Data centre relocation best practices

Relocating a data centre is one of the highest-risk forms of technical change an organisation can undertake. Systems are often live, dependencies are complex, and the consequences of failure extend far beyond the physical space. Successful relocations rarely hinge on speed. They succeed because teams plan rigorously, understand their environments in detail, and control risk at every stage.

The following best practices reflect what consistently makes the difference in real-world data centre relocation projects.

Why data centre relocation is high risk

Data centres concentrate risk. They support critical services, hold sensitive data, and connect multiple parts of the organisation that do not always sit neatly under one owner.

In practice, the biggest issues rarely come from lifting and transporting equipment. They tend to emerge where dependencies are misunderstood or undocumented. A server rack can arrive exactly as planned and still cause disruption if the destination environment is not ready to receive it.

Assumptions can also create risk. Many organisations believe they have a clear view of their data estate until a relocation exposes legacy equipment, duplicated assets, or systems that no longer have a clear purpose. A data centre move brings all of that into sharp focus, often under tight time pressure.

Key planning stages before a move

The first stage is a detailed site survey that goes beyond listing equipment. It involves understanding access constraints such as loading bay capacity, lift dimensions, floor loadings, door widths and the route equipment will take through the building. For live data centre environments, this includes identifying which areas are operational and where movement restrictions apply.

Equipment specifications inform transport planning. Server rack dimensions, weights and sensitivity levels determine vehicle requirements, packing materials and handling protocols. Cooling units and network infrastructure often require specialist lifting equipment or multiple crew members for safe positioning.

Risk Assessment Method Statements (RAMS) preparation and approval must happen well in advance. These documents set out how the move will be managed safely, what equipment will be used, and how risks will be controlled. In secure or regulated environments, they also form part of the access approval process with site technicians.

Minimising downtime during relocation

In most projects, the key decision is not whether systems will go offline, but how logistics operations are sequenced to give technical teams the time and space they need to maintain service continuity.

Phased relocations work well where systems move in defined waves, allowing teams to test and stabilise before progressing. Racks are delivered, staged, and handed over to technical teams who prepare them before final positioning. This allows technical validation to happen in parallel with ongoing logistics operations, rather than everything happening in one compressed window.

Out-of-hours working can also reduce user impact, but it increases the need for clear coordination and disciplined execution. When logistics teams are working overnight or at weekends, communication protocols must be unambiguous. Crew briefings, approved access routes, and defined handover points ensure that technical and logistics teams can work in parallel without creating bottlenecks or safety risks.

Specialist handling and transport

The physical movement of data centre equipment demands specialist logistics capabilities that go beyond standard freight services.

Server racks, network infrastructure and cooling units require vehicles equipped with air ride suspension to minimise vibration during transit. Equipment is packed using specialist materials such as bubble bags for sensitive components, heavy-duty crates for server racks, and anti-static protection where required. GPS tracking provides real-time visibility throughout the journey, with documented chain of custody maintained from collection to delivery.

Before any equipment moves, RAMS documents are submitted to site technicians for approval. Teams conduct toolbox talks at the depot, and site leaders complete safety walks to confirm approved routes, particularly in live data centre environments where operational equipment cannot be disrupted.

On arrival, racks are unloaded, de-crated and staged on the loading bay, allowing the client's technical teams to load batteries, whips and cables before final positioning. Two-person handling protocols ensure racks are transferred with hands-on control to their exact location.

For live data centre environments, access protocols and site-specific requirements are followed precisely. Crews hold the necessary approvals for secure facility access, and all movements are coordinated with on-site technicians to ensure zero disruption to operational systems.

Security, compliance and risk management

Security and compliance cannot be bolted on at the end of a data centre relocation. They need to shape how the move is planned and delivered.

Risk typically increases during three specific phases: when equipment is decommissioned and access controls are temporarily relaxed, when assets are in transit between locations, and when responsibility shifts between internal teams and external suppliers. Clear chain-of-custody processes, documented handovers, and controlled access reduce that exposure.

For organisations in regulated sectors, the requirements are more stringent. Financial services firms need documented processes for handling equipment containing client data. Healthcare organisations must maintain audit trails that demonstrate equipment security throughout the move. Public sector bodies often require enhanced background checks for personnel with access to government systems.

Compliance requirements vary, but documentation is a constant. Risk assessments, method statements, and asset records do more than satisfy auditors. They provide clarity when decisions need to be made quickly and protect organisations if issues arise after the move. In one recent project involving network infrastructure for a data centre client, the requirement was not just secure transportation, but documented processes showing that equipment containing sensitive network configurations remained under controlled access from decommissioning through to recommissioning.

Inventory control and asset tracking

Missing components that were never treated as individual assets can cause delays. Rails, power supplies, patch leads, and cables often sit outside formal inventories, yet their absence can stall recommissioning.

Treating every component as critical improves control and reduces rework. It also creates visibility that supports better decision-making, helping organisations avoid unnecessary replacement costs and reduce waste.

During de-crating and staging, components are tracked and confirmed against delivery documentation. This ensures that all components are accounted for before final positioning. Crating waste is removed from site immediately and recycled, maintaining the controlled environment data centres require and supporting organisations' sustainability objectives.

Post-move, this level of asset data becomes a long-term benefit. It supports audits, future change, and more informed lifecycle planning.

Why specialist logistics matter for data centre relocation

Data centre relocation is not a routine activity for most organisations. When it happens, the stakes are high and the margin for error is narrow.

Business Moves Group has delivered data centre and server relocations in live environments where zero disruption is non-negotiable. Our approach combines detailed site surveys and RAMS preparation, air ride suspension vehicles and GPS tracking, specialist packing and two-person handling protocols for rack positioning, live data centre access experience and full compliance with site-specific security requirements, and real-time coordination with client technical teams throughout the delivery window.

If you’d like to discuss how we can support your data centre relocation, contact your local office or fill out a quote enquiry form.