DIAL AND MOVE KENYA

“Seamless Moves, Happy Lives”

0747 500 505 | 0729 588 291 | www.dialandmovekenya.co.ke

Muthaiga Business Square (Pangani), Nairobi | Est. 2015

Office Relocation, Corporate Storage, Document Archiving & Secure Shredding in Nairobi

Every business in Nairobi — from a growing three-person startup in Kilimani to a multinational corporation headquartered in Westlands — will at some point face the challenge of an office move, an overflowing file room, or a mounting archive of sensitive documents that must be managed, stored, or destroyed. These are not minor housekeeping tasks. They are mission-critical business operations that, if handled poorly, can disrupt productivity for weeks, expose a business to data protection risk, and cost vastly more than a well-planned alternative.

The office relocation market in Nairobi is growing fast. Companies are upgrading to larger premises as they scale, downsizing as remote work models take hold, relocating to purpose-built commercial districts, and consolidating multi-site operations. Meanwhile, Kenya’s regulatory environment — covering data protection, tax records, employment documentation, and sector-specific compliance — means that the question of what to do with business documents is more important than ever.

Since 2015, Dial and Move Kenya has been Nairobi’s leading provider of integrated commercial moving, storage, document archiving, and secure shredding services. We have completed office relocations for some of Kenya’s most prominent institutions, managed ongoing storage for corporate and government clients, and built secure archiving and confidential destruction systems that meet the highest standards of data protection. We do not just move offices — we manage the entire lifecycle of a business transition.

This comprehensive guide covers everything a Nairobi business needs to know about office relocation, corporate storage solutions, professional document archiving, and certified document shredding — including what these services cost, what to look for in a provider, and how to plan each stage for minimal disruption to your operations.

1. Office Relocation in Nairobi — Why It Demands a Specialist

The Scale of the Challenge

Moving an office is fundamentally different from moving a house. The stakes are higher, the logistics are more complex, and the window for disruption is narrower. A family can tolerate a chaotic moving day. A business cannot afford 48 hours of operational downtime, lost IT connectivity, misfiled client documents, or staff unable to find their workstations on a Monday morning.

A professionally managed office relocation involves coordinating multiple workstreams simultaneously: IT infrastructure dismantling and reinstallation, furniture disassembly and reconfiguration, file and document management, equipment tagging and chain-of-custody tracking, access coordination with both old and new building management, waste and disposal management, and the all-important employee communication and change management dimension.

Dial and Move Kenya approaches every office move as a project — not a delivery job. We assign a dedicated Corporate Move Manager to your relocation, produce a detailed move plan with phased timelines, and work to a zero-disruption objective. Our goal is always the same: you are fully operational in your new office by the agreed go-live time.

The Cost of a Poorly Managed Office Move

Businesses that cut corners on office relocations typically pay a much higher price downstream. Common consequences of unmanaged or poorly managed office moves include:

IT downtime lasting days rather than hours, costing revenue and client confidence
Damaged or lost furniture and equipment requiring expensive replacement
File and document disorganisation that takes weeks to resolve
Data security breaches if confidential documents are mishandled or left behind
Staff productivity loss during and after the move due to poor workspace setup
Penalty charges from landlords for damage to old premises
Failed regulatory audits if records management during the move is not documented

A professional office move costs more upfront than hiring informal movers — but the total cost of ownership, when disruption, risk, and downstream remediation are factored in, is always lower with a specialist.

Nairobi’s Commercial Property Landscape

Nairobi’s office market spans a wide range of building types, each with its own access and logistics requirements. Grade-A commercial towers in Westlands, Upper Hill, and the CBD have strict building management protocols: security registration for contractors, dedicated service lifts, restricted working hours, and mandatory parking arrangements for service vehicles. Older commercial buildings in industrial areas like Industrial Area, Ngong Road, and South C have fewer protocols but often more complex physical access — narrow driveways, low clearance heights, and ageing lifts.

New-generation mixed-use developments — the type increasingly common along Thika Road, in Gigiri, and on Mombasa Road — have modern facilities but sophisticated building management systems that require advance coordination. Dial and Move Kenya has completed moves in virtually every commercial building category across Nairobi. Our Corporate Move Managers know the protocols, the contacts, and the access requirements.

2. Our Office Relocation Services — End-to-End Corporate Moving

Pre-Move Planning and Site Survey

Every office move we manage begins with a comprehensive pre-move planning process. Our Corporate Move Manager visits both your current and new premises to assess floor plans, measure furniture for fit, identify specialist handling requirements, map lorry access routes, confirm lift dimensions, and design an efficient loading sequence. This planning phase produces a written Move Plan — a project document that covers timelines, crew assignments, vehicle allocation, IT handling protocol, and communication templates for your staff.

We also conduct a detailed inventory of all items to be moved — furniture, IT equipment, filing cabinets, whiteboards, kitchen equipment, and any specialty items — tagged with numbered labels before move day. This inventory becomes the chain-of-custody document that reconciles what went in with what comes out.

IT Equipment Handling and Chain of Custody

Technology infrastructure is the most high-risk component of any office move. Servers, networking equipment, workstations, monitors, specialised peripherals, and data storage devices require careful, documented handling. Dial and Move Kenya works alongside your IT team — or manages IT logistics independently if preferred — following a strict protocol:

All IT equipment is photographed in its operational configuration before disconnection
Cables are labelled and coiled — not cut or bundled randomly
Each item is tagged with a numbered asset label and recorded in the move inventory
Equipment is packed in purpose-designed anti-static and padded transport cases
Chain-of-custody is maintained from disconnection through transport to reconnection
Server room and network cabinet moves are managed separately under specialist supervision

We do not reconnect IT equipment — that is the domain of your IT team — but we deliver every component to the right workstation, desk, or rack in the new space, labelled and ready for your IT staff to reconnect in the correct configuration.

Furniture Disassembly, Transport and Reconfiguration

Modern office furniture — particularly workstation systems, height-adjustable desks, collaborative bench systems, and executive suites — is complex, modular, and often expensive. Dial and Move Kenya’s crew includes trained furniture carpenters who disassemble, wrap, transport, and professionally reassemble all office furniture systems. We bring the right tools: Allen keys, panel lifting equipment, workstation rail systems, and modular component trolleys.

We also offer a full office reconfiguration service. If your new space has a different floor plan from your current office, we work from your new layout drawings to position furniture exactly as specified — desks, chairs, storage, meeting room furniture, and kitchen equipment — so your team walks into a fully configured workspace on day one.

File and Document Management During Relocation

Physical files and documents require special attention during an office move. Mishandled filing can set back operations for weeks — and if documents are sensitive (personnel records, client files, financial data, legal documents), mishandling constitutes a data protection breach with real legal consequences.

Dial and Move Kenya manages document relocation using a structured system: all filing cabinets and shelving units are emptied into numbered document boxes, each box is labelled with origin location and destination location, the move inventory records every box’s chain of custody, and boxes are delivered to the designated filing area in the new office. Confidential documents travel in sealed, tamper-evident boxes. We never leave client documents unattended in open areas.

Weekend, After-Hours, and Phased Moves

Minimising business disruption is the highest priority for most of our corporate clients. The most effective strategy is a weekend or after-hours move: Friday evening through Sunday, with the business fully operational again by Monday morning. Dial and Move Kenya is fully equipped for weekend and overnight corporate relocations — we have completed dozens of them, including full floor moves for large organisations with over 100 staff.

For very large relocations, a phased approach may be optimal: moving one department or floor at a time over several weekends, maintaining full business continuity throughout. Our Corporate Move Manager designs the phasing strategy in consultation with your leadership team, with zero overlap between phases.

Old Office Decommissioning and Waste Management

When you leave your old premises, the space must be returned in the agreed condition. Dial and Move Kenya offers a full decommission service: removing all furniture and equipment, clearing out storage rooms and cable management systems, managing the disposal of unwanted items (donation to charity, sale, or certified disposal), and leaving the space clean and empty for handover. We can also arrange a professional deep clean of the vacated space if required.

3. Corporate Storage Solutions — Flexible, Secure, and Managed

Why Businesses Need Professional Storage

Storage is one of the most underplanned aspects of business operations in Nairobi. Companies accumulate physical assets — furniture, equipment, promotional materials, seasonal stock, sample collections — that cannot always be accommodated in the active workspace. Filing and document archives grow faster than available office space. Organisations going through restructuring or merger need temporary holding facilities for assets in transition.

The alternative most businesses default to — stacking items in a corner of the office, keeping documents in a spare room, or renting informal godowns — creates real risks: fire hazard, access control failure, environmental damage to records, inability to locate items when needed, and wasted premium office space that costs far more per square metre than purpose-built storage.

Dial and Move Kenya operates a secure, purpose-built commercial storage facility in Nairobi, offering flexible storage solutions calibrated to business needs — from a handful of document boxes to a full floor of office furniture.

Furniture and Equipment Storage

Office furniture storage is one of our most common corporate storage requests. Businesses in growth phase often acquire furniture ahead of a planned expansion. Companies restructuring may have surplus furniture from a downsized team. Organisations moving to an open-plan configuration may need to store private office furniture that is no longer in active use.

We store office furniture and equipment in clean, dry, secured conditions — racked or floor-stored depending on item type. All items are inventoried on intake and can be retrieved with 48 hours’ notice. Long-term storage clients receive discounted rates and quarterly inventory reconciliation reports.

Seasonal and Promotional Materials Storage

Marketing teams, event management companies, and retail operations frequently need secure, accessible storage for promotional materials — branded stands, banners, POS displays, event furniture, product samples, and seasonal stock. Dial and Move Kenya provides dedicated storage bays with easy access for collection and return, managed by a storage supervisor who can assist with retrieval and condition checks.

IT Equipment and Asset Storage

Retired IT equipment that is not yet ready for disposal — laptops, monitors, servers, networking gear — requires secure storage in a controlled environment. We offer dedicated IT equipment storage with inventory tagging, ensuring chain of custody is maintained from your office to our facility and back. This is particularly important for organisations with data protection obligations: uncontrolled IT equipment storage creates serious information security risks.

Storage Tiers and Access Options

Open access storage: client can retrieve items by appointment during business hours
Managed retrieval storage: we retrieve and deliver specified items to your office on request
Long-term archived storage: items held for six months to several years, quarterly reporting
24-hour monitored storage: security-controlled facility with CCTV and access logs

4. Document Archiving Services — Organised, Accessible, Compliant

The Growing Challenge of Business Records in Kenya

Kenya’s regulatory environment imposes significant records retention obligations on businesses. The Kenya Revenue Authority requires financial records to be maintained for seven years. Employment records must be retained for defined periods under the Employment Act. Companies regulated by the Central Bank of Kenya, the Capital Markets Authority, the Energy and Petroleum Regulatory Authority, and other sector regulators face specific record-keeping requirements that carry real penalties for non-compliance.

Against this backdrop, most Nairobi businesses are sitting on a records management crisis: years of accumulated paper documents stored in boxes, filing cabinets, spare rooms, and off-site godowns, with no coherent indexing system, no retention policy, and no clear understanding of what must be kept, what can be destroyed, and where anything is. When an audit comes — or when a specific file must be located urgently — the consequences of this disorder become immediately, and expensively, apparent.

Dial and Move Kenya‘s document archiving service transforms this chaos into a structured, compliant, and accessible records management system. We handle everything from initial collection and indexing through to long-term secure storage, digital scanning integration, and certified destruction at end of retention period.

Stage 1: Document Collection and Assessment

Our archiving process begins with a document collection and assessment visit. Our records management team works through your existing document holdings — wherever they are currently stored — categorising materials by document type, date range, business unit, and regulatory classification. We produce an initial inventory of your total document holdings, including an assessment of which materials fall into each retention category.

This assessment gives you, often for the first time, a complete picture of your organisation’s paper records — what you have, where it is, and what your obligations are in relation to it. For many clients, this assessment itself uncovers documents that have already exceeded their retention period and can immediately be scheduled for certified destruction, freeing significant physical space.

Stage 2: Indexing and Box Preparation

Every document box entering our archive is prepared to a consistent standard. Documents are sorted by category and date, placed in acid-free archival boxes, and assigned a unique reference number. A detailed index is produced for each box, recorded in our archive management system, and provided to the client in electronic format.

The index makes retrieval fast and auditable. When you need a specific file, contract, or set of records, you can locate the relevant box reference in seconds — and we can retrieve the box and deliver it to your office, or arrange for you to view specific documents at our facility. Every retrieval is logged, maintaining a complete chain of custody record.

Stage 3: Secure Off-Site Storage

Archived document boxes are stored in our secure, purpose-built facility with the following features:

Fire-resistant construction and fire suppression systems
24-hour CCTV monitoring and security-controlled access
Climate-controlled environment protecting documents from humidity and temperature extremes
Racked storage system with bar-coded box locations for precise retrieval
Restricted access — only authorised personnel handle client archives
Regular pest control and environmental monitoring

Stage 4: Retrieval and Delivery Services

Document retrieval is available on demand. Standard retrieval (specific box or file requested before noon) is delivered to your office the following business day. Urgent retrieval (same-day request by 10am) is available as a premium service with afternoon delivery. For clients who prefer, documents can be viewed at our facility in a supervised review room — maintaining security while providing direct access.

All retrievals are logged with date, time, requesting user, and document reference. When retrieved documents are returned to archive, they are checked back in and the chain of custody record is updated. This audit trail is invaluable for regulatory compliance demonstrations.

Stage 5: Retention Management and Destruction Scheduling

Our archive management system tracks the retention period of every document category in your archive. As documents approach their end-of-retention date, you receive advance notification, giving you the opportunity to review and either authorise destruction or extend the retention period with a documented reason. This proactive retention management eliminates both the risk of destroying records too early and the cost of holding records long after they are legally required.

Authorised destruction is executed through our certified shredding service — covered in detail in the next section. Destruction certificates are issued for every batch, providing the documentary evidence required by auditors and regulators.

Digital Scanning and Hybrid Archives

For organisations transitioning from paper to digital records management, Dial and Move Kenya offers an integrated scanning service. Physical documents can be scanned to searchable PDF format, indexed with the same reference system used in our physical archive, and stored on a secure, backed-up digital platform accessible to your team. The physical originals are retained in archive for the required period and then destroyed on schedule. This hybrid approach gives you the accessibility of digital records while maintaining the physical originals for compliance purposes.

5. Secure Document Shredding — Certified, Compliant, and Confidential

Why Secure Shredding Is a Business Imperative

The destruction of confidential business documents is not an optional housekeeping task — it is a legal obligation and a data security imperative. Kenya’s Data Protection Act 2019 requires that personal data is not retained beyond the purpose for which it was collected, and that when data is destroyed, it is done so in a manner that prevents reconstruction. Sector-specific regulations from the Central Bank of Kenya, the Capital Markets Authority, and other bodies add further requirements.

The risk of improper document disposal is real and measurable. Documents left in general waste or recycling bins are a source of identity theft, corporate espionage, and regulatory breach. Personnel files, client records, financial statements, legal correspondence, strategic plans, and payroll information are all prime targets. The reputational and legal consequences of a data breach traced to improper document disposal can be severe — far exceeding the cost of a professional shredding service.

In the Nairobi market, informal document disposal — burning, dumping, or passing materials to waste paper dealers — remains dangerously common. Dial and Move Kenya provides a certified, witnessed, and fully documented shredding service that meets the highest standards of data security and regulatory compliance.

What We Shred — Document Categories

Our secure shredding service covers all paper-based confidential materials, including:

Personnel files and employee records (CVs, contracts, performance reviews, disciplinary records)
Client and customer data (account files, correspondence, personal details)
Financial records (bank statements, invoices, payroll records, tax documents at end of retention)
Legal documents (expired contracts, litigation files, correspondence with legal advisors)
Strategic and confidential business materials (board minutes, tender documents, pricing data)
Medical and health records (for healthcare providers, insurers, and HR departments)
Branded materials (letterheads, marketing materials with confidential content)
Any document bearing personal identifying information — names, ID numbers, addresses, financial data

Our Shredding Process — Six Steps to Certified Destruction

Collection: We collect documents from your premises in sealed, tamper-evident sacks. For large volumes, we provide secure collection consoles — locked bins that accumulate material throughout the week and are collected on a scheduled basis.
Witnessed destruction option: Clients requiring witnessed destruction can arrange for an authorised representative to be present during the shredding process, either at our facility or via a mobile shredding unit on your premises.
Shredding: Documents are shredded using industrial cross-cut shredders that produce particles meeting DIN 66399 security level P-4 or higher — rendering reconstruction impossible.
Verification: Shredded material is weighed and the total weight recorded against the intake weight of the collection.
Responsible disposal: Shredded material is baled and dispatched to a licensed recycling facility — ensuring environmental responsibility alongside data security.
Certificate of Destruction: A formal Certificate of Destruction is issued for every shredding job, recording the date, weight, document categories, shredding method, and authorising signatories. This certificate is your compliance evidence.

Scheduled Shredding — Recurring Service for Ongoing Compliance

Most businesses generate confidential waste continuously. A one-time purge is not sufficient — you need a recurring shredding arrangement that keeps pace with document generation. Dial and Move Kenya offers scheduled shredding services on weekly, fortnightly, or monthly cycles, with collection consoles stationed at your premises. Your staff deposits confidential waste as it arises, our team collects and destroys it on schedule, and you receive a Certificate of Destruction after each collection.

Scheduled shredding clients receive a discounted rate compared to one-time collections, and the service can be scaled up or down as your business volume changes. It is the most cost-effective and compliance-secure approach to ongoing document destruction.

Purge Shredding — Clearing Legacy Document Backlogs

Many organisations have years or decades of accumulated paper records that have passed their retention period but have never been formally destroyed. A purge shredding project clears this backlog in a single, managed operation. Dial and Move Kenya works with your team to identify all documents eligible for destruction (using the retention assessment process described in the archiving section), packs and collects them from your premises, shreds the entire volume, and issues a comprehensive Certificate of Destruction covering the full purge.

Purge shredding projects are priced by weight and can accommodate volumes from a single filing cabinet to an entire building’s worth of legacy records.

Hard Drive and Electronic Media Destruction

Physical documents are not the only confidential waste stream. Hard drives, USB drives, backup tapes, CDs, and other electronic storage media must also be securely destroyed at end of life. Simply deleting data is insufficient — data recovery tools can reconstruct ‘deleted’ information from drives that have not been physically destroyed. Dial and Move Kenya offers certified physical destruction of electronic media, with Certificate of Destruction issued covering each device’s serial number and the destruction method used.

6. Pricing Guide — Transparent Rates for Corporate Services

Dial and Move Kenya maintains a policy of complete pricing transparency for all corporate services. Every engagement begins with a written quote — itemised by service, volume, and scope — agreed before any work commences. There are no hidden surcharges, no fuel additions on the day, and no charges for scope that was not disclosed at survey. The tables below provide indicative pricing for 2025.

Office Relocation Pricing (Nairobi)

Office Size	Staff Count	Crew & Fleet	Timeline	Price Range (KES)
Small office	1–10 staff	4 crew, 1 lorry	4–6 hrs	18,000 – 35,000
Medium office	10–30 staff	6 crew, 2 lorries	Full day	40,000 – 80,000
Large office	30–60 staff	8–10 crew, 3 lorries	1–2 days	80,000 – 160,000
Corporate HQ	60–150 staff	12+ crew, 4+ lorries	2–4 days	160,000 – 400,000
Multi-floor / phased	150+ staff	Custom crew & fleet	Phased weekends	Custom quote

Corporate Storage Pricing

Storage Type	Description	Monthly Rate (KES)
Small unit (10–20 boxes)	Documents / small equipment	6,000 – 12,000
Medium unit (1 office’s worth)	Furniture + files + equipment	15,000 – 30,000
Large unit (full floor)	Multi-department storage	35,000 – 80,000
IT equipment storage	Tagged, inventoried, secure	8,000 – 25,000
Long-term (6+ months)	Discounted rate on all sizes	10–15% discount applies

Document Archiving Pricing

Service	Unit	Price Range (KES)
Initial assessment & inventory	Per engagement	10,000 – 30,000
Indexing & box preparation	Per box	300 – 600/box
Archival storage	Per box per month	200 – 400/box/month
Standard document retrieval	Per box, next-day delivery	500 – 1,000/box
Urgent retrieval (same day)	Per box	1,500 – 2,500/box
Digital scanning (searchable PDF)	Per box (est. 2,000 pages)	4,000 – 8,000/box
Annual retention management	Per active client	15,000 – 40,000/year

Secure Shredding Pricing

Service	Volume / Frequency	Price Range (KES)
One-time purge shredding	Per 50kg bag / sack	1,500 – 3,000/sack
One-time purge — large volume	Per tonne (min. 1 tonne)	20,000 – 40,000/tonne
Scheduled shredding — monthly	Per collection cycle	8,000 – 20,000/month
Scheduled shredding — weekly	Per collection + console rental	15,000 – 35,000/month
On-site witnessed shredding	Half-day mobile unit	30,000 – 60,000
Hard drive / media destruction	Per device	1,000 – 2,500/device
Certificate of Destruction	Included with all shredding	No charge

All prices are indicative and subject to site survey. VAT applicable where applicable. Payment via M-Pesa, bank transfer, or cash. Official receipts and invoices issued. Corporate accounts with 30-day payment terms available.

7. Why Nairobi’s Leading Organisations Choose Dial and Move Kenya

11 Years of Corporate Service Excellence

Founded in 2015, Dial and Move Kenya has been serving Nairobi’s corporate and institutional clients for over a decade. We have completed office relocations, provided storage, managed archives, and delivered shredding services for organisations spanning government, finance, healthcare, education, international development, and the private sector. Our institutional track record is unmatched in the Nairobi market.

Institutional Client Roster: Amref University | EPRA (Energy & Petroleum Regulatory Authority) Faulu Bank | SBM Bank | KIPS College | Helen Keller International East African Community | Ministry of Sports | Dimension Data Key Contracts: Design 40 (Interior Design) — 3-year in-house contract High Point Development Ltd — 1-year contract

Dedicated Corporate Move Managers

Every corporate engagement is led by a named Corporate Move Manager — an experienced logistics professional who is your single point of contact from initial survey through to post-move sign-off. Your manager attends all planning meetings, produces the detailed move plan, briefs and supervises the crew, coordinates with building management at both premises, and conducts the final walkthrough with you. You are never dealing with a call centre or a rotating list of contacts — your manager knows your move inside out.

Trained, Vetted, and Uniformed Crew

Our corporate crew is permanently employed, background-checked, and trained specifically in office moving, IT equipment handling, document management, and data security protocols. They work in uniform and carry company identification at all times. We do not use casual day labour for corporate engagements, and we do not subcontract sensitive work to third parties without client knowledge and written consent.

Data Security Commitment

Document archiving and shredding work involves access to some of the most sensitive materials a business holds. Dial and Move Kenya takes data security seriously as a core operational commitment — not a marketing statement. Our facility has controlled access, our archive staff operate under confidentiality agreements, our shredding chain of custody is fully documented, and our Certificate of Destruction process meets the evidentiary standard required by regulatory auditors.

Purpose-Built Commercial Fleet

Our fleet for corporate work includes high-sided enclosed lorries in multiple sizes, specialist IT transport cases, document trolleys, furniture panel carriers, and workstation disassembly kits. For large moves, we deploy multiple vehicles simultaneously, coordinated by a fleet supervisor. All vehicles are regularly maintained, fully enclosed (protecting your assets from Nairobi’s unpredictable weather), and fitted with load-securing equipment.

Flexible Scheduling — Including Nights and Weekends

Corporate moves happen when the business is not. Dial and Move Kenya operates 24 hours a day, 7 days a week for corporate clients. Weekend, evening, and overnight moves are standard. We have completed full building relocations over a single 72-hour weekend — and been back to a normal schedule by Monday morning. This flexibility is central to our value proposition for Nairobi’s corporate market.

8. Client Stories — Real Outcomes From Real Engagements

Financial Services Firm — Westlands Office Relocation

“We had to move 80 staff from our old Westlands offices to a new building three kilometres away — over a single weekend. Dial and Move Kenya moved every workstation, all our IT equipment, our entire filing system, and our server room. By Monday morning at 8am, every member of staff was at their desk with a working computer. The disruption to our operations was literally zero. I have worked with other moving companies and none of them come close.” — Operations Director, Financial Services Firm, Westlands (name withheld per NDA)

NGO — Document Archiving and Shredding Project

“We had 15 years of accumulated paper records in three separate store rooms — none of it indexed, none of it accessible. Dial and Move Kenya assessed, sorted, indexed, and archived everything in four weeks. They also identified a large volume of records that had exceeded their retention period and destroyed them with full certification. For the first time, our organisation has a compliant, auditable records management system. The regulatory audit we had been dreading passed without a single finding.” — Country Director, International NGO, Nairobi (name withheld per NDA)

Property Developer — Corporate Storage during Renovation

“During our office refurbishment, we needed to store six floors of office furniture for eight weeks — several hundred items including high-value executive furniture and a complete boardroom set. Dial and Move Kenya collected everything, stored it safely, and returned it all at the end of the project in perfect condition. They even helped with the reconfiguration in the new layout. Seamless from start to finish.” — Facilities Manager, Property Development Company, Upper Hill

Healthcare Provider — Ongoing Shredding Programme

“Medical records are among the most sensitive documents an organisation can hold. We needed a shredding partner we could trust completely — one that could provide witnessed destruction, proper certification, and a scheduled programme rather than ad-hoc collections. Dial and Move Kenya designed a monthly collection programme with on-site witnessed shredding for our highest-sensitivity materials. Every destruction certificate is available for regulatory review. We have complete peace of mind.” — Compliance Officer, Healthcare Provider, Nairobi (name withheld per NDA)

9. Planning Your Corporate Move or Records Project — A Step-by-Step Guide

Planning Your Office Relocation — Timeline

12 Weeks Before Move

Confirm new premises and lease commencement date
Appoint an internal Move Coordinator to liaise with your moving company
Engage Dial and Move Kenya for initial survey and planning meeting
Develop internal staff communication plan — when and how to tell employees

8 Weeks Before Move

Finalise and sign off the Move Plan with your Corporate Move Manager
Confirm IT dismantling and reinstallation timeline with your IT team
Order new furniture or confirm existing furniture fits the new floor plan
Notify building management at both premises and register your crew and vehicles

4 Weeks Before Move

Communicate move details to all staff with clear instructions for desk preparation
Begin document and archive assessment — identify items for destruction vs. archiving
Confirm internet and telephony connection dates at new premises
Confirm move dates, crew size, and vehicle allocation with your Corporate Move Manager

1 Week Before Move

Distribute packing materials and box labels to all staff
Conduct a final walkthrough of both premises with your Corporate Move Manager
Confirm access arrangements at both premises for move weekend
Brief security and reception at new premises for crew arrival

Move Day

Your Corporate Move Manager arrives first — confirms access and briefs crew
IT team disconnects equipment — Dial and Move crew follows immediately
Department-by-department loading in agreed sequence
Continuous inventory check — every tagged item signed off on departure
Arrival at new premises — furniture placed, IT delivered to correct workstations
Post-move walkthrough and completion sign-off

Initiating a Document Archiving or Shredding Project

Contact Dial and Move Kenya and describe your document management challenge
We arrange a free assessment visit to review your current document holdings
You receive a written proposal covering scope, timeline, and pricing
On acceptance, we begin the collection, assessment, and indexing process
Archived documents are transferred to our secure facility with full inventory
Items cleared for destruction are shredded with witnessed option available
You receive a Certificate of Destruction and your new archive index
Ongoing management — retrieval, additions, and scheduled destruction — continues as agreed

10. Frequently Asked Questions — Corporate Services

Q: How much advance notice do you need for an office move?

For small office moves (under 20 staff), two to three weeks’ notice is usually sufficient. For medium moves (20–60 staff), four to six weeks allows proper planning. For large or complex moves involving multiple floors, phased moves, or specialist IT requirements, eight to twelve weeks is ideal. We have managed urgent moves with shorter notice — contact us as soon as the move is confirmed.

Q: Can you move our server room?

We transport server room equipment under a strict chain-of-custody protocol in coordination with your IT team. We do not disconnect or reconnect servers — that is your IT team’s domain — but we manage the physical transport, packing, and delivery to the rack location in the new premises. For complex server environments, we recommend a joint planning session with your IT lead and our Corporate Move Manager.

Q: Do you provide Certificates of Destruction for shredding?

Yes. A Certificate of Destruction is issued for every shredding engagement — one-time purge or scheduled collection. The certificate records the date, volume (in kilograms), document categories, shredding method, and signatories. It is suitable for presentation to regulatory auditors, data protection officers, and legal teams. There is no additional charge for the Certificate of Destruction.

Q: How is document retrieval from your archive managed?

Standard retrieval requests received before noon are delivered to your office the following business day. Urgent same-day requests (received before 10am) are delivered by close of business the same day at a premium rate. For sensitive documents, we offer a supervised in-facility review option — you view documents in our secure review room without them leaving the facility. Every retrieval is logged with a full audit trail.

Q: Can you handle a move that must be completed over a single weekend?

Yes. Weekend and overnight moves are one of our core corporate offerings. We have completed full building evacuations over 48-hour weekends for organisations with over 100 staff. The key requirement is adequate planning time — ideally four to six weeks for a weekend move of this scale. We assign a full weekend crew and maintain management oversight throughout Saturday and Sunday.

Q: Do you offer corporate accounts with invoiced payment?

Yes. Established corporate clients can apply for a 30-day credit account, allowing payment by invoice rather than upfront. We issue detailed, VAT-compliant invoices for all corporate services. M-Pesa and bank transfer are also accepted. A signed service agreement is required for ongoing services such as scheduled shredding and archival management.

Q: What security measures protect our archived documents?

Our facility has 24-hour CCTV monitoring, security-controlled access with visitor logs, fire-resistant construction and suppression systems, climate control for temperature and humidity, racked storage with barcoded locations, and restricted access limited to authorised archive staff. All staff handling client archives operate under confidentiality agreements. We maintain a full audit log of all document movements.

Q: Can you help us develop a document retention policy?

Our records management team can provide guidance on statutory retention requirements applicable to your industry, the document categories typically maintained by organisations of your type, and a suggested retention schedule covering each document category. We do not provide legal advice — for complex regulatory questions, we recommend engaging a compliance consultant — but we have extensive practical experience supporting organisations in developing workable retention frameworks.

Start Your Corporate Project Today — Free Assessment and Quote

Whether you are planning an office relocation, need secure corporate storage, want to bring order to a chaotic document archive, or need a certified shredding programme — Dial and Move Kenya is ready. We have been delivering these services to Nairobi’s most demanding corporate and institutional clients since 2015, and we bring the same expertise, accountability, and commitment to excellence to every engagement — regardless of size.

Contact our corporate team today for a free, no-obligation assessment of your needs. We will visit your premises, understand your challenge, and provide a clear, written proposal within 48 hours.

CONTACT DIAL AND MOVE KENYA — CORPORATE TEAM 0747 500 505 | 0729 588 291 | 0726 148 038 Corporate Sales: sales@dialamover.co.ke General: dialandmovekenya@gmail.com www.dialandmovekenya.co.ke | www.affordablemovers.co.ke Muthaiga Business Square (Pangani), Nairobi “Seamless Moves, Happy Lives” | Est. 2015