Temporary storage is a common part of office moves: it bridges refurbishment gaps, protects assets, and helps keep staff and clients working with minimal disruption. This guide walks UK businesses through what’s suitable for storage, what storage sites will refuse, and the practical steps you should take to protect property, data.
and business continuity during a commercial relocation. You’ll find clear packing and preparation tips for furniture, IT kit, and archives, plus an explanation of legal, safety, and insurance constraints, including GDPR considerations. The content is organised into four practical sections:
Items suitable for storage, prohibited items and risks, secure storage best practice, and how to pick the right business storage partner.
What Office Items Are Suitable For Storage During A Business Move?
Whether an item is right for storage depends on its type, how you pack it, and the unit environment. Non-perishable, non-hazardous items that are easy to catalogue are normally fine.
Climate-controlled units are best for sensitive materials, solid wood furniture, or servers, while standard dry units suit office desks, cabinets, and boxed supplies.
Getting packing and storage choices right reduces damage, speeds reoccupation, and cuts overall cost. The sections below explain how to prepare furniture and IT equipment before placing them into storage.
Common office items are usually suitable for storage, for the reasons outlined below.
- Desks and modular furniture: Disassemble where possible and wrap surfaces to avoid scratches.
- Chairs and soft seating: Clean first, then stack or wrap to prevent damp and mildew.
- Non-sensitive archived documents: Box, label, and palletise for straightforward retrieval.
- IT peripherals in original packaging: Use anti-static protection and cushioned packing for short-term storage.
These categories help you make quick decisions during a move and introduce the specific packing techniques for furniture and equipment below.
Quick comparison of common office items and recommended storage types.
| Item | Packing Requirement | Recommended Storage Type |
|---|---|---|
| Desks, cabinets | Disassemble where practical; wrap wood and veneers | Standard unit or climate-controlled |
| Servers, networking gear | Back up data, record serial numbers, and use anti-static packing | Climate-controlled, restricted-access unit |
| Archived documents | Use archival boxes; label clearly | Shelved area in a dry unit with controlled access |
| Office supplies | Seal in boxes and palletise | Standard dry unit |
This table summarises suitability and prepares you for the detailed packing steps that follow.
Office Furniture That Can Be Safely Stored
Most standard office furniture, desks, chairs, filing cabinets, and shelving, can be stored if prepared correctly. Remove loose parts (legs, handles) where practical, wrap surfaces in protective blankets or heavy-duty bubble wrap, and keep pieces off the floor on pallets or shelving to avoid moisture.
Use climate-controlled storage for solid wood or premium finishes to prevent warping and finish damage. Clearly labelling each item and keeping a simple inventory speeds reassembly and phased returns.
Preparing It Equipment And Non-Sensitive Documents For Storage
IT kit and non-sensitive archives need both technical and physical preparation. Back up data, log serial numbers, and wipe devices where appropriate. Pack components in anti-static bags or their original boxes with cushioning to limit shock.
Servers and critical hardware should go into climate-controlled, restricted-access units to avoid temperature and humidity changes.
Clear labelling and an indexed inventory make retrieval and redeployment straightforward when you return to the office.
What Items Are Prohibited From Office Storage In The UK?
Storage operators routinely refuse certain items for safety, legal, or insurance reasons. Hazardous materials that pose fire, explosion, or contamination risks are not accepted; perishables are banned because they attract pests and cause mould; and very high-value or client-confidential records may need specialist secure storage.
Illegal items are, of course, never permitted. Knowing these categories helps you plan alternative storage or disposal.
Commonly prohibited items and why they’re refused
- Flammable liquids and gases: Fire and explosion risk; rejected for safety and insurance reasons.
- Corrosive chemicals and solvents: Risk of leaks and contamination of adjacent units.
- Perishables and foodstuffs: Attract pests and promote mould, damaging other goods.
- Illegal or stolen goods: Providers will refuse them and are required to report such items.
- Certain batteries and compressed gas cylinders: Chemical and fire risks mean many are restricted.
Below, we map the legal and risk categories so you can choose compliant disposal or specialist options.
| Item Group | Risk Category | Reason / Legal Note |
|---|---|---|
| Flammables (petrol, solvents) | Fire / Explosion | Banned under storage safety rules and most insurers’ terms |
| Compressed gases & aerosols | Explosion / Pressure | High-risk items that need specialist handling |
| Perishables | Pest / Mould | Contamination risk for neighbouring goods |
| Hazardous batteries | Chemical / Fire | Some lithium batteries are restricted by carriers and storage providers |
| Illegal items | Legal | Storing illegal goods is unlawful and will be refused |
This table explains why these items are blocked and points you towards licensed hazardous-waste or specialist storage services as alternatives.
Hazardous Materials Not Allowed In Business Storage Units
Hazardous materials, flammable liquids, corrosives, compressed gases, and some batteries are generally excluded from business storage. They present clear fire, explosion, or contamination risks that endanger other stored items and the facility, so reputable operators refuse them.
If you must dispose of hazardous substances, use a licensed hazardous-waste contractor and follow UK guidance to remain compliant. Knowing these restrictions avoids insurance disputes and keeps your move safe.
Why Perishables, Valuables, And Illegal Items Are Restricted From Storage
Perishables attract pests and can cause mould that spreads damage and health risks, so they’re excluded from standard units. High-value or irreplaceable items often need specialist security, valuation, and insurance not offered by generic storage providers.
Illegal items are refused for legal reasons and reported where necessary. For these cases, consider secure specialist storage, bank vaults for valuables, or keeping some assets onsite under controlled conditions.
What Are The Best Practices For Storing Office Items Securely?
Secure storage relies on a clear inventory, correct packing, and appropriate insurance and data-protection controls. A central inventory with unique IDs and photographs speeds retrieval and supports any claims, while the right packing reduces transit and storage damage.
Ensure goods-in-storage cover is agreed with insurers, and treat documents with personal data under GDPR, locked containers, restricted access, and secure shredding for redundant files. The checklist below outlines the practical steps.
Practical checklist for secure storage preparation.
- Create a central inventory: Give each item a unique ID, photograph its contents, and record serial numbers.
- Pack by risk: Use archival boxes for documents, anti-static protection for IT, and protective blankets for furniture.
- Label and index: Put your business name, contents, and handling notes on every box.
- Secure access: Limit who can enter units, use sealed containers, and choose facilities with CCTV or gated compounds where needed.
These simple steps speed retrieval and make insurance claims clearer. The next section shows how these practices map to outcomes.
How Good Practice Translates into Business Outcomes.
| Practice | Recommended Action | Expected Outcome |
|---|---|---|
| Inventory management | Unique IDs plus central spreadsheet and photos | Faster retrieval and clearer claims |
| Protective packing | Anti-static bags, archival boxes, pallet storage | Less damage and fewer moisture problems |
| Insurance & valuation | Confirm goods-in-storage cover with the insurer | Validated claims and proper risk transfer |
| Data protection | Locked units and secure shredding for redundant files | GDPR compliance and reduced breach risk |
Using professional packers and insured storage reduces exposure by ensuring correct materials and documented handling. Stokes Removals & Storage offers full packing options, insurance-backed storage, and dedicated project managers to oversee business moves.
We provide flexible storage terms from days to years and free, no-obligation quotes so you can assess costs and risks. For many firms, professional packing and managed storage simplify compliance and speed reoccupation.
Managing Inventory And Labelling Office Storage Effectively
A good inventory records each item’s ID, location, and handling notes, vital for multi-site moves and phased returns. Use a digital spreadsheet or asset-tracking tool to log unique IDs, photos, and serial numbers, and link each box to a storage location or pallet number for quick retrieval.
Label boxes with your business name, a short content description, and handling instructions, and keep a master index that maps IDs to room destinations. A maintained index supports audits, insurance claims, and responsible disposal decisions.
Insurance And Data Protection Measures Businesses Should Consider
Check that goods-in-storage insurance covers declared values, transit and storage periods, and understand any exclusions before you move. For client or staff personal data kept offsite, follow GDPR: limit access, use locked containers, and securely shred redundant documents.
Talk to insurers about replacement-cost or agreed-value cover, and ensure your storage provider keeps access logs and CCTV where required. These controls reduce legal and financial exposure and are key criteria when selecting a provider.
How To Choose The Right Business Storage Partner For Your Office Move?
Choose a storage partner by assessing security, insurance, local experience, and project-management capability. Look for verified goods-in-storage cover, secure facilities with controlled access, clear written terms, and the ability to coordinate staged deliveries for multi-site projects.
Ask for references, case studies, and membership of recognised trade bodies to confirm standards. The short checklist below gives the core questions to ask when evaluating suppliers.
- Is the provider fully insured and transparent about goods‑in‑storage cover?
- Do they offer secure, climate‑controlled units and limited‑access facilities?
- Can they assign a dedicated project manager for phased, multi‑site moves?
Use this checklist to evaluate proposals and shortlist local providers able to meet your practical and compliance needs.
Why Stokes Removals & Storage Is A Trusted Choice In Leicestershire
Stokes Removals & Storage is a family-run, BAR-member removal company based in Leicester offering residential, office, and business removals, packing, and storage across Leicestershire and the surrounding areas. We’re fully insured, provide dedicated project managers, and offer flexible storage terms from days to years.
We also provide free, no-obligation quotes to assess your requirements. BAR Membership (BAR Member No. A108), Company No. 8924137, and our positive local reputation help with your due diligence checks. These practical services and local project oversight reduce disruption during phased office relocations.
How Flexible Storage Solutions Support Multi-Site Office Moves
Flexible storage lets you stagger deliveries, consolidate assets between phases, and change capacity as a project evolves, reducing downtime and the cost of unused space. A dedicated project manager coordinates timed deliveries to multiple sites and tracks inventory movements so teams can reoccupy workspaces without overlap.
Short-term slots bridge refurbishment gaps; long-term arrangements store archived records. Staged returns plus a centralised inventory reduce risk and keep your relocation on schedule.
Frequently Asked Questions
What Should Businesses Consider When Preparing For An Office Move?
Start with a detailed inventory and clear labelling. Decide which items need specialist packing (IT, fragile furniture, or archives) and which can be moved or stored simply. Choose a reliable storage partner with suitable insurance and access controls, then build a timeline that
factors in refurbishments and phased returns to keep disruption to a minimum.
How Can Businesses Ensure The Safety Of Sensitive Data During Storage?
Back up digital data, log serial numbers, and apply encryption where needed. Store physical records in locked containers, restrict unit access to authorised staff, and keep an audit trail.
Use a storage provider that offers secure access controls and monitoring, and follow your retention and destruction policies to stay GDPR‑compliant.
What Are The Potential Costs Associated With Office Storage Solutions?
Storage costs vary with unit size, contract length, and extra services like packing, inventory management, or climate control. Don’t forget insurance and any specialist handling fees. Get quotes from several providers and compare what’s included, security, climate control, and project support make a big difference in value.
How Can Businesses Manage The Transition Back To The Office After Storage?
Create a phased reoccupation plan that prioritises which items return first. Use your inventory to schedule deliveries and reinstallation, communicate timelines to staff, and allow time for cleaning or refurbishment before teams return. Staging returns reduces bottlenecks and keeps the reopening organised.