IT relocation checklist for Calgary businesses

Moving IT infrastructure is one of the highest-risk operations a business undertakes. A single overlooked dependency can result in extended downtime, data loss, or equipment damage. This checklist breaks down the IT relocation process into manageable stages with specific tasks at each phase.

Phase 1: Initial Planning (6-8 weeks before move)

Inventory & Documentation

• Complete asset inventory: Every server, switch, router, UPS, and piece of network equipment
• Document network topology: Create or update network diagrams showing all connections
• Identify dependencies: Map which systems depend on which others
• List software licenses: Document all licensed software and activation keys
• Photograph existing setups: Take detailed photos of cable connections and rack layouts

Stakeholder Alignment

• Notify all departments: IT moves impact everyone — communicate early
• Define maintenance window: When can you afford downtime?
• Identify critical systems: Which systems absolutely must be up first?
• Assign project manager: One person needs to own the entire move

Vendor Selection

• Get multiple quotes: Request detailed scope from 3+ IT moving companies
• Verify insurance: Confirm coverage limits and certificate of insurance
• Check references: Ask for similar projects and contact references
• Confirm methodology: Ask about port mapping, documentation, and validation process

Phase 2: Pre-Move Preparation (4-6 weeks before)

Source Location

• Port mapping: Label every cable connection with source and destination
• Backup all systems: Full backups of all servers and data
• Test restores: Verify backups are actually recoverable
• Clear data from retired equipment: Wipe anything not making the move
• Document current performance: Baseline benchmarks for post-move validation

Destination Location

• Verify power capacity: Confirm electrical capacity matches requirements
• Test cooling systems: HVAC must be operational before equipment arrives
• Install racks and cable management: Have infrastructure ready
• Pre-run network cabling: Core network runs can be installed in advance
• Confirm Internet connectivity: ISP circuits installed and tested

Logistics

• Reserve elevators: Book service elevators at both locations
• Coordinate building access: After-hours access and loading dock scheduling
• Arrange equipment: Carts, dollies, antistatic materials, packing supplies
• Plan transport route: Consider size restrictions, traffic timing

Phase 3: Move Week

Final Preparations

• Send final notifications: Remind all users of downtime window
• Confirm vendor schedule: Reconfirm all parties are aligned on timing
• Stage packing materials: Everything on-site and ready
• Prep new space: Final cleaning, temp/humidity check

Shutdown & Decommission

• Graceful shutdown: Follow proper shutdown sequences (apps → databases → servers)
• Label everything: Even if port mapped, add additional labels
• Photograph before disconnection: One last visual reference
• Document chain of custody: Who handled what equipment when
• Use antistatic packaging: Protect sensitive electronics

Transport

• Secure equipment properly: No shifting during transport
• Maintain climate control: Avoid temperature extremes
• Track all items: Checklist verification at destination
• Insured vehicle: Verify coverage during transit

Phase 4: Installation & Validation

Physical Installation

• Rack equipment per original layout: Follow photos and diagrams
• Re-cable to mapped topology: Connect exactly as documented
• Verify all connections: Visual inspection of every port
• Power-on sequence: Network core → servers → peripherals

System Validation

• Network connectivity tests: Ping tests, trace routes, bandwidth checks
• Application testing: Log into each critical application
• Database verification: Confirm data integrity and replication
• User acceptance testing: Have key users validate their workflows
• Performance benchmarking: Compare to pre-move baselines

Go-Live

• Notify users: Systems are back online
• Monitor closely: Watch for issues in first 24-48 hours
• Keep backups accessible: Don’t delete old backups yet
• Document any issues: Track problems and resolutions

Phase 5: Post-Move (First 2 Weeks)

• Final validation: Comprehensive testing of all systems
• Update documentation: New network diagrams, rack layouts, IP schemes
• Archive old site info: Keep records of previous configuration
• Conduct post-mortem: What went well? What could improve?
• Thank the team: Recognize everyone who made it happen

Key Success Factors

After relocating IT infrastructure for Calgary businesses since 2002, we’ve identified these critical success factors:

1. Documentation Is Everything

The difference between a smooth move and a disaster is documentation. Port mapping, network topology, and dependency mapping are non-negotiable. Without them, you’re guessing when you reconnect.

2. Plan for More Time Than You Think

Multiply your estimated timeline by 1.5x. Murphy’s Law applies heavily to IT moves. Something will take longer than expected.

3. Test Everything Twice

Backup validation before the move. Application testing after the move. Never assume it works — verify it works.

4. Communicate Relentlessly

Over-communicate with users, stakeholders, and vendors. Send more updates than you think necessary. No one has ever complained about too much communication during an IT move.