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You've got the new space cleaned, the moving van rented, the volunteers recruited. You've already printed up your change of address cards.

Er, but ... what about the computers? If you work with a technology assistance provider or consultant, the very first thing you should do is let them know. Then break out the LINC Project checklist:

Well in advance of the move:

[   ] Designate a Technology Point Person if you haven't already. Even if you have a technology assistance provider, you want to be sure someone in your office is thinking about the network from the day you start looking at real estate.

[   ] Will your network change in the new space? For some this is easy, but if you are moving from your own office into a shared space where you'll be sharing an internet connection with another organization, that presents extra hurdles to a seamless move, as does moving from a shared connection to your own space.

[   ] Moving to a shared network? You'll have some new security concerns. Do you have a file server or a database on the network that your new office mates should not have access to?

[   ] Moving from a shared network? You will need to set up an internet connection and router in your new space. You may also need a file server if you are leaving that behind.

[   ] Are you running any publicly accessible servers in-house (for instance, do you access your database or a calendar from outside the office)? Make a list of externally accessble resources and talk them over with your Technology Assistance Provider.

[   ] It could take a day or a month to get DSL or Cable set up in a new office, so plan ahead. If you are thinking of changing providers take a look at http://www.broadbandreports.com/ and check the cancellation clauses in your current phone and ISP accounts.

[   ] Save space in your floorplan to setup the modem, server and router within reach of the incoming connection.

[   ] Where are you going to plug each computer in? Do you have enough outlets where you need them? There is nothing worse than getting everything moved in and unpacked only to discover that you desperately need an extension cord to reach your outlets. Invariably, someone will have just returned from the hardware store when you make this discovery.

[   ] Check your phone and ethernet jacks while you are at it. Do you have those where you need them? And if your new office isn't pre-wired, ...

[   ] Do you have enough cable? If you are moving into a bigger space, will you be able to run your old ethernet cables everywhere they need to go?

[   ] Make a back up plan. How are you going to keep working if the phone or internet service aren't up and running as planned when you move? You might want to make sure you know how to get into your email via web mail, for instance.

One week before the move:

[   ] Designate one person to dismantle and reassemble the network. Recognize the responsibility that person is taking on and cut them some slack with the rest of the move.

[   ] Check your passwords. Do you know the URL and password to access the router and other network equipment?

[   ] What will your SMTP server or outgoing mail server be on the new connection?

[   ] Look up the instructions for changing SMTP servers in the mail clients (Outlook, Eudora, Mail, Thunderbird) you are using in your office.

[   ] Find that old box of bits and pieces. All those extension cords and surge protectors that you aren't using? You will probably want something out of that box while you are setting up the office. Don't leave it behind just because you haven't looked at it since the last time you moved.

[   ] Map out your network. You can do this on a big piece of paper or use a diagramming tool, but document it. Include the brand name, IP address and system name of each piece of equipment in your map. If you have a Windows network, you can use a resource like TechSurveyor http://techsurveyor.npower.org/techsurveyor/

The day before the move:

[   ] Check that phone service is up and running at the new office. Don't just trust the phone company to have turned it on.

[   ] Is internet service up and running? Stop by with a laptop--plug it in and make sure you can get online.

[   ] Label everything! Get a permanent marker or some stickers and make sure that every power supply has a sticker on it that matches it to whatever it powers.

The move:

[   ] Shut everything down gracefully. Don't just yank the cords out, use the shut down menu or the appropriate command. Ask if you aren't sure about something.

[   ] Move everything (don't lose the labels!).

[   ] Plug everything in exactly the way it was.

[   ] Connect to your new Internet connection and update SMTP settings if you need to.

[   ] Update your virus definitions and operating system patches.

Credits: The Circuit Riders riders-tech@npogroups.org, and the good folks at LASA who have a great article on the same subject at http://www.lasa.org.uk/knowledgebase/pages/mngmoving.shtml were invaluable resources in writing this Tech Tip.