Though electronic records have an undeniable convenience, for many businesses there is a value in maintaining a hard copy filing system as well.
Hard copy records can be more secure, as they are not vulnerable to computer crashes or Internet hackers. It’s also usually easy to store historical records in hard copy, rather than scanning thousands of documents onto the computer.
Filing cabinets have always been considered the best way to organize and store physical documents. The right filing cabinet makes it easy for you to create a file system that makes sense for your specific needs.
Old filing cabinets are susceptible to wear and tear over time, and as yours start to fall apart, you should begin shopping for an upgrade.
Read on to learn more about what to look for in a filing cabinet system, and the importance of having high-quality cabinets in your office.
1. Why do You Need a Filing Cabinet?
If you work in an industry where you need quick access to important documents, filing cabinets are the best storage solution. The right filing cabinet will provide a level of security and privacy that a computer can’t. Once you’ve developed a filing system, the right storage solution makes it easy for you to stay organized and keep your physical office space clear of clutter.
2. Types of Filing Cabinets
There are four main types of filing cabinets:
Lateral
- Drawers extend from the longest side of the cabinet
- Drawers are wide and shallow
- Ideal for spaces with lower ceilings
- Easy to sort through drawers while seated
Vertical
- Drawers extend from the short side of the cabinets
- Drawers are narrow and deep
- Taller than lateral cabinets, and ideal for rooms with limited floor space
Flat
- Designed to accommodate large and oversized documents
- Short, spacious drawers
- Ideal for canvases and blueprints
Mobile
- Similar to vertical cabinets in construction
- On wheels or casters and can be easily moved around the office
3. What to Consider When Shopping
Whether you’re upgrading all the cabinets in your workplace or just purchasing one unit for a home office, you want to consider how much space you have available and how many documents you need to store. That will help you narrow down what type of filing cabinet you should purchase.
You should also look at the materials that make up the filing cabinet. Aluminum and steel are the most durable and longest lasting. Plastic is typically a more affordable solution, and wood filing cabinets have a unique aesthetic that may be pleasing in your space.
One last thing to consider is whether or not you want cabinets that lock, which will depend on the nature of your documents and how secure you need them to be.
Looking for Filing Cabinets in Fort Wayne?
When you have physical documents and hard copy records, a filing cabinet system is the best way of keeping them organized and secure. Different types and materials can provide different advantages, so make sure you consider your specific needs before shopping.
For more information about the right filing cabinet solution for your office, please contact us at any time or visit our office furniture store in Fort Wayne.
