The Ultimate IT Checklist for Property Transitions and New Building Turnovers
When a new property comes online or changes hands everyone scrambles to make sure utilities, vendors and contracts are in place.
But one critical area often gets overlooked until it’s too late IT and technology systems
From internet and security cameras to access control and tenant Wi-Fi, there’s a lot that can slip through the cracks.
And once residents or staff move in, the cost of fixing those oversights skyrockets.
At ColdSpace Technologies, we specialize in Built Smart IT helping developers and property management teams transition buildings smoothly and securely.
Here’s the ultimate IT checklist to make your next property turnover stress free.
1. Verify Internet Connectivity and ISP Accounts
-Confirm primary ISP (Spectrum, AT&T, etc.) is active and installed before turnover.
-Document circuit details (speed, static IPs, account login).
-Ensure there’s a network demarcation point and accessible equipment rack.
-Test internet speed and failover connectivity (if applicable).
-Transfer billing and ownership into the property management company’s name.
ColdSpace Tip:
Start ISP coordination at least 90 days before turnover it’s one of the most common causes of move in delays.
2. Audit Network Hardware and Configuration
-Inventory all installed network equipment (firewalls, switches, Wi-Fi access points).
-Verify all devices have administrative access and documented credentials.
-Check for proper VLAN segmentation (office, leasing, cameras, guest Wi-Fi, etc.).
-Confirm firmware and security patches are current.
-Label all cables, ports and racks clearly.
Pro Tip:
Take photos of all network closets and label them by building and floor. Visual documentation saves hours during future service calls.
3. Assess Security Systems
-Confirm camera systems are online and recording properly.
-Verify NVR/DVR credentials and retention settings.
-Ensure access control systems (doors, key fobs, intercoms) are working and documented.
-Confirm user access permissions match current staff.
-Check that all equipment is on surge protected power and backup.
ColdSpace Reminder:
When ownership changes, always reset default passwords and revoke access for former vendors or staff.
4. Set Up Leasing Office and Common Area IT
-Configure computers, printers and phones for on site staff.
-Connect all workstations to secure business networks (not guest Wi-Fi).
-Install productivity tools (Microsoft 365, Teams, SharePoint, etc.).
-Set up local backups or ensure cloud sync is active.
-Test networked printers and scanners for scan to email functionality.
Bonus:
Create a “Leasing Office Tech Guide” a simple cheat sheet with Wi-Fi info, support contacts and system logins for new team members.
5. Confirm Low Voltage Vendor Turnover
-Obtain as built drawings, wiring diagrams and vendor contact info.
-Ensure all low voltage vendors (AV, cameras, access control) have completed punch lists.
-Request final documentation and warranty information.
-Verify that all systems integrate properly (no conflicts between camera and access networks).
ColdSpace Tip:
Have your IT partner review low voltage scopes before closeout. Mismatched systems are one of the biggest post turnover headaches
6. Secure Data and Ownership
-Transfer admin accounts for Microsoft 365, email domains and any software portals.
-Disable or remove accounts tied to previous ownership or construction vendors.
-Update all passwords and enable Multi Factor Authentication (MFA).
-Move licensing and subscriptions to the new management entity.
Why it matters:
If you don’t take ownership of the admin accounts, you don’t control your systems and that can quickly become a security liability
7. Establish Backup and Recovery Systems
-Verify daily automated backups for critical files and configurations.
-Ensure cloud storage (SharePoint, OneDrive, or Druva) is active and monitored.
-Test at least one restore point before turnover.
ColdSpace Philosophy:
Backups aren’t “nice to have” they’re the safety net that keeps operations moving when something fails.
8. Set Up Ongoing IT Support
-Establish a managed services agreement or escalation plan for support.
-Provide all team members with clear contact info for IT issues.
-Schedule quarterly maintenance or audit checks for security and performance.
-Document support escalation paths (Level 1 onsite, Level 3 escalation, etc.).
ColdSpace Value:
We provide flexible co managed or fully managed support options so property staff always have expert help when they need it, without long term commitments.
9. Review Compliance and Cybersecurity Standards
-Confirm data security practices meet local and industry requirements (CCPA, SOC2, etc).
-Ensure tenant and business networks are segmented.
-Review antivirus, endpoint protection and patch policies.
-Create an incident response contact list for emergencies.
ColdSpace Tool:
Our CyberSecure Technical Assessment gives you a baseline score and roadmap for compliance, risk mitigation and ongoing protection.
10. Document Everything
-Keep a central repository (SharePoint or OneDrive) for:
Vendor lists
Credentials
Network diagrams
As built documentation
Warranty and service contacts
This ensures future staff, owners or partners can pick up exactly where you left off with no gaps or guesswork.
ColdSpace’s Take - Smooth Transitions Are Planned, Not Rushed
Every property transition is complex but technology doesn’t have to be the bottleneck.
By planning your IT turnover the same way you plan your utilities and inspections, you avoid costly surprises and downtime for your staff and tenants.
At ColdSpace Technologies, our Built Smart IT team specializes in helping property developers and management companies plan, document and transition technology smoothly from construction to operations.
Turning Over a New Property Soon?
Don’t let IT slow you down.
Schedule your Built Smart IT Consultation today and get a customized turnover checklist for your project.