Commercial Service

Files and Records Moving in Colorado Springs

We measure your files in linear feet, decide cabinet by cabinet what travels full or boxed, and label every carton in drawer order.

(719) 357-5865
Files & Records Moving moving in Colorado Springs: moving crew at work
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How We Plan Files & Records Moving

This service covers the paper side of an office move: file rooms, cabinets, open shelving, binders, and the archive boxes under someone's desk. It runs in four steps. First, a purge. Your team decides what gets shredded, and your shred vendor collects it before we pack anything, since moving paper you are about to destroy wastes a truck. Second, measurement. We measure what is left in linear feet, drawer by drawer and shelf by shelf, so you know whether the new file room will hold it. Third, the cabinet decision. Some cabinets can travel with files inside, and others must be emptied into cartons. Fourth, labeling and the move itself, in drawer order.

Every carton gets a sequence label with the cabinet, drawer, and position, such as cabinet 7, drawer 3, carton 2 of 4. At the new office, cartons go back into cabinets or onto shelves in that order. What the files say is yours. Our crew never opens folders or sorts contents.

Who usually signs off
Records manager or office administrator who approves the inventory, cabinet decisions, and receiving shelf map
Timing that works
After your purge and shred day, with the file room closed for the shortest possible span, usually the last evening or weekend before the main office move.

What typically moves

  • Lateral file cabinets Usually emptied first. Wide drawers make a full lateral heavy and prone to twisting its frame when tilted onto a dolly.
  • Vertical file cabinets Light ones can travel locked with files inside, drawers secured; heavy ones are emptied. The crew makes the call cabinet by cabinet.
  • Open-shelf and end-tab filing Boxed shelf by shelf in color-code or number order, with each carton's range written on its label.
  • Binders, ledgers, and plan sets Packed upright in record cartons in shelf order, with oversize sets rolled or boxed flat.
  • Archive boxes already in storage rooms Moved as sealed, with your existing box labels kept and our sequence label added.
  • Key-locked and fire-rated file cabinets Fire-rated cabinets are very heavy and are emptied before moving; your office manager keeps every key.

Access and scheduling

The file room is usually the last room to close and the first your staff want back. We schedule it at the tail of the office move, often an evening or weekend, and it is the first room we rebuild at the new address. If the files move ahead of the rest of the office, your staff can work from the new file room while desks are still in transit.

Records are heavy, so the route matters: elevator capacity, the distance from file room to dock, and any stairs. We measure the new file room and its shelving against the linear footage before the move, so any shortfall is solved in planning, not with a stack of cartons in a hallway. Building managers downtown tend to ask for our insurance certificate plus a freight elevator reservation. Ask yours for both before we set the date.

Protection and handling

Files move in the state your staff leave them. Folders stay in their drawer order, and carton labels carry the sequence so nothing depends on memory. Cabinets that travel full are locked or have their drawers secured, go onto a four-wheel dolly upright, and stay upright the whole way. Emptied cabinets are wrapped so their drawer fronts and handles are protected.

Confidential material is packed and sealed by your staff, or packed by us with your staff present, depending on what you prefer. Sealed cartons are not opened. At the new office, cartons are unpacked into their cabinets in sequence if you want us to, or set in front of each cabinet for your staff to load. Your records lead then spot-checks drawers against the old layout.

Who does what

Some of this job belongs to other trades. The written plan names each one.

Retention decisions and shredding
Your team decides what is kept or destroyed, and your shred vendor collects it on site before the move.
Anchored or mobile shelving and file room fit-out
Your shelving installer or contractor installs anything fixed. We rebuild freestanding shelving.
File contents and indexing
Your staff own the contents, the filing system, and any reorganizing. We keep the order they give us.

Not part of our work

  • Opening, sorting, or reorganizing files.
  • Shredding, destroying, or advising on what to keep.
  • Installing mobile or anchored shelving systems.

Around Colorado Springs and El Paso County

Paper-heavy offices in Colorado Springs, including law, accounting, title, and insurance firms, cluster downtown around Tejon Street and Cascade Avenue, where file rooms are often several turns from a shared dock, and in suburban office parks in Briargate and along the Powers corridor with ground-floor doors. Offices opening a second branch in the Denver metro sometimes split the files; we label both destinations separately.

The crew that shows up

Padded door frame and a floor runner laid out before a moveTwo iHaul iMove box trucks backed in with their rear doors openTwo iHaul iMove movers raising a large wood tabletop together

Files & Records Moving FAQs

Another question? Call (719) 357-5865.

Can our lateral file cabinets travel with folders still in the drawers?

Usually not. A full lateral cabinet is heavy, its wide frame can twist when tilted onto a dolly, and a drawer can open in transit. We empty laterals into sequence-labeled cartons and reload them at the new office. Small, light laterals are sometimes an exception, and we decide that during the walk-through.

How do we calculate shelf space for records at the new address?

We measure your files in linear feet, drawer by drawer and shelf by shelf, after your purge. Then we compare that total with the new cabinets and shelving, allowing room for growth. If the new file room is short, you have time to add shelving or send older files to archive boxes before moving day.

What should go on a carton label if file names cannot appear outside?

Only the location: cabinet number, drawer, and carton sequence. Your records list ties those numbers to the contents. The label tells our crew where the carton goes, and nothing about what is inside, which is all we need to put it back in order.

Who separates records for shredding from the cartons being moved?

Your team. Hold a purge day before the move and have your shred vendor collect everything marked for destruction. Anything to be shredded later should be kept in clearly marked vendor bins and left out of our cartons, so it does not end up in the new file room by mistake.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

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