An office move has a hundred moving parts, and the copier is one of the easiest to forget until moving day. Multifunction copiers are heavy, top-heavy and full of precision parts, and many are leased, which adds rules about who can move them. This checklist covers what to do before, during and after the move so your copiers and printers are working at the new office on day one.
Four to Six Weeks Before the Move
- Check your lease or service agreement: many leasing companies and dealers require notice before a leased copier is moved, and some require a certified mover.
- Call your dealer or service provider to schedule disconnect and reinstall if they handle it.
- Make a list of every copier, MFP and large printer with make, model, location, floor and approximate weight.
- Ask the new building about loading dock hours, freight elevator reservations and certificate of insurance requirements.
One to Two Weeks Before
- Decide where each machine will go in the new office and confirm there is a correct power outlet and a network drop at each spot.
- Talk to your IT team or leasing company about the copier's hard drive and stored scans before it leaves the building; we move the equipment but do not wipe or remove drives.
- Order any finishers, trays or cabinets that need to move with the machine so nothing is left behind.
The Day Before
- Print a final configuration or network settings page from each machine.
- Remove paper from all trays.
- Remove or secure toner cartridges if your service provider recommends it.
- Label each machine and its accessories with its destination room.
For more detail on getting each machine ready, see our copier shipping prep checklist.
Moving Day
Copiers should be moved upright on equipment-rated dollies or pallet jacks, never tipped on their side or lifted by the top or document feeder. Large machines may need a stair climber or ramp. Floors, door frames and elevators should be protected. Our guide on how to move a copier covers each step in more depth.
At the New Office
Let the copier sit at room temperature before powering it on, especially in cold or hot weather. Have your dealer or IT team reconnect it to the network and run a test print and scan.
Quick Checklist
- Lease and dealer notified
- Inventory of machines with models and weights
- Building access, elevator and insurance requirements confirmed
- Power and network ready at new locations
- Hard drive and data handled by IT or the leasing company
- Paper removed and accessories labeled
- Machines moved upright with proper equipment
- Test print and scan after setup