Secure Equipment Relocation
Sensitive equipment relocated with custody documented at every step.
IronSights manages equipment relocation for organisations that need more than a logistics solution. Asset register, signed chain of custody, vetted handling and certified data destruction where required.
Sensitive devices carry more than hardware value. They carry client data, patient records, credentials, proprietary software and the organisation's compliance obligations. Moving them without a documented custody record creates an evidence gap that can matter in regulatory reviews, insurance claims and legal proceedings.
Our process
Register first, move second.
No asset moves without being registered first. The custody log is continuous from decommission to handover, with signatures at every transfer point.
The register is what makes the compliance pack possible at the end.
Register
Full asset register produced before the move: serial numbers, asset tags, classification levels and handling requirements recorded for every device in scope.
Prepare
Vetted technicians assigned to the engagement. Handling protocols reviewed for asset classification. Sealed packaging, tamper-evident labelling and custody log prepared.
Transport
Assets moved under signed chain of custody documentation. Sealed and tamper-evident in transit. Tracked at every handoff between technicians and between sites.
Verify
Every asset checked in at the destination against the register. Tamper seals inspected. Recommissioning tested. Signed handover pack produced at close.
What we manage
Every element of the custody process.
From asset register to handover pack, the entire custody process managed by a single accountable team.
Asset register
Complete register with serial numbers, asset tags, classification and handling requirements before a single device is moved.
Chain of custody documentation
Signed custody log covering every handoff from decommission at the old site to check-in at the new one.
Vetted technicians
Technicians assigned based on access requirements. IronSights personnel, not subcontractors, for sensitive engagements.
Tamper-evident packaging
Sealed packaging with tamper-evident tape or security seals where asset classification requires it.
Regulated environment handling
Handling protocols reviewed against the organisation's classification framework. Compliant with industry and government data handling requirements.
Secure storage in transit
Where assets cannot be moved in a single session, secure interim storage arrangements with access logging and custody continuation.
Decommissioning documentation
For equipment being retired rather than relocated, certified data destruction and certificates of destruction for drives, devices and storage media.
Handover pack
Completed asset register, custody log, transit records and destruction certificates produced at handover.
Why chain of custody matters
An office relocation is one of the most common points at which sensitive equipment is handled by multiple people across multiple locations. Without a documented custody record, a business cannot prove what happened to a device between the old office and the new one.
That gap matters in regulatory reviews. It matters in insurance claims. It matters in litigation. Chain of custody documentation closes the gap with a written record that survives the move.
- Written register before any asset is moved
- Signed custody log at every handoff
- Tamper-evident packaging and transit verification
- Post-move asset reconciliation against the register
What creates custody risk
The failure modes we plan against when sensitive assets are in motion.
- Sensitive devices lost or misrouted during transit
- Unvetted contractors with unsupervised access to assets
- Decommissioned hardware leaving the building with data intact
- No custody record for regulatory or legal discovery
- Classified assets handled outside the approved protocol
- Asset register incomplete, leaving assets unaccounted after the move
Outcomes
Assets accounted for, compliance documented.
The handover pack is evidence, not a summary.
Asset register, custody log, transit records and destruction certificates all in a single compliance pack at close.
Every asset accounted for
Post-move reconciliation confirms every device in the register is accounted for at the destination. No unexplained discrepancies.
Custody documented
Signed chain of custody from decommission to handover. Every technician, every handoff, every transit leg recorded.
Data destruction certified
For hardware leaving service, certified data destruction performed to recognised standards with written certificates at handover.
Compliance evidence
Asset register, custody log and destruction certificates produced as a single compliance pack for audit, legal and insurance purposes.
Industries
Where chain of custody is not optional.
Most organisations that contact us for secure handling operate in industries where the consequence of an unaccounted asset is a compliance issue, not just a replacement cost.
Legal and professional services
Law firms and advisers with client matter files on devices that must remain confidential throughout transit.
Financial services
Regulated institutions where asset handling requirements are driven by APRA, ASIC and internal data governance.
Healthcare
Clinics and health networks with patient data on physical devices subject to Australian Privacy Act obligations.
Government and defence contractors
Organisations handling government or restricted information under data handling and custody requirements.
Technology and SaaS
Engineering teams relocating development hardware, hardware security modules and cryptographic assets.
Research and IP-intensive businesses
R&D organisations protecting proprietary hardware, prototypes and IP-bearing assets during facility changes.
Secure relocation process
From asset register to compliance handover.
Asset register and classification
Produce complete asset register with serial numbers, classification levels and handling requirements before the move plan is written.
Protocol review
Review handling requirements against the organisation's classification framework. Assign vetted technicians and confirm packaging requirements.
Pre-move preparation
Custody log created, packaging sourced, tamper-evident materials prepared. Move sequence and custody handoff points defined.
Decommission and transit
Assets decommissioned under signed custody at the old site, packaged to protocol and transported to the new site under continuous custody.
Check-in and handover
Every asset checked in against the register at the destination. Tamper seals inspected. Handover pack produced and signed.
Common questions
Questions about secure handling.
More questions? Email hello@ironsights.com.au or book a planning call.
What does chain of custody mean in the context of an equipment relocation?
Chain of custody is a documented record of who has had physical possession of each asset, from the moment it is decommissioned at the old site to the moment it is checked in at the new one. Every handoff between technicians and between sites is recorded with a signature and timestamp. The chain of custody is the evidence that no asset was left unsupervised and no unauthorised person had access.
What counts as a sensitive device for this type of engagement?
Any device that stores or processes information subject to confidentiality, regulatory or legal requirements. This includes laptops and workstations with access to client or patient data, servers and storage arrays containing regulated information, network hardware with stored configuration and credentials, and physical security devices. If you are uncertain whether a device warrants chain of custody handling, err on the side of documenting it.
Do you use subcontractors for sensitive relocations?
For engagements involving classified or regulated assets, we use IronSights personnel rather than subcontractors. Where third parties are required, they are vetted and their involvement is reflected in the custody log.
What happens to decommissioned hardware that is not being relocated?
Hardware leaving service is handled under certified data destruction procedures. We perform secure erasure or physical destruction to recognised standards (NIST 800-88 or equivalent) and issue certificates of destruction for every drive, device or storage medium processed. The certificates are included in the handover pack.
Can you handle assets in regulated or government environments?
Yes. We have experience working in environments with elevated handling requirements, including organisations under Australian Privacy Act, APRA CPS 234, and ISO 27001 obligations. For government or defence environments with specific classification requirements, we assess the protocol requirements before scoping the engagement.
How does secure equipment relocation connect to the broader office move?
Secure equipment relocation is a handling protocol applied to the assets within the broader technology relocation. The asset register, custody log and handling procedures sit within the overall relocation plan. High-value or classified assets are identified during the planning phase and their handling requirements are built into the move schedule.
Related services
Services that connect to the secure handling workstream.
Secure IT Office Relocation
Full relocation with chain of custody and secure handling as standard practice for every engagement.
Learn more →Relocation Cyber Security
Security risks introduced during office moves and how they are addressed.
Learn more →Server Relocation
Infrastructure relocation with asset tracking and validated recommissioning.
Learn more →CCTV Relocation
Surveillance system relocation under NSW Master Security Licence.
Learn more →Access Control Relocation
Secure zone reconfiguration and credential management during the move.
Learn more →Audit and Assurance
Post-move security review to confirm the new environment meets your compliance baseline.
Learn more →Plan the secure relocation
Start with an asset classification review.
Tell us about the assets in scope, the handling requirements and the move timeline. We will come back with a custody plan and fixed-scope proposal.