Why do offices need cabinets to store files?

All offices deal with large volumes of paperwork and files. The files contain information essential for the business and must be safeguarded from damage, theft and loss. File storage solutions like lockers and filing cabinets enable offices to store files safely. By storing important files and papers in cabinets, offices need not worry about losing them. These cabinets enhance the day-to-day operations of the office. They hold large amounts of files without occupying much space. Cabinets enable employees to retrieve information quickly and enhance productivity.

Two types of file storage cabinets

Vertical file storage cabinets

Vertical cabinets are the most common type of file cabinet, and these cabinets help to save space in the office. The files are kept vertically with an identification on the top edge. The cabinet’s drawers are deep, narrow, and suitable for everyday use. In some cabinets, all the drawers are locked with a central locking system. The pull-out drawers provide an easy way to add new files. These cabinets are used to organise files in alphabetical order, and drawers at the lower levels are easy to operate.

Lateral file storage cabinets

In lateral file cabinets, the files are stored horizontally throughout their length. They are more space efficient than vertical file cabinets. Files are identified with the tabs on the sides of the file. Though it occupies more floor space, it makes more efficient use. The long and wide top surface is additional storage space. These cabinets are ideal for offices that store large numbers of files and need to access a file in a short time.

Though paper documents have become less prevalent in modern offices, cabinets are required to store important papers like reports, client files, bills and receipts.

Benefits of using lockers and cabinets for file storage

Better organisation: File storage cabinets help to categorise files and store them. Employees need not waste time searching for a file because all files are organised and stored in one place.

Increased storage space: The files can be arranged neatly in the lockers, and more files can be stored in a small space. Moreover, vertical file cabinets store more files in small floor space.

Advanced security: Without the storage cabinets, employees will keep the files on the workstations and other places in the office. They can get damaged or lost quickly. Cabinets provide more security to files.

How to choose a cabinet for storing files?

Size

File storage cabinets come in different sizes. Offices must select cabinets depending on the sizes of paper they need to store in them. Vertical cabinets are two to five drawers high, and horizontal ones may have one or two drawers. Buying a slightly bigger cabinet is useful because offices may need additional storage space in the future.

Locking vs Non-locking

Buying a locking or non-locking cabinet depends on the requirements of the business. Lockers are needed when the clients legally have a right to privacy or businesses don’t want the sensitive information to be misused by anyone in the office. The cost of a locking cabinet is slightly more than the non-locking ones.

Materials

Storage cabinets are made of wood, metal or fireproof material. Metal file cabinets are commonly used in many offices and are durable. They are used when the records need to be kept safely for extended periods.

Fireproof file cabinets protect the files from fire damage. They also protect the documents from water, dust and theft. Businesses use these cabinets to safeguard critical business documents. In case of a fire accident, an excellent fireproof cabinet keeps the contents safe for almost two hours.

Wooden file cabinets enhance the appearance of the place. Solid wood cabinets are expensive, and businesses opt for wood veneer cabinets that look sleek and modern. They are aesthetically pleasing and suitable for home offices and commercial spaces.

Filing cabinets are essential for big and small offices. They ensure that all the documents are kept in one place and save the time spent searching for important files. Cabinets protect documents and prevent them from getting lost or damaged.