4 Tips on Choosing a File Storage Cabinet
A file storage cabinet is a drawer or set of drawers designed to accommodate documents in vertically arranged folders. These cabinets are usually equipped with a lock.
The cabinet's structure is typically spot welded, a process where a low-voltage power source creates welds in regular intervals between overlapping sheets of metal.
Size and Capacity
The size of a file storage cabinet is an important factor to consider when selecting one. It determines the amount of documents, books or other items that can be stored inside. File cabinets are available in a wide variety of sizes to meet different needs. They can be short and narrow, 2-drawer vertical files; 29” high; or a bit longer, lateral filing cabinets between 32 and 36” wide. Some can be as tall as 66” high.
Aside from the number of drawers and the total size of the cabinets, they also differ in their capacity. The raw capacity is based on the dimensions of each drawer and multiplied by the number of drawers.
For example, a 30-inch wide lateral file cabinet with two drawers can accommodate up to 2,400 pounds of documents. This can be converted to cubic feet by multiplying the width of one drawer by its depth.
While the dimensions of a file storage cabinet are important, it is also crucial to consider its security features. Many models have locks and keys to keep contents secure. They can be designed to be fire-proof as well, which makes them a good option for keeping important papers safe in the event of a disaster.
There are also options that allow users to store more than just paper files, including acoustic and electronic media. Some also feature built-in supply drawers to store items like pens, paperclips and batteries. There are also extending printer trays and durable surfaces that can provide an extra work surface.
Another option is a rotary file cabinet, which has a large bottom drawer and an included hanging folder bar that allows for both letter- and legal-sized files. The top two drawers are ideal for personal items, such as a phone, wallet or purse, while the removable pencil tray keeps necessities within reach.
Choosing a filing cabinet with the right dimensions will ensure that all your papers can fit properly. This will make it easier for you to retrieve them when needed. In addition, it will help you stay organized and prevent over-filling the cabinet. You can also use a measuring tape to check the inside dimensions of your drawers. This can help you estimate how much space they will take up when fully loaded.
Material
While much of modern life is going digital, it's inevitable that there will still be bills, birth certificates, warranties, tax records and returns, the deed to your house and other paperwork that requires physical storage space. File cabinets offer secure storage for this important office detritus and can help keep it from taking over your living space. Most cabinets are built to accommodate traditional letter and legal size folders, and can have drawers that are lockable for extra security.
Many cabinets are made from metal, such as steel, which offers the durability required to hold heavy documents. However, there are also cabinets made from plastic and processed wood, which are more affordable options that can look very attractive in a home or small business office. If you're storing very valuable or sensitive information, look for models that are fireproof. These are usually UL-listed, and are built with walls that feature special encapsulated chambers filled with vermiculite or another lightweight, water-absorbent clay mineral. These contain the documents, and when a fire is detected, the material melts to absorb the heat rather than causing it to burn through.
If you have limited floor space, consider a rotary file cabinet that can provide a lot of storage in a relatively small footprint. These tall, narrow cabinets can have a high number of drawers or shelves on each side, so they can make the most of your room. Some models have doors that slide or fold back into the storage cabinet, so you can access your files without pulling out any drawers.
Some file cabinets are spot welded, which is a type of welding that creates welds at regular intervals between two overlapping sheets of metal. This technique is used because it offers a strong, long-lasting bond. Other manufacturers use more sophisticated welded fabrication methods, which include resistance spot welding and arc welding. These techniques offer more precision and strength than welds created with standard methods, but may require a longer period of time to complete. Depending on the manufacturing process, some files are also subjected to rigorous testing to ensure that they can stand up to the elements.
Aesthetics
A good file cabinet should be able to boost your office’s aesthetics and make you feel more inspired to work. The design should also be easy to use and blend in with your other office furniture. You can find stylish filing cabinets in various colors and designs that suit your workplace style. Some of them even have handles, knobs and other decorative elements that give them a distinct look.
You can find a lot of fashionable filing cabinets in different sizes. For example, the BIRDROCK HOME cabinet features three drawers and can hold a lot of files. It also has a modern design and is made of durable wood materials. It has a beautiful seagrass finish and bronze handles that give it an elegant appearance. Other stylish options include the Amazon Brand Stone & Beam Mid-Century Drawer and the VINGLI wooden rattan 2-Drawer Lateral File Cabinet with Lock. These file storage cabinets have a modern and sophisticated appearance and can fit in with several types of home offices or bedrooms.
There are many different types of file cabinets, but the most common ones are horizontal and vertical. Horizontal cabinets have wide drawers that can accommodate both letter-size and legal-size hanging folders. They’re generally shorter than lateral cabinets and have smaller footprints on your floor. Vertical file cabinets have narrower drawers and are taller than horizontal ones. They’re often used for long documents like contract agreements or research reports. They can also have a follower block to keep documents in place and counterweights to prevent them from tipping over.
Another popular type of file cabinet is the shelf file, which has no drawers but shelves for storing folders with tabs on the side. It’s a great option for a small office, especially if you don’t have a lot of space to spare. You can also find fireproof shelf files that are suitable for storing sensitive papers.
If you want to spruce up your existing file storage cabinet, you can use contact paper to add some color and design. This material is easy to apply and comes in a variety of colors, patterns, and shapes. You can also find a variety of vinyl decals that can help you create an interesting design for your workspace. You can also restyle your old file cabinet with chalkboard paint, which is inexpensive and easy to apply.
Security
File cabinets are a great way to keep important files organized and safe. They are a good choice for businesses looking for secure storage options since they don’t require a hard drive and can be locked shut to prevent unauthorized access. However, it is important to take extra precautions when using a file storage cabinet, as it can be a tempting target for thieves. By following these simple tips, you can ensure that your files remain secure and protected.
Invest in a High-Quality Lock System
There are several types of locks that can be installed on file storage cabinets. Some are more secure than others, and the best ones are made from metal and have a keyed lock. Some options are cam locks, which are activated with a key and rotate to open, and plunger locks, which require the user to depress the body of the lock in order to close it.
Label and Categorize Files
Files should be clearly labelled and categorize to make it easier for employees to find documents quickly. Additionally, it is important to label drawers and use dividers to organize files. This can help prevent files from being misplaced or stolen and ensures that files are returned to the correct file cabinet after being used.
Additionally, employees should be educated on proper file handling and locking mechanisms. Educating employees on these protocols can help to reduce the risk of information theft and unauthorized access. This is also an opportunity to highlight the importance of reporting suspicious activity.
Lastly, it is recommended that a fireproof file cabinet be usedwhenever possible. Fireproof filing cabinets are able to withstand the effects of fire for up to an hour, which can significantly reduce the damage that would otherwise be caused by a flammable file cabinet.
While it may seem like a hassle to set up a fireproof file cabinet, the process is not as complicated as one might think. There are a few things that need to be taken into consideration, but once done properly, it can be an excellent investment for your business.