How do you unpack files at the new office?
Unpacking goes fast when the file map is ready. Movers place each numbered box in front of the cabinet it belongs to. Staff then refill drawers in the same order they were packed.
- ✓Place cabinets first. Set file cabinets in position before any boxes arrive.
- ✓Unpack by number. Work through boxes in order, one drawer at a time.
- ✓Check the count. Match every box on the file map before breaking down cartons.
- ✓Lock up right away. Confidential drawers should be locked as soon as they are filled.
Where can you store files you don’t need every day?
Many offices move only active files and send the rest to storage. That keeps the new office lean. Our commercial packing and storage service can hold boxed records in our secure warehouse.
Moving office files near Philadelphia
LiteMovers handles commercial moves for law firms, accounting offices and institutions across the region. We work in Media, West Chester and King of Prussia.
Moving a medical practice? See our medical office moving guide. Closing an office for good? Read our office decommissioning checklist.
Moving Office Files FAQs
How do you move office files without losing order?
Pack one drawer at a time into standard file boxes, keeping the folders in their original order. Number every box and record it on a file map that shows where each box goes in the new office. Unpacking by box number keeps your filing system exactly as it was.
Can you move a file cabinet with files in it?
Most movers ask that file cabinets be emptied, especially heavy lateral cabinets. Full cabinets can tip, bend or injure the crew. Some lightweight vertical cabinets can move full if the drawers are locked and the unit is wrapped, but always check with your mover first.
How do you keep confidential files safe during an office move?
Seal sensitive boxes with tamper-evident tape, assign one staff member to track them, and load and unload them as one group. Store them in a locked room at both locations. Count the boxes out of the old office and back in at the new office.
Should I shred old files before an office move?
Yes, if the records are past your required retention period. Check retention rules with your accountant or attorney first. Use a records destruction company that provides a certificate of destruction. Never put files with personal or client data in regular trash or a dumpster.
Move your records with care
Get a plan for packing, tracking and storing your office files.
LiteMovers LLC · 307 East Church Rd, Suites 1 & 2, King of Prussia, PA 19406 · (610) 755-5535 · Toll-free 1-877-798-8989 · moves@litemovers.com
Licensed and insured · PA PUC A-8916211 · USDOT 2173383 · MC-888055
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