General Move Information

Last Revised: 22-Nov-2006

Move Schedule

International Headquarters will be moving December 11 – 16, 2006. A detailed move schedule may be found by clicking here -> Master Move List.xls. Please refer to the schedule for the move sequence and times.

Packing

Everyone is asked to take personal items home and bring them back following the move. While movers are very careful, occasionally accidents happen and an item of special sentimental value, if broken, is often hard to replace.

Generally, each staff member is responsible for packing their personal workspace contents and files. This would include all drawers, overheads, shelves, bookcases and file cabinets. If you need assistance with packing, please contact your Enrichment Group Leader.

The IHQ Move Team asks that you do not pack any pottery, plants, or any glass items that are subject to be easily broken. These items should be taken home with you prior to the move. Please see below for instructions regarding pictures.

Items found in the general area(s) of your suite or room will be identified, packed, and moved as part of this process. Please be sure to point these items out to your Enrichment Group Leader.

Move Labels

Included in your Move Information Packet will be move labels. The move labels are 3” by 2” self-adhesive labels that are designed specifically for the moving industry. Please do not attempt to use other labels as they often will not stick or the adhesive could damage some surfaces.

All of the move labels distributed for the move will be color-coded by destination area. The movers will use the color of your label to distinguish when your items will be moved and where to unload the items at their destination. The following colors will be used during the move. To view the actual labels, please click here.

• Orange - Auditorium, Northwest Corner (Rooms 202, 302, 402)
• Red - Auditorium, Northeast Corner (Rooms 301, 401)
• Purple - Auditorium, All others (315, 316, 508, 554)
• Black - Temple, 1st floor (all rooms)
• Green - Temple, 2nd floor (all rooms)

If you should run out of move labels for your area before you are finished packing, contact your Room Coordinator and they can provide you with more labels.

The IHQ Move Team asks that you do not label or pack anything outside of your area unless you are asked to do so. This will prevent any confusion on move day on whether an item is actually supposed to be moved.

Remember, if it is in your area and it is suppose to move, it must have a label on it. If you have questions regarding the labels, direct them to your Room Coordinator.

How to fill out a moving label: Using a broad marker, write the floor number and the office ID of your new location. If you are moving to the Auditorium, your office ID is your the room number followed by a dash ("-") and a letter (e.g. 301-B, 402-G). If you are unsure of your new location office ID, please ask your Room Coordinator or your Enrichment Group Leader.

Move Boxes

The moving boxes will be found in the following areas:

• Temple Docking Area
• Auditorium, Room 110 (adjacent to West Dining Room)

The moving boxes are one-piece, self-locking boxes: therefore, you do not need to tape them shut. When packing your boxes, leave an empty space of about two inches. This will allow you to be sure that all of your boxes close. Click here to see instructions on how to construct a box.

If you pack any other boxes other than the boxes that the mover has supplied, be sure that the top of the box is closed and nothing is sticking out of it.

All of your boxes must be labeled or they will not be moved. Place the labels on the short side of the box, near the handles. Do not place the labels on the top or bottom of your boxes. This will assure that all your boxes are placed correctly and neatly in your new space.

Once you have completed packing, record the number of boxes you have packed on your Check-Out Sheet. Your Check-Out Sheet is provided in your Move Information Packet.

All furniture must be emptied before it can be moved. Seal paper clips, pencils, and other loose items into envelopes so they do not fall out of your boxes.

When packing important working papers, files and other desktop items, pack them in a box and use the “Open First” label that will be provided so the movers will know to stack that box on top for easy access when you return to work. Be sure to use your “Open First” label next to the Move Label.

After packing, be sure that your boxes are stacked no more than five (5) high and be sure the Move Label is visible. This will accelerate the Check-Out process.

Once you return after the move you should begin unpacking your move boxes. But, “before” unpacking, be certain you have received all of the items for your area. If you have something that is missing, go directly to the IHQ Move Help Desk before unpacking. Only unpack once you have confirmed you have received all your items. You will have approximately two(2) weeks to unpack your move boxes before the movers come to pick them up.

After unpacking your Move Boxes, please fold them back to their original size and stack them in following designated locations:

• Temple Docking Area
• Auditorium, Room 110 (adjacent to West Dining Room)

Remember that boxes are not treated like equipment therefore; breakables such as glass or items of sentimental value should be taken home prior to the move and returned after you have settled in for a few days.

Telephones

All telephone equipment is moving to the new location. Do not pack your telephone. Only pack your accessories (headphones, speakers, extra cords, etc.). The IHQ Team asks that you leave your telephone hooked up. A technician will unhook it for you prior to the move.

During the move, the Technology Support Team will move your extension. If you are switching buildings, then your phone extension will change. You will be notified of your new phone extension prior to the move.

Desktop Computers

Be sure that you shut your desktop completely down and turn it off before the move. Once you have been checked-out a desktop technician will prepare your computer for the move. You do not need to disconnect any cables or wires running to or from you computer. The technician is responsible for conducting a full disconnect of every computer and they are also responsible for preparing the cables, cords and accessories for the move.

If you have two computers in your work area, contact your Room Coordinator before labeling them for the move.

Remember to pack all keyboard templates mouse pads and wrist pads in your office contents boxes. All extra computer materials (manuals, diskettes, and paper) should also be packed in one of your boxes.

As part of the check out process you will fill out a notecard indicating where you would like your computer to be placed in your new location. You will have the option to seat the computer on your work surface or below your work surface. You will also have the opportunity to determine if the computer is placed on the left or the right.

Laptops

If you have a laptop you are asked to make every effort to take it home during the move.

The IHQ Move Team asks that you leave all cables and docking stations for the movers to move. The computer technician will pack the cable and cords for you.

Furniture Keys

Please be sure not to lock any desks, credenzas, file cabinets or any furniture with locks before you leave after check-Out. Tape any keys for furniture inside the top right hand drawer in a visible location or securely attach the keys to the furniture if it has no drawers. If the lock is a “push in” type of lock as on many vertical file cabinets, please use masking or scotch tape around the lock so it cannot be pushed in and locked.

Small Office Equipment

Please do not pack small office equipment, such as typewriters, digital cameras, overhead projectors or desktop adding machines. Leave these items on top of your work surface. Place one of your move labels on it and record it on your check-out sheet in the equipment section.

Be sure your typewriter or projector is unplugged and the mat below it has been packed. Be sure that your desktop adding machine is unplugged, the paper roll has been removed and packed, and the paper roll holders are either secure or removed.

Portable dictating machines, handheld calculators and other small office equipment should be packed in a moving box.

Pictures & Misc.

As you prepare for the move, remove any pictures from your office that will be going to the new location and label them with one of your labels. Count the pictures you have tagged and record the total on your check-out sheet.

Don’t forget to label your recycle bins and chairs mats. Record them on your Check-Out Sheet once you have tagged them.

Temple Artwork

If you have temple artwork in your office, you may move the artwork to your new office. Kindly e-mail Ken McLauglin if you have any artwork that you would like to return or if you would like to donate any of your personal artwork to the Temple.

Plants

You are asked to take all personal plants home with you over the move weekend. You may bring them back with you after the move. Please do not tag any live plants. Artificial or silk plant arrangements may be tagged for the move.

Furniture & Equip. Tagging

The Room Coordinator will tag all items outside your personal space. They may ask for your assistance in tagging general area items. If you have any questions about what can and cannot be tagged, contact your Room Coordinator or Enrichment Group Leader.

Trash, Purging & Record Retention

Trash will be collected from your area on an accelerated basis throughout the week before the move. Please continue to purge your files and office contents to reduce the impact on moving day.

Trash and shred bins will be placed in various areas throughout the complex for you begin purging. Continue to use those containers up to move day as needed. If those containers are full and you need to have them emptied, please contact Kathleen Ryan.

We will be placing containers for you to recycle binder clips, paper clips, manila folders, and hanging folders. We ask that you please remove these items prior to placing paper in the shred bins.

Please follow the policy on record retention to determine the items that can be purged or must be retained. Please note that the Record Center will not be accepting any records after December 1. You can transfer records to the Records Center after January 2, 2007.

Check-Out

On the day of your move, the Room Coordinator will perform a check-out. You cannot check-out until you are completely packed. During check-out the Room Coordinator will verify that you are ready to move. They will check that all of your personal workspace contents have been packed, labeled with a move label and correctly recorded on your check-out sheet.

For complete instructions on the check out procedure click here.

Lost & Found

Any items that are incorrectly labeled will be taken to the IHQ Move Help Desk (see below). If you believe that you have lost something during the move, please stop by the Move Help Desk and check the Lost & Found.

In the unlikely event that a label falls off of an item, those items will be secured in the Lost & Found.

IHQ Move Help Desk

To assist you in settling into your new space, the IHQ Move Help Desk will be open beginning December 11. A member of the IHQ Move Team will staff the IHQ Move Help Desk and address problems you discover in your personal workspace. The location of the IHQ Move Help Desk will be in the Auditorium, Room 109.

When you return to work document any problems that you find and bring the form to the IHQ Move Help Desk as soon as possible. Problems will be addressed in the order they are received, so do not delay.

The IHQ Move Help Desk is provided to assist with any problems that are move related only (e.g. technology, furniture, files, facility information). Any other issues should be directed to your supervisor (e.g. operational or policy and process issues)

During the IHQ Move Help Desk times, there will be technicians available to assist in computer problems, movers on site to pick up empty boxes and move items that are out of place. Some supplies will be available should you need extension cords.