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Guidelines for Short Term PC Equipment Moves

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Please use the guidelines below when you need to move a PC and/or related equipment for a short period of time and then move it back to its previous location. These guidelines are intended to apply to moves necessitated by events like cleaning, re-carpeting, refurbishment or minor construction. They are not intended to apply to relocation of equipment from one office to another, longer-term moves of equipment to temporary spaces or storage areas, or the large-scale move of equipment because of renovation or major construction. (For longer-term or permanent moves, see Guidelines for Permanent Relocation of Ethernet-connected Equipment:

http://www.columbia.edu/cu/libraries/inside/lso/equipment/moving.html

1. Approval & Oversight. All such temporary moves must be approved by the supervisor or department head in charge of the unit to which the equipment is assigned. The unit supervisor and/or department head is responsible for general oversight of such moves and for ensuring that they are accomplished safely insofar as staff are concerned and that there is no damage to the equipment.

2. Departmental Responsibilities. Short term equipment moves are normally handled entirely by departmental staff and/or student assistants. If the size or weight of the equipment to be moved is such that it cannot be handled in this way, supervisors may wish to check on whether staff or GAs from other departments are available to help. If neither of these options is available, movers or other manpower assistance will need to be obtained from Facilities using the A50/requisition process.

LSO staff is not available to carry out the physical move of office PCs, peripherals or furniture for short-term moves or relocations. However, LSO should be notified one to two weeks in advance of any such move, so someone can be available if problems arise during or as a result of the move. LSO can also be used as a resource for questions that arise during planning for the temporary move.

3. Equipment Security. CUL policy is that all computer system units (CPUs) be Kablited (or otherwise secured) when they are deployed at staff or end-user workstations. This measure is required for the equipment to be insured against theft under the University’s insurance guidelines. Computer peripherals other than CPUs are not normally secured unless their purchase price is over $1,000.

Departments are at all times responsible for having a complete set of Kablit keys for the equipment in their units. If this is not the case, please contact the LSO Help Desk /or Financial Services to update your key set. Well before the move is to take place, the departmental supervisor should verify that s/he has the correct key for the Kablit lock attached to each PC system unit that is to be moved.

4. Role of Microcomputer Liaison. Actual disconnection and reconnection of the PC and peripherals should be done by the departmental microcomputer liaison. If needed, the liaison can request an orientation to this process from LSO in advance of the move.

If PC cables or connectors on departmental equipment require the use of a screwdriver to detach them from the PC, departments should obtain and have on hand screwdrivers of the correct size, as needed. (For questions or advice, please contact the LSO Help Desk.)

5. Documenting Connections. If the liaison finds it helpful, s/he may label or color code connectors and ports on the back of the PC in advance of the move to make it easier to reconnect them correctly. A method that has proven successful is to use variously colored "dot" labels, and then—before disconnecting any cables—to put a colored dot on each cable connector attached to the PC, and another dot of the same color just above the port on the PC to which the cable is connected. If desired, the opposite end of the cable and the peripheral, etc. may also be color-coded in this way. The LSO Help Desk can supply colored dot labels for this purpose on request.)

If a PC to be moved has an Ethernet connection, the liaison must in all cases place a label or other identifying marker on the ROLM jack or LANcan showing exactly which RJ45 socket the Ethernet cable is plugged into.

6. Disconnection Procedure.

6.1 Exit all PC programs; if MS Windows is present, issue the "Shutdown" command.

6.2 Turn off and unplug the PC system unit first, and then all peripherals and other equipment. (Never turn all equipment off and on via the power strip!)

6.3 Unlock the security Kablit; put it and the key aside in a safe location.

6.4 Carefully loosen any coils and cable ties.

6.5 If a printer is present, disconnect the printer cable at the printer end only.

6.6 If an Ethernet connection is present, disconnect the Ethernet cable at the ROLM jack or LANcan only.

6.7 Disconnect the monitor, keyboard, lightpen and any other peripherals from the system unit.

7. Move Procedure.

7.1. If feasible, carry each piece of equipment individually to its temporary location. A flatbed truck or dolly may also be used, if available. (Check in advance with the Shipping Room.)

7.2. If the equipment will be stored for a period of time and/or stacked while awaiting reinstallation, it is preferable that it be wrapped in bubble wrap and boxed. Arrangements should be made in advance to obtain these supplies. (The LSO Help Desk can provide information about what supplies to order/request.)

7.3. Equipment must be handled carefully and in such a way that neither the mover nor the equipment is hurt. The departmental supervisor is responsible for ensuring that the move is accomplished safely.

8. Reconnection Procedure.

8.1 Position the system unit and all peripherals back in their original location.

8.2 Before plugging in the electrical power cords, re-attach the monitor, printer, peripheral cables and Ethernet connection. Double check all connections to make sure they are securely attached. Then plug in the electrical power cords.

8.3 Turn on the system unit and then all peripherals.

8.4 Check to determine that system boots up normally and that full network connectivity is restored.

8.5 Reconnect the security Kablit just as it was originally.

9. Reporting Problems. Please make sure to report immediately to the LSO Help Desk (4-4696) any equipment damage incurred during the move. If other problems arise during or after the move, report them according to normal problem-reporting procedures, e.g., if they are non-urgent, using the LSO Online Problem-Reporting Form on SWIFT:

http://www.columbia.edu/cu/libraries/inside/forms/problem.report.html

Last revision: 02/27/99
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