Moving public institutions Wrocław

A public institution can't close for a week because it is changing buildings. Residents come to the service desks, pupils to lessons, patients to appointments, and records must remain accessible and under control at all times. So we plan moving public institutions in Wrocław differently from business relocations: with an emphasis on documentation, accounting for assets and working at times when the building is closed to the public.

Who we work with

Public procurement and documents

Institutions usually commission moves through a request for quotation or a tender. Based on the description of the contract or a survey of the building, we prepare an offer setting out the scope of work, the number of days and the crew. Every job is carried out under a contract and invoiced with a VAT invoice. Before we make an offer, it's worth sharing a floor plan and information on which furniture is staying in the old building, as this has the biggest effect on the amount of work.

Assets with inventory numbers

In an institution, every chair and cupboard is on the asset register. During the move, we help maintain an order that makes the later stocktake easier: items are marked with the number of the destination room, and we sign the handover lists prepared by the institution at loading and unloading. Equipment due for disposal is set aside separately so it doesn't end up in the new building by mistake.

Archives and personal data

Records are packed into boxes that are sealed and labelled in the presence of the employee responsible for the archive. We reproduce the order of the files on the shelves in the new location. Documents containing personal data are transported without stops or reloading, and they are unpacked under the institution's supervision. The rules for access to the archive are always set by the data controller.

A schedule in stages

1. A survey of both buildings: entrances, lifts, loading docks, opening hours and parking spaces.
2. Division into stages – department by department or floor by floor – with a coordinator on the institution's side.
3. Packing archives and less-used rooms a few days before the move.
4. Moving customer service desks outside opening hours or at the weekend.
5. Setting out the furniture according to the plan and handover of the rooms to the institution.

If the new building hasn't yet been handed over, the furnishings can wait in our storage facility. The general principles of office relocation are described on our office relocation page.

Moving institutions – questions