A practical file system is essential for every workplace. If you think that’s a simple chore, you’ve never been responsible for designing, implementing, and convincing your coworkers to use such a system. Even with the best filing system in place, success is not guaranteed. It must be a waste of time for workers to go on a fruitless search for a report or contract.
First things first when creating a filing system: selecting the best filing cabinets for your present and future requirements. While many industries are moving towards paperless procedures, some will always require a tangible repository of documents.
How do you decide on the optimal document storage solution? Size, direction, safety, and aesthetics are just a few factors to consider. Thanks to our helpful checklist, you won’t have to spend time pondering your options only if you don’t have to go on a wild goose chase to track down a missing form.
Tips for Making a Wise Purchasing Decision
A wide selection of file cabinets is available, so consider your specific needs and available space before shopping.
This is a three-pronged consideration that should weigh heavily in your final selection. Initially, it would be best if you thought about the maximum paper size that will fit in the drawers. You should consider the standard size of the papers you file and whether or not they can be folded before purchasing a file folder. Most are offered in letter (8 12″x11″) or legal (8 12″x14″) size. After that, you should consider your storage needs. Ask yourself how many records you need to maintain on file right now and whether or not that number will grow. Have you considered how your storage habits could change if you had a different amount of drawers available? Remember that vertical file cabinets often feature more drawers than horizontal ones, but each drawer is typically smaller. Finally, there’s the full structured mark. This relates to the first two dimensions, but you also need to consider the shape and size of the office in which it will be kept. Filing cabinets placed under workstations must have the right size for that space. And if you put a big lateral file cabinet against a wall, be sure it won’t get in the way of a door or prevent a desk chair from sliding back.
The most prominent types of file cabinets are lateral, vertical, mobile, open-shelf, and flat designs. The one you choose for your office depends on your needs. You can go for a single type or a mix of multiple styles of cabinets.
Safety Against Fires
What is the level of confidentiality and value of your records? Invest in a fireproof cabinet to protect against water damage and theft for anything of significant value you cannot afford to lose.
A lockable filing cabinet is an excellent place to store sensitive files. If this is something you need, verify before you buy because it isn’t usually standard.
If you only need a practical item for a back room, the file cabinet’s aesthetics may not be a top priority. With that said, aesthetics may be needed if your filing cabinet is prominently displayed in your business’s location facing the general people or the customer.
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