File cabinets overview
Even in this electronic age, businesses still depend heavily on printed documents. Contracts, employee files, confidential paperwork – all need to be neatly filed and easily accessible. A sturdy file cabinet will provide all of the storage space you need to properly store documents and retrieve them when necessary.
File cabinets come in a variety of sizes with two to five drawers per unit. When shopping for file cabinets, consider how much space you have and the quantity of documents you wish to store.
Vertical vs. lateral file cabinets
Most file cabinets are available in vertical and lateral formats. Vertical file cabinets typically feature two to five drawers and allow you to adequately store legal and letter sized documents. These sized cabinets are best for offices with limited floor space.
Lateral file cabinets feature much more storage and make it easier to file documents, but you need a lot more room for them. Thanks to a larger and deeper construction than vertical cabinets, you can store multiple-sized documents in the same drawers.
File cabinet materials
You can find file cabinets that are made of one of two materials: steel or oak.
Steelcase file cabinets feature several, roomy drawers for different-sized files. Suspension bars in the drawers help organize file folders. A lift-up door opens to reveal rollout, interlocking drawers which prevents tipping and allows you easily reach files located in the back. Steelcase construction is strong and durable, can withstand extreme temperatures for a period of time, and can even survive long drops with little damage.
Oak file cabinets are better solution for paper-based filing. They look more professional and can help match the décor of the office. Typically available with two or four drawers, oak file cabinets are extra wide allowing files to sit side by side. You can also use a wire cage to work with hanging files. Oak is a strong and durable, yet lightweight, material that’s easy to put together.
What to look for in a file cabinet
Businesses will have different needs based on available space. If you need file cabinets with the largest capacity, you’ll need enough space to support a lateral file cabinet. This may involve putting the furniture in a common area or in a designated area in a copy room. For employees who only need a small cabinet to stow away under a desk or as part of a cubicle, you need to make sure you have enough room but can still easily access the files.
Look for file cabinets with a strong suspension system that holds the drawers securely, even if they are very heavy. Safety features, such as a locking device that prevents you from opening several drawers at once, can be built into the cabinet’s construction to prevent the unit from tipping over. You also want to take note of the maximum weight capacity of each drawer so you don’t overstuff them and cause potential damage.
Another important element to look for if you’re maintaining critical documents or even media is fireproofing. Steelcase file cabinets that are built to withstand extreme temperatures can handle up to 350º F before the contents start to burn.
If you need more enhanced organizational options, mechanical filing systems is the next step up from traditional file cabinets. These units feature rolling cabinets with plenty of additional room for files and open shelving with several open fronts that are easily accessible. They can also double as artificial walls allowing you to separate different parts of an office. Best of all, mechanical filing systems are modular, so you can always add more space as your business grows.
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