Despite the rise of electronic documents, file cabinets remain a
fixture (and a rather ill-designed one) in most offices. Choosing
one involves more than simply selecting the number of drawers;
subtle differences can affect whether you wind up with a neatly
organized filing system or mounds of paper stacked on top of desks.
Factors you will want to consider include office space, the sizes
and types of documents you store, and quality of construction.
This guide is designed to give you the facts you need to know
about buying file cabinets for your business. The various sections
are listed in the box above. You can choose to read this guide from
beginning to end, or jump directly to a section of interest.
Types of File Cabinets
There are two main types of file cabinets on the market. The
traditional file cabinet is called a vertical file cabinet. These
have anywhere from two to five drawers per cabinet. Letter- or
legal-sized files are stored facing the front of the drawers.
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An alternate design is a lateral filing cabinet. These cabinets
are much wider than standard designs, allowing files to be stored
front to back or side to side in the drawers. They are also not as
deep as vertical cabinets, allowing them to serve as wall
partitions or credenzas.
Vertical file cabinets are often preferred in offices where wall
space is at a premium. Although vertical files do not hold as much
as a lateral file, they take up much less wall space and feature
drawer depths ranging from 15 to 28 inches.
Lateral files are more flexible in terms of filing. They can
usually hold legal and letter-sized files in the same drawer, while
vertical designs must choose one or the other. Lateral drawers are
also bigger, holding about one-third more files than a standard
vertical unit, with cabinets available in widths from 36 to 42
inches.
Quality
When identifying a high-quality file cabinet, the first area to
examine is the suspension system that holds the drawers. Even when
filled with weighty files, well-built cabinet drawers should open
and close smoothly.
Safety features are a matter of quality and should be a priority
as well. It can be useful to look for some mechanism to keep the
file cabinet from tipping over when multiple drawers are pulled
out. The highest quality units use counterweighted drawers and
internal locking devices that allow only one drawer to open at a
time.
The more use a file cabinet receives, the more likely it is to
be damaged. A higher, thicker, more durable grade of steel will
protect internal and external components of your file cabinet from
damage.
Fire & Impact Resistance
There are specially tested file cabinets that have been found to
be fire and/or impact resistant by Underwriters Laboratory. This
means that the cabinets can maintain an interior temperature of
less than 350º F for one hour even in a 1700-degree fire. Some
cabinets can even protect computer disks and media tapes, which
must be kept below 125 degrees to avoid damage.
In many cases, a safe can be a less expensive alternative to
file cabinets for safely storing confidential materials.
Other Filing Options
If your storage needs exceed your available filing space, you
may want to consider a mechanical filing system. These consist of
rolling cabinets that can store many more files in a set amount of
floor space. To access the files, you simply roll or move the
cabinets apart to create an aisle.
Another option is open shelving, which are sets of shelves
placed side by side and on top of one another. With open fronts,
all files are easily accessible, and it is simple and inexpensive
to add shelves as your business expands.
Buying a safe may provide a substantially cheaper alternative to
storing important media and documents than paying the extra $400 to
$500 for a fire- or impact-resistant filing cabinet.
Pricing
The cost of a file cabinet depends on the materials used, the
number of drawers, the dimensions, and the lock. A two-drawer file
cabinet ranges in price from $20 to $600. In contrast, a lateral
file will generally cost $200 to $400 more than the least expensive
vertical file. A five-drawer cabinet will cost anywhere from
$500-$1,300. Fire and impact resistance can add $400-$500 more to
the cabinet price.
Special Tips
- Buy cabinets as part of systems furniture. Most
manufacturers offer cabinets in different colors, designs, and
materials to fit in with the rest of the system design.
- Check internal drawer width. Some cabinets are slightly
wider, which can be more forgiving for users who tend to overstuff
file folders. Also, inquire about the maximum weight capacity per
drawer and choose a cabinet accordingly.
- Avoiding hanging files. If the metal frames of hanging
files prove to be a nuisance, look into file cabinets with
high-sided drawers that do not require hang rails.
- Save by buying used cabinets from dealers or auctions.
Since older units are typically made with high-quality materials,
they can be a good bargain. Be careful to check for dings and
dents, however.
- See dealers if you want the most options. While an
office superstore can be an easy source for buying file cabinets,
furniture dealers often exhibit a wider range of options.