Moving Offices Without Losing Track of Everything: A Storage Plan for Businesses

An office move involves more than transporting desks and filing cabinets to another address. Equipment needs to be disconnected, documents must remain organized, and employees still need access to the tools they use every day. When the new office isn't ready to receive everything at once, the relocation becomes more complicated.

Knowing how to use self-storage when moving offices gives businesses a way to separate the moving process into manageable stages. At STORE-N-LOCK Self Storage, we offer storage solutions across several western states, including Utah and Colorado. Businesses comparing storage options in Aurora, CO can review our locations while planning where to keep furniture and other belongings during the transition.

Why Use Self Storage During an Office Move?

An office relocation rarely happens all at once. The old lease may end before the new space is fully prepared, furniture deliveries may arrive on different dates, or renovations may need to be completed before employees can return to their usual workstations. A storage unit provides a temporary place for belongings that don't need to move directly into the new office. Rather than filling unfinished rooms with boxes and furniture, businesses can move nonessential items into storage and retrieve them as the new layout takes shape.

Storage is also useful when downsizing. A smaller office may not have room for every filing cabinet, spare desk, or piece of meeting-room furniture. Keeping selected items off-site gives the business time to decide what should be retained without forcing those decisions during moving week. The important part is deciding what belongs in storage before packing begins. Otherwise, essential equipment may end up in a unit while outdated furniture occupies valuable space in the new office.

Start With an Office Inventory

Before moving anything, document what the business owns and where each item is supposed to go. An inventory prevents equipment from becoming misplaced and helps determine how much storage space is necessary. Start with larger belongings such as desks, chairs, filing cabinets, and shelving. Record their dimensions, quantities, and condition. For electronics, include identifying information such as asset numbers or serial numbers when appropriate.

Next, separate belongings into three categories: items moving directly to the new office, items going into temporary storage, and items that will be sold, donated, recycled, or otherwise disposed of. This classification should be completed before requesting moving estimates or selecting a storage unit. It gives movers a clearer picture of the work involved and reduces the likelihood of paying to transport belongings the company no longer needs.

Decide What Employees Need Immediately

Not every piece of office equipment can wait until the relocation is complete. Computers, networking equipment, phones, and essential documents may need to remain accessible throughout the transition. Work with department managers to identify the equipment required for daily operations. These belongings should be packed separately and assigned a clear destination. Keep the first-day office supplies together as well. Basic stationery, charging cables, and frequently used equipment shouldn't be scattered across several storage cartons.

What Office Items Can Go Into Self Storage?

Many ordinary office belongings are suitable for storage, subject to the property's rental rules. The best candidates are items that aren't required for immediate business operations.

Desks, Chairs, and Office Furniture

Spare desks, conference tables, office chairs, and shelving are common items to store during an office relocation. Furniture takes up considerable room, especially when the new office layout hasn't been finalized. Disassemble large pieces where practical. Keep screws, brackets, and other hardware in labeled bags associated with the correct furniture. Photograph complicated assemblies before taking them apart.

Clean furniture before packing and use suitable covers to protect surfaces from scratches and dust. Wood furniture and upholstered seating should be completely dry before entering storage. Avoid stacking heavy boxes on office chairs or placing concentrated weight on delicate tabletops.

Computers, Monitors, and Printers

Electronic equipment needs more preparation than ordinary office furniture. Before disconnecting computers, confirm that important data has been backed up and that the company's IT team has documented the equipment configuration. Label cables and accessories according to the device they belong to. When original packaging is available, use it. Otherwise, choose boxes with suitable padding and avoid leaving monitors exposed to pressure from other belongings.

Printers may require additional preparation depending on the model. Follow the manufacturer's instructions for transporting ink or toner systems, particularly when equipment will remain unused for an extended period. If electronics will be stored for several weeks or months, consider whether a climate-controlled environment is appropriate. Confirm the actual conditions maintained at the location rather than assuming every indoor unit provides the same protection.

Business Records and Archived Files

Office relocations are an opportunity to review document retention practices. Paper records that must be preserved don't necessarily need to occupy filing cabinets in the new workspace. Sort records by department and retention category before packing. Use sturdy document boxes and label them with descriptions that make sense to authorized employees.

Confidential records require additional safeguards. Businesses should maintain appropriate access controls, follow applicable privacy and retention obligations, and confirm that off-site storage meets their internal requirements. Avoid placing original documents needed for current operations into long-term storage without a retrieval plan.

How Much Storage Space Does an Office Move Require?

The amount of space needed depends on the volume and dimensions of the furniture, equipment, and cartons being stored. Counting desks alone won't provide an accurate estimate because chairs, cabinets, and irregularly shaped equipment occupy additional room. A 5x5 unit, which provides approximately 25 square feet of floor space, may be worth considering for a limited number of boxes or compact office supplies. It isn't a practical substitute for measuring large furniture.

Our guide to what fits in a 5x5 storage unit offers a closer look at the capacity of a small space. For larger relocations, create a list of furniture dimensions and estimate the floor area required. Remember to account for walking space if employees will need to retrieve documents or equipment during the move. Don't assume that every item can be stacked. Monitors, upholstered furniture, and delicate office equipment may require separate placement, reducing the amount of usable vertical space.

Choose a Location Based on Your Moving Schedule

Location matters differently during an office move than it does for long-term household storage. If employees or movers need to retrieve belongings several times during the relocation, the route between the old office, storage facility, and new address becomes part of the plan. 

Before selecting a property, confirm its access hours and loading arrangements. An office move scheduled outside normal business hours requires particular attention to when the storage area can actually be accessed. Check whether the location offers the unit size and storage conditions your business needs. Availability and features can differ between properties.

Create a Storage Plan Before Moving Day

A successful office move requires a clear sequence for packing, transporting, and retrieving belongings. The storage unit should be part of that sequence from the beginning rather than an arrangement made after the moving truck is loaded.

Four to Six Weeks Before the Move

Begin the inventory process and identify which belongings will require temporary storage. Confirm the new office layout so employees know which furniture and equipment will be needed immediately. Request moving estimates and determine whether the relocation will happen in one day or across several stages. If storage is necessary, compare available unit sizes and rental terms. This is also a useful time to review equipment disposal requirements. Electronics and confidential documents may need specialized recycling or destruction services rather than ordinary disposal.

Two to Three Weeks Before the Move

Start packing archived records, spare furniture, and other items that aren't needed for daily operations. Label every carton with its department, contents, and destination. Arrange the storage unit so that items required early in the new office setup will remain accessible. Furniture intended for later use can be placed farther back. Confirm which employees are authorized to access the unit and establish who will maintain the inventory.

During Moving Week

Keep essential business equipment separate from belongings going into storage. Verify that employees know where their workstations and necessary supplies will be located. As boxes leave the old office, update the inventory to reflect their destination. If an item enters storage, record that movement rather than waiting until the relocation is finished. Before the moving team leaves, confirm that stored belongings match the inventory and that access routes inside the unit remain clear.

After the Office Opens

Once the new office is operational, review the remaining stored inventory. Identify furniture that should be brought into the new workspace and equipment that is no longer necessary. Schedule retrievals according to operational priorities. There's little reason to move every archived document or unused desk into the office simply because the main relocation has ended.

Keep the Storage Unit Organized During the Transition

An office storage unit should be arranged around retrieval needs. If employees need archived records or spare equipment during the transition, those belongings should remain accessible. Group boxes by department and use numbered labels that correspond to the company's inventory. Place heavier cartons at the bottom of stable stacks and keep fragile equipment away from areas where it could be struck during loading.

If the unit has enough room, establish a walkway from the entrance toward the rear. Shelving may also be useful for smaller items, provided it's permitted by the facility and suitable for the stored weight. Keep a copy of the inventory somewhere employees can access without entering the unit. A shared spreadsheet with clear ownership is usually sufficient for a small office move.

Budget for Storage During an Office Relocation

Storage expenses should be included in the overall moving budget. The monthly rental rate is only one part of the calculation, particularly when belongings will remain stored longer than originally planned. Consider the rental duration, unit size, applicable fees, insurance requirements, packing materials, and transportation expenses. If employees need to retrieve belongings frequently, account for the time involved as well.

A smaller unit may cost less, but it isn't necessarily the better choice if employees must repeatedly unload furniture to reach equipment at the back. Our guide to finding storage unit deals explains what to consider when comparing rates and rental offers. Before renting, confirm the applicable billing terms and any requirements for ending the rental. If the office renovation or move-in date changes, those details may affect the total cost.

Protect Business Property While It's Stored

Moving an office creates additional responsibility for company equipment and records. Businesses should verify their insurance coverage before transferring valuable property into storage. Commercial insurance policies differ, and coverage for belongings stored away from the primary business address may be limited or excluded. Review the policy with the appropriate insurance professional rather than assuming existing coverage automatically applies.

Keep records of high-value equipment, including serial numbers and photographs where appropriate. If several employees will have access to the unit, establish a clear authorization process and update access permissions when responsibilities change. Check the facility's restrictions before storing materials that may be prohibited. Flammable chemicals, perishable goods, and other restricted items should never be assumed acceptable simply because they're used in normal business operations.

Know When to End the Storage Rental

Temporary storage can gradually become permanent if nobody reviews what's left inside. Once the office move is complete, assign someone to evaluate the remaining belongings and decide what should happen to them. Some items may be worth keeping for future expansion, while obsolete equipment and unused furniture may no longer justify their storage cost.

Set a review date when the rental begins. Compare the value of the stored belongings with the ongoing expense, and confirm whether the unit is still serving a useful business purpose. For records that must remain archived, establish a retention and retrieval system rather than leaving boxes in storage indefinitely without a plan.

A More Manageable Office Move Starts With the Right Plan

Office relocations become easier to coordinate when every item has an assigned destination before packing begins. Temporary storage gives businesses room to complete renovations, arrange workstations, and move equipment according to operational needs instead of transporting everything at once. At STORE-N-LOCK, we provide options for businesses that need additional space during a transition. You can explore storage options from STORE-N-LOCK to compare locations and determine which available unit may suit your office relocation schedule.