• Assign a moving coordinator early. Agencies with experience say coordinators will have four times as much work to do as you might think. So be sure to give them time and resources to do a good job. Many moving firms offer free checklists and brochures for moving coordinators.
  • Checklist - The Department of Administrative Services (DAS), Facilities Division has a form: Relocation and Move Guide Checklist, which has proven very helpful; call (503) 378-2865, ext 221 and ask for a space planner to request a copy. Agencies can also access DAS, Facilities Division´s web page  for more information on Space Planners.
  • Risk Assessment - Consider having agency personnel complete a formal risk assessment to review the things that could go wrong during your agency´s moving activities. This is always a good business practice. It can uncover issues or problems that your agency may want to address. It also provides documentation of your decisions. Check out our risk assessment process on our web site.

• If you have panel-hung systems furniture, make sure new cubicle work surfaces are set to each occupant´s ergonomic work height. This way the employee can move right in and set up to work. This avoids extra moves to reset the employees´ work surfaces to the correct height. And, waiting until after they have settled in increases the risk of costly workers´ compensation claims. Employees may not realize what is causing their discomfort and pain until they see a doctor.
  • Contact your agency Safety Advisor to coordinate work surface height set-ups.

• Make sure your inventory is up to date and tags are attached. Identify furnishings and equipment that may not be tagged.
  • Document the condition of any critical items of art, high value equipment, or other special pieces.

• Clean house; do not move what you no longer need. But remember:
  • Conform to your records retention plan as required by the State Archivist. Do not discard public records unlawfully.
  • Call DAS, State Surplus Property at (503) 378-4714 to dispose of unwanted furniture and equipment. Call them well in advance of your move to arrange removal and sale of surplus items.

• Consider using a licensed mover or Department of Corrections Moving Services. Why? Well...what would an employee’s injured back cost your agency? Are your employees trained to lift and carry heavy or bulky objects? Do you have the right equipment to move large objects?
  • There is a statewide contract for moving services. Go to DAS, Purchasing Division´s web page.
  • Consult the risk assessment that you completed. Look for areas of exposure that can be transferred to the contracted mover. Also, look for opportunities to control the chance of a loss happening that can be included in the Statement of Work for the mover´s contract. Licensed movers can move you safely; safe for your people and property.
  • Licensed movers will provide insurance for losses they cause during the move. The move coordinator should review the contracts in advance of the move and plan accordingly.
    • For assistance with the types and limits of insurance coverage to require of a licensed mover, the coordinator should review our Smart Contracting Toolkit. 

• Are your employees trained to move high value, fragile or specialty property? You may want to advertise and select a mover’s bid based, in part, on its specific plan for moving your special property. 

• Back-up hard disks on personal computers. Transport the back-up tapes or disks separately. Check with vendors, manufacturers, and/or your mover for any special precautions to take in moving computers and other equipment. Coordinate with your agency IT experts.

• If agency personnel will be responsible for the move, review the risk assessment your agency completed and consider these questions: 
  • Who is the owner of the property to be moved? Is it agency-owned property? Or, is it borrowed, rented, or leased property for which you have agreed to be responsible in writing for loss or damages?
  • If the property is not agency-owned, who will move the property? Does the agency have the permission of the owner to move it? Who will be responsible for any damage that occurs during the move? Have you reviewed existing agreements? Will the property be moved to a location that is appropriate for its operation, i.e., have you followed the manufacturer´s or the owner´s requirements for installation and operation?
  • If the property is agency-owned, will loss or damage be covered by the state´s self-insurance program?
  • Is there property which is of high value or critical in nature that must be moved?

The state´s self-insurance program covers direct physical loss or damage to property included on the Annual Risk Report, subject to the terms and conditions of the policy. 

• Call DAS, Risk Management Division if agency personnel will be responsible for all or parts of the move. We can help with questions about coverage.
  • Remember, if you have not reported the value of property on the Annual Risk Report, it will not be covered during the move.
  • If you have property that has not been included or have property either not covered or limited by our self-insurance policy, we may be able to provide special coverage. Call us before you move. Special coverage may be available through the Self-Insurance Fund or through a commercial policy.

• Have your moving coordinator monitor the move and the movers from start to finish. He or she can foresee and resolve problems, answer questions, and spot damage. Monitoring also encourages movers to be careful.

• Check the presence and condition of your property as each phase of the move or the entire move is done. Advise the mover and DAS, Risk Management Division of any damages or losses as soon as possible. Document and point out any obvious damages to the movers’ supervisor during the moving process. Do not delay inspecting and reporting any claim for damages or loss. For losses above the Self-Insurance deductible, report to DAS, Risk Management Division no later than 90 days after the loss.