To prepare computer equipment for storage, back up and secure your data, label and separate every component, clean each device, wrap it in anti-static materials, and choose a space with stable temperature and humidity. Skipping these steps can leave equipment damaged by static, moisture, or dust, and it can leave sensitive business information exposed while your devices sit unused.
Computer equipment is more fragile than most office assets, and replacing it is rarely cheap. CRS Moving & Storage has helped NYC businesses move and store technology for over two decades, and our commercial storage customers often ask how to get computers, monitors, and peripherals ready before they arrive. The steps below reflect what we see work best.
Why Computer Equipment Needs Extra Care in Storage
Unlike items such as clothes that only need to be folded and stowed in a box, computer equipment is sensitive and prone to electrostatic discharge (ESD), which can permanently damage or destroy components. Temperature swings and humidity add to the risk. Moisture can condense on cold equipment, leading to corrosion and short circuits, while dust that settles over months of storage can clog ports and fans.
The good news is that most of this damage is preventable. A few hours of preparation before your equipment goes into storage can protect both the hardware and the data on it.
Back Up and Secure Your Data
Securing your data is one of the most essential things you can do before storing your items. You can back up your data by connecting your device to an external hard drive or USB device, where a copy of all the files you need is transferred onto a portable disc. An even easier option is cloud storage, with programs like Google Drive, Dropbox, or Microsoft OneDrive, which keep your files accessible from other devices. Either way, confirm that the backup opens correctly before you pack anything, since an unverified backup can fail when you need it most.
Having your data saved in more than one place helps ensure you do not lose sensitive business information. If your devices hold confidential client, financial, or employee records, also consider encrypting drives and removing stored passwords before the equipment leaves your office. For a deeper look at protecting information during an IT move, see our guide to data backup strategies before your IT equipment move.
If any device will be donated, sold, or recycled instead of stored, wiping it is a different task from backing it up. The National Institute of Standards and Technology publishes NIST Special Publication 800-88, Guidelines for Media Sanitization, which explains how organizations can decide when and how to sanitize storage media based on the sensitivity of the information on it.
Inventory, Label, and Dismantle Components
We all know how frustrating computer equipment can be. There are so many wires and parts that are necessary to make sure it functions properly. Before storing, dismantle all the components, then group and label them so you know which part belongs to which device when you reassemble everything.
For instance, if you have a laptop, monitor display, and printer, collect the power cords and connection port cables in a secure container, along with any other accessories like a mouse, laptop stand, keyboard, headset, or processing unit. Once you unplug all parts, remove anything inside those devices, such as ink cartridges, USB drives, CDs, and DVDs. Taking a quick photo of how cables are connected, and keeping a simple inventory list with serial numbers or asset tags, makes setup faster and gives you a record of what went into storage.
Clean Your Equipment Before Storage
Like any other item you plan to store, your computer equipment deserves a good cleaning. Over time, dust and other particles can build up on your ports and fans, undermining your computer’s efficiency, and equipment that enters storage dirty tends to leave storage dirty.
To clean your equipment safely, wipe it down with a lint-free cloth or knock dust loose with an air duster. If you want to clean a computer screen and remove dirt, oil, or fingerprints, you can use an isopropyl alcohol wipe or a damp cloth, applied to the cloth rather than sprayed directly on the display. Make sure everything is completely dry before you store it.
Protect Devices With the Right Packing Materials
Once the earlier steps are done, cover your devices with protective materials that preserve the life of your equipment. If you still own the original packaging in which your devices were purchased, consider using it, since those boxes are designed with internal supports for the equipment. If not, use anti-static bags for components and anti-static bubble wrap or foam for cushioning, and add extra padded layers over screens.
Follow each manufacturer’s guidance on batteries, and remove batteries from devices and accessories when the instructions recommend it. For longer storage periods, adding silica gel or other moisture-absorbing packets to the container can provide extra protection against humidity.
Choose the Right Storage Environment
Whether your company is relocating, downsizing, or just looking to free up space, the storage environment matters as much as the packing. Look for a clean, dry space where temperature and humidity stay stable, because rapid changes are what lead to condensation. Ask any storage provider whether the space is climate controlled and how conditions are monitored, and read our overview of why climate-controlled storage matters for business assets to understand what to ask.
Security matters too, since computer equipment is both valuable and a data risk. Our guide to the security features to look for in commercial storage explains what a well-protected facility should offer. Keep boxes off the floor, avoid stacking heavy items on top of monitors or laptops, and store labeled containers where they can be found without moving everything else.
Moving Equipment to and From Storage
Transport is where many devices get damaged, so plan it as carefully as the packing. Sensitive hardware needs padding, stable loading, and handlers who understand electronics, which is why many companies turn to a professional team for IT relocation services. For tips on transport specifically, see our post on how to safely transport sensitive IT equipment during office moves.
When equipment comes out of storage, let it reach room temperature before you power it on, since cold devices can develop condensation when they warm up. Many guidelines suggest allowing anywhere from a few hours to a day, and the manufacturer’s instructions take priority. Inspect each device, reconnect the labeled components, and test your backup restore before you rely on the system again.
When Storage Is Not the Right Answer
Not every old computer deserves a spot in storage. If equipment is outdated, broken, or no longer needed, storing it only adds cost, and responsible disposal may be the better choice. Electronics often carry recycling requirements for businesses, so review our overview of electronics recycling requirements for commercial businesses before you decide.
A Quick Checklist for Storing Computer Equipment
Use this checklist to confirm nothing gets missed before your equipment leaves the office:
- Back up and verify: Confirm your files open from the backup, and secure any confidential data.
- Label and inventory: Group cables and accessories by device, and record serial numbers or asset tags.
- Clean and dry: Remove dust and fingerprints, and let everything dry completely.
- Pack for protection: Use original boxes or anti-static materials, and follow battery guidance.
- Control the environment: Choose a clean, dry space with stable temperature and humidity.
- Plan the restart: Let equipment reach room temperature before powering it on.
Working through these six items in order takes little time, and it can prevent the kind of damage that only shows up months later when someone tries to turn a system back on.
Store Your Technology With CRS Moving & Storage
CRS Moving & Storage was founded by Mr. Varoukas in January 2002 and has grown into one of the premier commercial moving and storage firms in New York City, with national affiliations that include IFMA, CoreNet Global, and a GSA Contract. Our teams have stayed together for years, so the people handling your equipment know how to move it with care.
From moving and cleaning to office furniture disposal and IT relocation services, our professional team can serve your commercial business in NYC, no matter its size or industry. Complete an online form to get your questions answered and set up a moving, storing, or cleaning plan specific to your business.
Frequently Asked Questions About Storing Computer Equipment
How should I back up computers before putting them in storage?
Copy your files to an external hard drive, a USB device, or a cloud service, and keep the backup in a separate location from the equipment. Open a few files from the backup to confirm it works before you pack the device. If the computer holds confidential information, consider encrypting the drive and removing saved passwords as well.
Should computer equipment be stored in a climate-controlled space?
Climate control is worth considering, especially for long-term storage. Temperature swings and humidity can cause condensation and corrosion inside electronics, and a space with stable conditions reduces that risk. If climate control is not available, choose a clean, dry location and ask the provider how temperature and humidity are managed.
Should I remove batteries and cartridges before storing equipment?
Remove ink cartridges, discs, and USB drives from devices before storage, and follow the manufacturer’s instructions for batteries. Many manufacturers recommend taking batteries out of devices and accessories for extended storage. Keep removed items labeled and stored with the device they belong to so setup is simple later.
Do I need to wipe hard drives before storing computers?
If the equipment stays under your control and you plan to use it again, a verified backup and drive encryption may be enough for many businesses. If a device will be donated, sold, or recycled, the data should be sanitized instead. The National Institute of Standards and Technology publishes guidelines for media sanitization that help organizations choose the right method.
How long should I wait before turning on equipment that was in storage?
Let the equipment reach room temperature before you plug it in, because cold devices can develop condensation as they warm up. Many guidelines suggest allowing anywhere from a few hours to a full day, and the manufacturer’s instructions take priority. Inspect the device, reconnect the labeled components, and test your restored data before returning it to regular use.