Selecting the appropriate filing cabinet is integral in maintaining an organized and functional fixture space. With many configurations, including basics covered in metal to appealing wood looks, each style serves a functional purpose and makes the office more ergonomic.
Knowing what to consider when selecting a filing cabinet will help whether you’re storing confidential documents or just creating space in the office. So now, let’s turn our attention to the important aspects to consider when choosing a filing cabinet. We will explore why you should invest in one, what its types are, how to choose, and more. Stay connected!
1) Why should I invest in a filing cabinet?
Indeed, buying a filing cabinet is a mindful investment. There are many reasons why you may want to buy or invest in a filing cabinet. Here are some of the key benefits:
- Boosts Organization: Filing cabinets allow files to be systematically arranged and stored, and retrieval is easy, hence increasing the efficiency of work done.
- Protection: Drawer locks are incorporated into filing cabinets. They limit the exposure of sensitive data to unauthorized individuals, thus protecting the information.
- Less paper on the desk: A cabinet is a tool for containing paperwork away from the desk area, thus providing more usable space and a professional and organized room.
- Cost-effective: Buy once and save time and money in the long run.
- Improvers Office Appeal: Additional color and design can allow filing cabinets to match the style of an office.
- Save space inside the office: With different types of filing cabinets designed in multiple shapes or layouts, such as vertical, lateral, and mobile, even those with small offices can select a design that suits their space. Moreover, there are cabinets with different numbers of drawers, like 2 drawer filing cabinet, 3 drawer filing cabinet, 4 drawer filing cabinet, and more.
When you buy the correct filing cabinet, this cabinet organizes your paperwork, makes the workplace efficient, and reduces clutter.
2) What are the basic types of filing cabinets?
There are a lot of filing cabinets available in the market, let’s discuss the most trending ones;
a) Vertical Filing Cabinets: Vertical cabinets are quite narrow and tall, making them useful in space-constrained offices. They can be placed against the wall and can hold a lot of papers as they have deep drawers in folds that open out, but these cabinets occupy only a small area.
- Pros:
- These are space-saving and appropriate for narrow working areas.
- These drawers have more depth, making it easier to neatly fit into paper without consuming too much space.
- Cons:
- Taking documents from drawers positioned at the back may be challenging due to their depth.
- These drawers are not very wide. Therefore, the documents that can be placed in them are standard in size.
b) Lateral Filing Cabinets: Lateral cabinets are short and broad with sidewise drawers and are most appropriate for active project files that require easy retrieval.
- Pros:
- Because lateral cabinet drawers are wide, the documents contained in them can be seen and taken out with ease.
- These cabinets can hold a variety of file formats ( legal or letter-sized documents )
- Cons:
- These require more space than vertical cabinets when placed on a desk.
- These are large and cannot be moved around with ease.
c) Mobile Filing Cabinets: There units are small in size, lightweight and come with wheels. These drawers are also quite small, with only three drawers, and they’re designed to fit underneath desks or in small offices.
Pros:
- They are also easily transportable making it easy to change spaces when needed and thus, suit in roaming work spaces.
- Ideal for fitting under desks, allowing the effective use of limited working areas.
- Cons:
- Not ideal for use in large cabinets
- Can’t store heavy files.
d) Flat Filing Cabinets: Flat cabinets have been structured to keep dimensional objects like blueprints, maps, etc. These cabinets have shallow drawers, which help keep the larger documents flat.
- Pros:
- Facilitate the preservation of large documents in their unfurled format.
- Great for storage in design, architecture,e or other specialist industries.
- Cons:
- They are not portable and require too much space, making them inappropriate in small offices.
e) Open-Shelf Filing Cabinets: Similar to bookshelves, documents stored in open-shelf cabinets can be easily reached. They are mostly used in situations where files need to be referred to regularly.
- Pros:
- Facilitates users as the books are outright accessible.
- Cons:
- As the files are not securely fastened, they do not offer privacy.
- Not fit for confidential materials due to the risk of exposure.
f) Fireproof Filing Cabinets: Fire and water can sometimes be dangerous to sensitive documents. These cabinets are designed to protect them from these elements. They are made from heavy-duty fire-resistant materials, which are usually utilized in areas where there are many security concerns for documents.
- Pros:
- Fire and often water damage on important documents is completely under control.
- The documents are safe.
- Cons:
- The cost is high because the construction is unique.
- They tend to be bigger and heavier than normal filling cabinets.
Apart from these, several other kinds of filing cabinets are available in the market, categorized by color, material, size, and position. For example, there are metal filing cabinets, black filing cabinets, white filing cabinets, and desk filing cabinets, large filing cabinets, small filing cabinets. Moreover, it is important to note that each type is suited for a different purpose and thus has its advantages and limitations when it comes to storage requirements.
3) What should you consider when choosing a filing cabinet?
Here is broader insight about essential factors to bear in mind when buying a filing cabinet:
i) Dimensions and Storage Capability
Before making such a purchase, first, ensure that you have the right dimensions to fit the location you wish to position the cabinet and how much storage space you require.
Now you are aware that vertical cabinets are perfect for tight spaces as they provide a lot of storage and require little floor space. Lateral cabinets are more spacious and better for files that are accessed regularly. Mobile filing cabinets can be a good substitute if you want an adjustable solution. They are small and can be fitted under the desk.
Ensuring the storage cabinet is by your spatial and storage requirements is the best way to organize and access a work environment when required.
ii) Material and Its Strength
The material of a filing cabinet impacts how robust and attractive it is.
- Metal cabinets: Metal cabinets are tough and long-lasting and can be good for use in a busy workplace.
- Wood cabinets: Wood cabinets, on the other hand, are cheaper as they are not as sturdy. However, they are aesthetically appealing and appeal to executive offices.
- Plastic cabinets: Plastic or laminate cabinets are also lightweight and cost-effective, but they are not the best option for heavy-duty use compared to metal cabinets.
By using the right material, you can help ensure your cabinet is sturdy and will enhance the style of your office.
iii) Drawer Arrangement and Accessibility
Filing cabinets come with different drawer configurations, determining the ease of document retrieval. In most instances, vertical cabinets contain quite deep drawers that are arranged on top of each other so as to save on space. However, this might present some challenges in retrieving files at the back. On the other hand, lateral cabinets have wider drawers that are extended horizontally, making it easier to access papers.
But in case you plan on traveling for some time, mobile types of cabinets are quite small and can be placed close to desks for easy retrieves. Keep in mind the most appropriate arrangement of drawers is really important to take into account while buying a filing cabinet.
iv)Security Features
Well, in offices dealing with confidential or sensitive documents, it is very important to use filing cabinets with certain security features. Remember to ensure that cabinets contain drawers that can be locked to restrict access to those who are not permitted.
If interested in more, look for fireproof or water-resistant cabinets that prevent the paperwork from being tampered with during crises. These may be slightly more pricey but are necessary in any business that values its paperwork, anchored on corporate governance. The right security features for a business mean that critical document storage is worry-free.
v)Design and Aesthetic Appeal
There is a variety of colors, finishes, and styles of filing cabinets; therefore, it is important to choose a cabinet that goes well with the office design. The trend in today’s modern design is the use of metal cabinets in black or grey colors, while contemporary spaces can use white cabinets.
Color wood-finished filing cabinets can be used where a more traditional or executive look is important and for open areas. It is crucial to pick cabinets that fit the general theme while adding a professional and clean look to the work environment.
vi) Budget
There are numerous styles and prices for filing cabinets, ranging from budget plastic cabinets to tempered high-end cabinets. Even though price influences choice very much, you should also consider the strength and utility of the cabinet.
Buying a good cabinet means you don’t need to change the cabinet again and again. Fireproof or metal cabinets may be much more expensive, but in the end, they are worthwhile, especially if the office deals with sensitive materials. Getting the right combination of cost, strength, and security requirements means that you will get optimal value for your money.
4) Final words
Ultimately, it is important to select a good filing cabinet for the best use of your money. This is because it enhances organization, security, and beauty in any work environment. The size, material, number of drawers, locking features, and cost should all be considered, and you will end up with a suitable and supportive cabinet that will also increase productivity in the office.
A proper filing cabinet has to do with security rather than savings of space alone; it helps to maintain order and decorum in the office by providing an organized system for files. Choose wisely, and do not hesitate to appreciate the gain of orderliness in a professional work environment.
