- MOVING & RELOCATION GUIDE FOR YALE DEPARTMENTS
The following information and instructions contained in this Guide have been prepared to make the packing and moving easier for Yale departments and to reduce unnecessary delays, which also reduce costs. A Request for Services form should be completed and faxed to 203-436-4594 as soon as the move is anticipated. Preferred move dates cannot always be guaranteed without early notification (two weeks advance notice would usually be considered appropriate). Following these instructions will help for a smooth and efficient transfer to your new location.
- I. GENERAL INFORMATION IN PREPARATION FOR
It is your responsibility to have your staff follow these instructions. Be sure that all employees in your department or section receive this office moving guide.
TR&S Movers Dave and George
Most departments prefer to do their own packing before the actual move. This has proven to be the most efficient and economical way for most moves. TR&S can arrange for temporary labor to do packing; however, the department is responsible to supervise this labor throughout the packing process. TR&S movers can pack if the department desires, however, the rate to pack is the same as to move. TR&S can also arrange for packing to be done by a professional packing service.
All Packing Should Be Completed Prior To The Day Of The Actual Move!
IMPORTANT: ONLY PERSONNEL DIRECTLY INVOLVED WITH THE MOVE SHOULD BE PRESENT DURING THE COURSE OF THE MOVE.
II. PACKING INSTRUCTIONS
1. PERSONAL ITEMS
The mover cannot be responsible for your personal possessions, such as legal papers, money, lighters, fountain pens, keys, I.D.'s, etc. For your own protection, we suggest that you move these items privately, If you need special containers, contact TR&S at 203-436-4581 or fax a Stock Request to 203-436-4594.
2. CARTONS - Packing Tips
TR&S stocks cartons, sealing tape and bubble wrap in the Central Stockroom. See Packing Materials for complete listing. Items may be picked up at the Central Stockroom, 100 John Murphy Drive, from 8:30 - 11:30 am and 1-3 pm on any scheduled workday. Or fax a Stock Request to 203-436-4594. Faxed requests are ususally delivered within two workdays after receipt.
The Central Stockroom stocks two types of cartons: "Totes" and Book Cartons:
- "Totes", available in letter and legal size, is for the sole purpose of packing file cabinet paperwork. They are designed to each hold one vertical file drawer full of files. Their greatest asset is that they can speed up the process of packing file cabinets. They are NOT designed for and thus should NOT be used to pack books, desk or storage cabinet contents, glassware or other fragile items. They should NOT be used if you are packing for shipping by other than a mover. "Totes" do not require the use of sealing tape.
- Book Cartons are heavy-duty corrugated containers. They do require the use of sealing tape. The book carton is an "all-purpose" carton and should be used for the packing of books and all merchanside other than files from a file cabinet.
Be sure all cartons are propertly assembled. Cartons requiring sealing tape require that both the top and bottom to be securely sealed with tape.
DO NOT LEAVE CARTON TOPS OPEN. Carton tops must be flat. All packed cartons must be left closed and sealed. Cartons that are over packed, with bulging sides and/or tops will not be moved. Be sure all cartons are fully packed. Moving damages occur when a carton is over-packed or left partially full. If you can only fill part of a carton with merchandise, the balance of that carton should be filled with packing material, such as bubble wrap, foam pellets, or newspaper. One of the best packing materials is newspaper, which is usually readily available and free.
TR&S is not responsible for improperly packed containers.
Pack ALL contents. This includes current working papers, letter trays, books and other desk top items. Movers are not responsible for paper clips, tacks, pens, files, etc. left in desks and causing damage to the working parts of a desk. Lock all desks. Retain your key(s). DO NOT TAPE KEY(s) TO THE DESK! Movers are not responsible for keys.
4. FILING CABINETS
If files are "ganged" together or attached to a wall, the entire contents MUST be emptied to allow access to unbolt units. Extra time must be allowed for this unbolting procedure.
- VERTICAL STYLE -- Filing cabinets can sometimes be moved with contents intact. Tighten the internal drawer plate in each drawer to hold contents in place. There are exceptions for full file cabinets. If a number of stairs must be traversed at either the origin or destination, files may have to be emptied to avoid damage to cabinets. Lateral files must always be emptied. TR&S can assist you with these decisions. NOTE: Movers are not responsible for damage to the working parts of a vertical file,
if moved with contents intact.
- LATERAL STYLE -- Office furniture manufacturers strongly recommend that lateral file units, when used in a "bank" or "grouping" be bolted side to side and/or back to back. Steelcase, for example, includes directions and fasteners with each lateral unit they sell. Lateral files have many use advantages, but a disadvantage is they could tip over when opened, if not properly installed. Steelcase has an automatic locking device that only allows one drawer at a time to be opened, but these can become unadjusted with moving and should be checked periodically. NOTE: Lateral units MUST be emptied prior to any moving.
5. SECURITY FILES
All files should be locked prior to moving. If security regulations necessitate escorts, advise the TR&S Department. They will make arrangements with the mover. Security files may then be consolidated and moved on one or more vans as required.
6. SUPPLY OR STORAGE CABINETS
Storage cabinets cannot be moved unless they are completely emptied. Pack entire contents in book cartons (see 2. Cartons - Packing Tips above). Cabinet doors should then be closed and locked, and the department being moved retains the key. Each cabinet should be labeled with a moving label. It is not unusual for storage cabinets to be "ganged" together or attached to a wall to meet safety requirements. These units must also be completely emptied to allow the movers access to unbolt units before they can be moved. Extra time must be allowed for this unbolting procedure, which can be a very time consuming process.
7. BOOK CASES
Remove all books and pack in book cartons. For every 2 linear feet of bookshelf you will require one book carton. It is not unusual for bookcases to be "ganged" together or attached to a wall to meet safety requirements. Extra time must be allowed for this unbolting procedure, which can be a very time consuming process.
8. COAT RACKS OR LOCKERS
Pack entire contents in book cartons. If lockers are ganged together or bolted to a wall to meet safety requirements, extra time must be allowed for this unbolting process.
9. OFFICE MACHINES / COMPUTERS
Do Not Pack These Machines! Leave the machines on top of their desk or stand. Be sure each part is labeled -- i.e., monitor, keyboard, computer, printer. All machines must be unfastened and disconnected. Movers are not equipped to unbolt machines from work tops. Pads and covers for machines should be placed in a carton. Mover will give particular attention to all of these units. TR&S has specially designed carts for transporting computer equipment.
Major office furniture manufacturers highly recommend that office furniture items be moved only in a locked position, as it keeps the internal mechanisms in a fixed position and greatly reduces the possibility of damage. This enables drawers or doors of desks or cabinets to work as smoothly as they did prior to the move. Furniture should be locked and the keys retained by the department. Do NOT tape keys to the furniture.
Movers are not responsible for furniture mechanical mechanism damage or lost keys.
11. PICTURES, MAPS & BULLETIN BOARDS
If secured, remove these items from the wall. Tag each piece according to tagging Instructions; place them on end, back-to-back in carton. If the item does not fit in a carton, lean it against the wall and the mover will take it from there. Consolidate small pictures in a container. Cushion with packing material, i.e., newspaper.
12. SPECIAL EQUIPMENT
Professional servicing may be required for computers, faxes, copy machines, or other data processing equipment. This service is available from either the vendor or the manufacturer's service department. If you require electricians, plumbers or machinists, contact Physical Plant well in advance of the move. TR&S is NOT RESPONSIBLE for the mechanical condition of appliances, machinery or any electronic equipment.
IMPORTANT: ALL EQUIPMENT CONTAINING LIQUID and/or POWDERS MUST BE EMPTIED
PRIOR TO DAY OF MOVE.
13. PLANTS (LIVE OR ARTIFICIAL)
TR&S will transport plants, but due to their delicate nature we cannot be responsible for damages. It is recommended that department personnel move their own plants.
The movers will not move pets or animals, pet cages or containers. Pets are the full responsibility of their owners.
15. REFRIGERATORS / FREEZERS
TR&S will move office/household size refrigerators/freezers, however, they must be clean, emptied of all food stuffs and totally defrosted prior to the day of the move. Movers are not responsible for any contents not removed from appliances prior to the day of the move.
16. WATER COOLERS
All water coolers must be disconnected and drained prior to the day of the move. It may be necessary to contact a plumber/electrician. Bottled water vendor must be notified to move bottled water and coolers to your new location. TR&S does not move water coolers.
17. RESEARCH STORAGE CONTAINERS
D.O.T. LAWS do not permit TR&S to move any type of container that has been used at any time for any type of research or biological storage unless it has been emptied and certified by an approved D.O.T. official. A copy of the official certifications must be attached to each container and a second copy of each must be given to the driver to be carried in the vehicle cab throughout the course of the move. Yale's Safety Department may be able to assist you with this.
18. INSURANCEYale University is a self-insured institution. Thus, TR&S will only be responsible for the University deductible amount concerning any claims on University owned furniture and fixtures directly resulting from department relocation moves.
Any and all personal effects are the sole responsibility of the individual. Any claim for personal items will not be honored. Example: briefcases, foodstuffs, jewelry, keys, monies, pictures, plants, pocketbooks, wallets, etc.
III. LABELING / MARKING
1. MOVING LABELS
Assorted colors are available from TR&S for your labeling requirements. Carefully print your identification code in large letters with a dark crayon or magic marker before placing labels on items to eliminate damage.
2. DO NOT MOVE
If items are not to be moved or if equipment and furniture are to be discarded, be sure to label them with "Do Not Move".
3. SPECIAL TYPES OF FURNITURE
Items such as "L" desks and conference tables usually need to be dismantled. Thus, be certain that all sections of the pieces of furniture dismantled have the same label color and code information. All seat cushions of a sofa or couch should be individually labeled as well as the sofa itself. A representative from TR&S can assist you as to which items may eed to be dismantled for the move.
University surplus will be picked up at no charge to the donor, but all items must be labeled "SURPLUS". A representative from TR&S can inform you as to what would be acceptable as surplus.
5. LABEL PLACEMENT
Click here to show illustrations of where to place coded labels in a uniform manner. The mover requires this uniformity to quickly and efficiently replace your furniture and equipment in the new location. Uniform placement of labels reduces your costs.
IV. MEET YOUR MOVERS
The TR&S movers consist of:
Dave Tyrrell and George Rosello: Together they have over 25 years of experience doing Yale office moves! They also assemble office equipment. Dave and George can be counted on to handle your move in a courteous, respectful, timely manner.
Cielo Lizasuain and John Martin:
Our second moving team of
John and Cielo put their 23 years of experience to work giving you top-notice service on every move. From desks and filing cabinets to your most delicate items, you can depend on them to complete your move courteously, carefully and on time.
Two - Four Weeks Before Move:
- __ FAX REQUEST FOR SERVICES FORM TO TR&S 203-436-4594
- __ Contact Telecommunications
- __ Call Lock Shop, if necessary
- __ Notify Campus Mail
- __ Consider special notification to frequent customers and clients
- __ Call Physical Plant, if necessary
- __ Call Service Repairman to schedule removal of toner from fax/copy machine
- __ Arrange for computers, faxes, etc. to be disconnected
- __ Order moving labels, cartons and tape from Central Stockroom
- __ Other:
Day Prior To Move:
- __ Desks emptied? Locked? Keys must be retained by department.
- __ Supply cabinets empty? Locked?
- __ File cabinets locked?
- __ Wall items taken down?
- __ Breakable items properly packed?
- __ Typewriters and other machines disconnected from work surface?
- __ "Do Not Move" labels placed?
- __ Liquids and powders emptied from equipment?
- __ Loose casters removed?
- __ Desk pads and chair pads labeled?
- __ Refrigerators/freezers emptied, cleaned and defrosted?
- __ Waste baskets labeled?
- __ Other:
Now Take Another Look Around ...
- __ Everything labeled and marked?
- __ Condition of furniture and equipment carefully checked?
- __ Toners removed from fax/copy machines?
- __ Telephones disconnected?
- __ Surplus labels placed?
- __ Office layout plan for new location available at new location?
- __ Room entries clearly labeled with number at new location? Doors frequently have to be removed to permit furniture entry, so place the room number labels on top of door frame, not the door itself.