5-Step Guideto Cubicle and Office Furniture Storage

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com �

Many companies find themselves in a position of needing either short-term or long-term cubicle or

office furniture storage. The reasons why may vary. The company may have moved, combined

divisions, or undergone the unfortunate task of downsizing its staff. In any case, the amount of

cubicles and/or furniture and equipment in their office is more than is needed.

Intuitively, most companies understand the value of shelving these unused assets to reduce im-

mediate costs, but still would like to have them available for future use.

The answer is short-term or long-term furniture storage.

But what are the most important things to think about when considering storage? Here’s our 5

step guide to what we’ve experienced to be the top concerns for short-term or long-term cubicle

and/or office furniture storage.

1. Decide What to Store

2. Determine Storage Area Needs

3. Choose the Right Storage Company

4. Track Inventory

5. Calculate Your Cost Savings

�. Decide What to Store

So, you’ve made the decision to place unused cubicles and office furniture in storage. You’ve

talked with a space planning consultant or walked through your office with your team and started

making a preliminary list of items that are unused or could be consolidated.

Storing these items presents a huge potential to save. But what exactly can and can not be

stored? Here’s a list of common items that we’ve found companies typically store for short-

term or long-term storage.

• Cubicles - new or used cubicles, room dividers, modular partitions

• Free-standing office furniture - desks, credenzas, conference tables

• Chairs - rolling desk chairs, fixed guest chairs, auditorium seating

• Case Goods and Storage - filing cabinets, flat files, storage cabinets, drawers,

overhead bins, book cases

• Electronics - copy machines, fax machines, computers, monitors, printers, phones

• Hard Copy Files - boxed archives of paper files, books

• Artwork – paintings, prints, sculptures

• Miscellaneous – office supplies, hardware, carpet, maintenance materials such

as doors and ceiling tiles and other construction material.

2. Determine Storage Area Needs

Every office area is different and creates different storage needs, but our experience over the

years has enabled us to have a good ballpark figure that should help you with the information

you need. Of course, a specific storage needs analysis for you particular space can be pro-

vided by your storage provider if a more accurate explanation is required.

“Intuitively, most

companies under-

stand the value

of shelving these

unused assets to

reduce immedi-

ate costs, but still

would like to have

them available for

future use.”

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com 2 ©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com �

Most offi ces are a combination of cubicles, free-standing offi ce furniture, chairs, case goods

and storage, electronics, hard copy fi les, and artwork. Most of those items, when stored, take

up far less space than when they are in place and available for regular offi ce use. For in-

stance, cubicles can be knocked-down. Free-standing offi ce furniture, chairs, case goods and

archived boxes, all can be stacked in considerably less space.

We’ve found that on average, storing unused cubicles and furniture pieces will reduce space

usage by roughly two-thirds.

That’s a lot of space savings. So, if the area you’re consolidating takes up about 3,000 square

feet of space when in use, the ballpark is that it will take up roughly 1,000 square feet of

space when in storage. And since the cost of storage space is considerably less than offi ce

space, storing unused items is actually a double advantage.

�. Choose the Right Storage Company

Whether you need a little space for short-term storage, or a lot of space for long-term storage,

fi nding a storage company and facility that meets certain minimum criteria is important. It will

ensure that your investment of cubicles, furniture and equipment remains available and retains its

value as an asset for your company.

The fi rst decision in choosing a storage company is whether to use a professionally managed stor-

age facilities or a self-storage option. Although there are benefi ts to both, be sure to compare

apples-to-apples when evaluating which one is right for you. You may fi nd that a professionally

managed facility actually gives you more for your money than does a self-storage option, with

more guarantees and far fewer headaches.

If you’re not sure what’s right for you, use this quick checklist to compare.

Choosing Professionally Managed or Self-Storage

Factors to ConciderProfessional Offi ce Furniture Storage & Management Self-Storage

Secure (alarms, surveillance, 24/7 access, scheduled access) √

Environmentally Controlled (water tight, constant moderate temperature, airfl ow) √

Fully-Insured Low or NO deductible, even during transit) √

Furniture Professionals (certifi ed installers for tear-down, offi ce space planning professionals) √

Transportation (pick up and delivery with insured vehicles and drivers) √

Packing Supplies (boxes, labels, packing materials) √

Inventory Tracking on-site during the knock-down and ongoing, online, perpetual at the storage facility

√

“We’ve found

that on average,

storing unused

cubicles and

furniture pieces

will reduce space

usage by roughly

two-thirds.”

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com �

This guide assumes you’ve chosen a professional office furniture storage option and are now con-

sidering which facility is appropriate for your needs. There are three things to consider:

A. A secure location

B. An environmentally controlled location

C. A fully insured location

D. Certified Furniture Professionals

E. Storage Transportation (Pick up and delivery)

F. Packing Supplies

A Secure Location Not all storage locations are equal when it comes to security. You’re best bet is to ensure your

cubicles, furniture, and equipment are stored in a secure location. Reputable storage firms

guard their clients’ valuables in a warehouse that is safe and secure. Entry points should be

locked and visitor access scheduled and escorted. Additionally, facilities should secure the

building with entry alarms and surveillance cameras to maintain a reasonable level of safe-

keeping. Bonus for facilities where 24/7 access is provided.

An Environmentally Controlled LocationMany of the items you’ll be storing have the potential for environmental damage. Moisture,

excessive heat or extended cold snaps can warp wood furniture or mold the fabric-covered

cubicle panels. Damaged goods quickly lose their value and usefulness.

A safe option is to store unused cubicles, furniture and equipment in an environmentally

controlled warehouse to avoid damage. Choose a storage location that is water tight and

that maintains an average temperature between 54 to 80 degrees with good airflow and

ventilation. Roofs should be leak free, as should walls and entry ways to avoid water

entering the building or pooling around stored items. Maintaining an even temperature

eliminates the twisting and distortion on wood components as well as prevents fabrics from

mildewing.

A Fully Insured LocationEven the most well managed storage facilities encounter occasional challenges outside their

control. In the event that a facility experiences misfortune, you’ll want to be sure that it is fully

covered. Materials should also be covered during transit from your facility to the storage facil-

ity. They should be fully-insured with a minimum or no deductible to you.

Certified Furniture ProfessionalsSome storage facilities are just that; storage facilities and nothing more. While that may work

in certain instances, often times, companies are looking for providers that combine the physi-

cal storage space along with the skill to plan, install, tear-down and reconfigure their cubicles

and furniture. Office space planning services outline office layouts to comfortably accommo-

date new office needs, while minimizing wasted space. Certified installers facilitate reconfigu-

rations and maintenance. Companies that combine space planning, installation, and storage

options are a good bet for value.

Storage Transportation (pick up and delivery)Storage facilities that offer furniture pick up and delivery make the storage option even more

trouble-free. It’s more convenient to make one call rather than making several calls to coor-

dinate the storage facility, workers to move the materials and a trucking company to transport

“Finding the right

storage company

ensures that your

investment of

cubicles, furniture

and equipment

remains available

and retains its

value”

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com � ©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com 5

them. Any transportation company, whether independent or affiliated with a storage facil-

ity should always maintain insured vehicles and drivers to guarantee your office furniture is

secure during transport.

Packing SuppliesA storage facility that offers packing supplies can be a real time saver. Although not a critical

consideration, having a one-stop location for all the materials you need for relocation or re-

configuration makes the process easier. Corrugated storage boxes, labels, tape, bubble wrap,

bags and plastic, stretch wrap, and cushioning materials (peanuts and foam) all keep your

valuables looking good.

�. Track Your Inventory

Inventory tracking doesn’t just start at the point where the furniture hits the storage

facility. Reputable furniture installation and storage companies should have a multi-point

checking system to keep things on track during the knock-down, removal and transit pro-

cess, followed by an inventory tracking system once the materials arrive and are stored at

the facility.

Pre-Storage Inventory CheckpointsThe first checkpoint is a preliminary assessment and evaluation. This may happen during the esti-

mate process when you and your storage company vendor walk through your office and note how

many cubicles, offices, conference rooms and other materials are to be stored.

The second checkpoint is on the day of cubicle or office knock-down. The installation team, or

in this case the de-installation team, that disassembles the cubicles and office furniture should

create an inventory of how many assembled offices were torn down and loaded for transport

to the storage facility.

The third checkpoint is when the trucks carrying the knocked-down cubicle and office materi-

als arrive at the storage facility. When the materials are unloaded they should be individually

itemized and tagged with a final report available to you for your records.

On-Site Storage InventoryOnce your cubicles and furniture are safely and securely stored, you’ll want a means of

tracking the status of your stuff so you’ll have instant access to what’s available.

A perpetual (or continuous) inventory is the preferred method of keeping track. It notes

any inbound or outbound movement of materials and updates the accounting version with

the actual stock on hand. This guarantees that you’ll have full knowledge of what’s available

when you need it. An online inventory tracking system is even more accommodating. It al-

lows you to check the status instantly without calling or visiting the storage facility

in person.

“Reputable

furniture installa-

tion and storage

companies should

have a multi-point

checking system”

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com 5

5. Calculate Your Yearly Cost Savings

Now that you’ve decided what to store, determined how much space you’ll need, chosen a

storage company that’s right for you and are actively tracking your inventory, you can bask in

the glory of knowing you’ve saved your company a bundle.

But exactly how much did you save? Here’s a formula to estimate that.

So, let’s say that you have six standard-size cubicles (8’ x 8’) and two offices (10’ X 12’) that

will be stored. First let’s calculate the square footage of the areas.

Sixstandard-sizecubicles(8’x8’) Twooffices(10x12’) =6X64 =2X120 =384sq.ft. =240sq.ft

384sq.ft+240sq.ft.=Totalof624sq.ft.

Now, plug your square footage number into the existing usage costs formula and the storage cost formula.

existing usage cost: Totalsq.ft.Xyearlyofficespacecost=yearlyratepersq.ft. 624X$40=$24,960peryear

storage cost: (.333)Totalsq.ft.Xyearlystoragespacecost=yearlyratepersq.ft. (.333)624X$12=yearlyratepersq.ft. 208X$12=$2,496year

Yearly Existing Usage Cost – Yearly Storage Cost = Yearly Savings

$2�,960 - $2,�96 = $22,�6� Yearly Savings (or $�,872 Monthly Savings)

It’s based on three assumptions:

1. That storage reduces space requirements by roughly two-thirds (.667), according to our experience.

2. That the average office space rates across the Northeast are about $40 per square foot. Although costs vary by location, you can plug in the rates in your specific area for a more accurate estimate.

3. That although other cubicle installation and storage companies may vary, Cubicle Solutions, Inc. stor-age rates are typically $12 per square foot per year.

Calculate storage cost:

(.333)Totalsq.ft.

Yearlystoragespacecost

Yearlyratepersq.ft.

Calculate existing usage cost:

Yearly Storage Cost

Yearly Existing Usage Cost

Yearly Savings

“bask in the glory

of knowing you’ve

saved your company

a bundle”

Totalsq.ft.

Officespacecost

Yearlyratepersq.ft.

That’s a 9-times ROI savings!

©2009 Cubicle Solutions • 23 Northwestern Dr. • Salem • NH • 03079 • Phone: 866·444·2823 • www.cubicle-solutions.com 6

About Cubicle Solutions Customers count on CSI for professional management of their office environment needs. This

includes cubicle and office furniture installation, office reconfiguration, office relocation, furni-

ture storage, deliveries, space planning and design, auditorium seating and flooring.

Founded in 2001, Cubicle Solutions has quickly emerged as an office and system furniture

installation leader. We have experienced exponential growth, more than doubling in size each

year since our inception.

The key to our success is our commitment to our clients. Utilizing our many years of experi-

ence, we ensure that our clients’ projects run smoothly, on time, on budget and with as little

stress as possible.