Getting Organized

Your unit manager or the Studebaker Move Coordinator will contact you at least two weeks before your move date to discuss moving logistics. Preparation is the key to a smooth move!

Purging

Moving is the perfect time to assess the amount of use and need for immediate access to your books and files, and to take advantage of several options for alternate storage of these materials. The options are as follows:

ARCHIVE
DISCARD/RECYCLE
TAKE HOME
DONATE

Please set aside time to assess your books and files before your move.

Packing

You are expected to pack and unpack yourself. As part of Columbia University’s “Go Green” effort, we are encouraged to pack with the plastic, reusable packing boxes that will be delivered two weeks before our move, or since we are faced with the Labor Day weekend, we are making arrangements to have them delivered earlier (details to follow).  As you may or may not have noticed, we have provided cardboard boxes upon request for anyone wishing to start packing in advance for whatever reason.  However, if you are able to wait for the reusable boxes, we prefer to honor Columbia Facilities’ efforts for conservation.  

Please keep in mind that staff will not be allowed to bring any furniture, fans or personal items, such as tables, chairs, or refrigerators.  Only computers and up to 5 boxes of books, files and desk supplies will be allowed.  If you have a laptop in your office, please take it home prior to the move for security reasons – monitors and docking stations will be moved by the movers.  We also advise that “valuable” personal items, including plants, be taken home and brought to Studebaker once you are settled in. 

Here are some general guidelines for packing:

Desks and Credenzas: Pack all contents.
TIP Seal paper clips, pencils, and all other loose materials in envelopes and then pack them in boxes. Protect all glass with paper or other stuffing.

File Cabinets: All file cabinets must be emptied and contents packed by the user.

Supply Storage Cabinets, Bookcases and Coat Racks: Pack all contents except computers and Office Machines: DO NOT PACK COMPUTERS. Leave them on top of their desk or stand. Pads and covers for machines should be placed in boxes. Movers will give particular attention to these units. Please remember to BACKUP YOUR DATA! All work related computer data that is stored on your desktop hard drive should be backed up and all storage media (e.g. discs, tapes) should be adequately packed. If you need assistance with backing up data or have any other questions, contact CUIT helpdesk at (212) 854-1919.

Building Security / Keys
Your CUID will be activated to allow access to your new location on your first day.  The building will have 24/7 swipe access, as well as security guard-monitored access during business hours (8:00am to 7:00pm-Summer / 6:00pm-Winter) for internal and external visitors.  You will receive keys to your new office when you arrive on your first day.  More information regarding visitor access will be provided on forthcoming memos.
Keys to doors, cabinets, drawers, etc. should be labeled and given to the Studebaker Move Coordinator.

Maps and Bulletin Boards, etc.: Please remove any items you will be taking with you from the wall. Place them on end, back-to-back in boxes. If the item does not fit in a box, lean it against the wall and the mover will take it from there. Label each piece. Consolidate small pictures in one box. Cushion with packing materials, e.g. newspaper
 

Records: Now is a good time to evaluate your records to determine if any can be disposed before you have to pack and move them. For more information on your department's record keeping responsibilities, speak with your direct supervisor. You can find out more information about Iron Mountain, Columbia University's preferred records management vendor at http://tp194.purch.columbia.edu/purchasing/contracts/vendorDisplay.asp?v=043038590.
It is very important that records containing any "personal identifying information," for example name, address, Social Security number, etc., are destroyed in the disposal process. Shredding is the preferred method of destroying such records.

Labeling

Everything moving must be labeled.

The move vendor will give you labels that are to be placed on every box or other items to be moved with your name and new work location.

Label placement: The move vendor will supply labels to the Studebaker Move Coordinator. Place labels in a uniform and conspicuous manner. The movers require uniformity to quickly and efficiently place your boxes and equipment in the new location.

Telephones and Computers

Telephones

There will be no change to your existing phone number and your new phone will be set up at Studebaker .

Computers

Before the Move
Back up your work-related files stored on your computer's hard drive prior to the move. If you have created any files such as Word documents or spreadsheets on your local drives you should copy them to your personal network drive before the move as a precaution. If you have special storage capacity needs, please contact CUIT helpdesk at (212) 854-1919 as soon as possible.

On the Day of the Move
Simply be sure that your computer is turned off when you leave your office on the day before your move date. Staff from CUIT will disconnect your computer and the movers will pack it up. Your equipment will be reconnected during your move date and should be functioning in your new office space when you return to work.

Important: If you have a laptop in your office, please take it home prior to the move for security reasons. Please also take home PDAs and digital cameras.

Building Security / Keys

You will receive keys to your new office when you arrive on your first day. If necessary, your CU ID will be activated to allow access to your new location on your first day.

Post-Move Procedures

Issues, Questions or Concerns
While we hope that everything will be exactly as you want it when you arrive in your new location, there may be some issues to be addressed. Please contact your unit manager or the Studebaker Move Coordinator with any requests.

Something Missing?
If you discover that an item or box seems to have gone missing in the move, please do not panic. Since your belongings have been moved or rearranged, you may not be able to immediately locate some item. Usually it is in your office, just not where you expected. Occasionally, it is not, but is in the immediate area. If you can not find something after a quick search of the immediate area, please contact your unit manager or move coordinator who will initiate more extensive search procedures.
Notifications
Do not forget to work with your unit manager or move coordinator to notify people of your move, including:
-CU Mail Services
-Office of Human Resources
-All vendors and other business contacts and associates

You may also need to update your business cards and letterheads.