The Complete Guide to Filing Cabinets

Is your office paperwork getting a little overwhelming? Are you finding it difficult to keep your important documents organized and easily accessible? Filing cabinets are essential tools in any office environment, providing a systematic and secure way to store documents.  

Whether you need to manage personal workspace clutter or maintain extensive records for your business, choosing the right filing cabinet can make a significant difference. This comprehensive guide will walk you through the various types, constructions and features of filing cabinets, helping you make an informed decision to enhance your office organization and efficiency. 

Why Invest in a Filing Cabinet? 

Investing in a filing cabinet is essential for maintaining an organized and efficient workspace. A well-chosen filing cabinet helps in the systematic arrangement of documents, making retrieval easy and quick. This reduces the time spent searching for files, enhancing productivity. Additionally, a good filing cabinet can protect important documents from damage, loss and theft, providing peace of mind. For businesses, having a proper filing system is crucial for compliance with legal and regulatory requirements, ensuring that all necessary documents are easily accessible for audits and inspections. 

How Do I Choose the Right Size Filing Cabinet for My Office Space? 

Choosing the right size filing cabinet for your office space involves considering the volume of documents you need to store and the available space in your office. Start by assessing your filing needs – the type and quantity of documents. Measure the space where you plan to place the cabinet, keeping in mind the clearance needed to fully open the drawers.  

For tight spaces, lateral file cabinets are often a better choice due to their shallow drawer extension. Vertical file cabinets, while requiring more drawer clearance, take up less wall space. Mobile file cabinets are ideal for flexible and smaller workspaces, fitting easily under desks. 

What Are the Different Types of Filing Cabinets? 

There are a variety of different types of filing cabinets to choose from. Learn more about each type of filing cabinet and its distinguishing features below: 

• Lateral file cabinets feature wide but shallow drawers ideal for high-capacity filing. Due to their shallow drawer extension, lateral file cabinets are great for walkways and areas requiring a lot of filing in a tight space. Most lateral file cabinets are 32"–36" wide, making them wide enough to hold both legal- and letter-sized documents, which can be arranged in a side-by-side or front-to-back configuration. Lateral file cabinets can have as few as 2 and as many as 7 drawers, with most 2-drawer units being low profile enough to fit underneath a workstation surface. 

• Vertical file cabinets have narrow but deep drawers, usually measuring 15” –20" wide. While lateral file cabinets are ideal for high-capacity, long-term use, vertical file cabinets typically hold fewer documents and are great for everyday use in a personal workspace. Vertical file cabinets take up minimal wall space, but the deep drawers require more clearance to open than shallow lateral file cabinets do. 

• Mobile file cabinets, which may also be called mobile file pedestals, are filing cabinets on wheels. This type of filing cabinet is almost always a vertical file, and most options have only 1 or 2 file drawers so they can fit underneath work surfaces, though larger mobile file cabinets are available. Some mobile filing cabinets include a 5th wheel on the bottom drawer for added stability, and casters are often lockable to keep the cabinet in place when stationary. 

• Flat file cabinets have short, wide drawers specifically designed to house large blueprints and artwork. Storing art and blueprints in this manner keeps them flat, which is often preferred over folding or rolling large schematics and documents. 

• Storage islands are a combination of any type of filing cabinet and/or storage cabinet with a counter-height work surface. Storage islands are ideal between employee workstations. They make great storage solutions and excellent touch points for collaboration and casual meetings as well. 

• Hutches with doors are ideal for concealing personal belongings and large files that won't fit in your filing cabinet drawers. Open hutches resemble a bookshelf and work as a display area for books and décor. Note: Only purchase a hutch for your filing cabinet if there is a hutch designed to be used with that specific filing cabinet. Not all hutches can be used with all filing cabinets. 

What Are Filing Cabinets Made Of? 

When selecting a filing cabinet, the construction material is a crucial factor to consider, as it affects durability, aesthetics and cost. Different materials offer various benefits and can suit a range of office environments. Learn more about the common materials used to construct filing cabinets below: 

• Metal file cabinets are typically made of galvanized steel and offer strong durability. This type of file cabinet is commonly used for high-capacity filing in accounting offices and other places where records are kept for extended periods.  Metal filing cabinets come in many colors you can match to your office décor. 

• Fireproof filing cabinets are made with specially formulated insulation tested to withstand fire damage for long periods. Not only will these cabinets protect documents from fire damage, but they are also designed to prevent water damage caused by office sprinkler systems. 

• Laminate surfaces can resemble real wood aesthetic without the real wood price. It's typically made from particleboard or medium-density fiberboard and can be with or without a wood grain print. 

• Wood veneer is made of a thin layer of real wood bonded over a thicker layer of pressboard. This provides a more high-end look than laminate but at a lower cost than solid wood furniture. 

• Solid wood is very high quality but comes with a high price tag and can be tricky to clean and maintain. Filing cabinets can come in solid wood or veneer varieties but are uncommon in an office setting. 

What Are Filing Cabinet Storage Capabilities? 

Nearly all types of filing cabinets can accommodate letter-sized documents. A letter-sized document is the size of a standard 8-1/2” x 11” piece of computer paper. 

Legal-sized documents can be accommodated by many, but not all filing cabinets, so be sure to read the product description if you need a unit that can accommodate this type of paperwork. 

Legal-sized documents measure 8-1/2” x 14”. 

Consider the various filing folder arrangements: 

• Side-by-side filing is also called left-to-right filing and refers to filing folders that are organized in a row from left to right. This is the most common way to file letter-sized hanging folders in a lateral file cabinet and legal-sized folders in a vertical file. 

• Front-to-back filing is the opposite of side-by-side and refers to filing folders that are organized in a column from front to back. This is the most common way to file letter-sized hanging folders in a vertical file cabinet and legal-sized hanging folders in a lateral file. 

• Side-tab folders are folders used with side-tab and rotary filing cabinets. These basic folders include side tabs that can be outfitted with labels for easy access to documents at a glance. 

• Hanging folders are specifically designed for use with most lateral and vertical files. This type of folder has metal or plastic hooks on each end that is hung from the rail in your filing cabinet. Tip: Most lateral and vertical filing cabinets do not have bottom panels sturdy enough to accommodate paperwork being stacked in the drawer as it would be in a storage cabinet. If you have a lateral or vertical filing cabinet, use only hanging file folders hung from the drawer rails. 

What Safety Features Do Filing Cabinets Have? 

When it comes to storing important documents and valuables, safety features in filing cabinets are paramount. File cabinets come with a number of features designed to help keep items secure and support proper usage. Learn more about the safety features that may be available below: 

• Fireproof cabinets are designed for the safety of your documents and valuables. Sensitive and highly important paperwork should always be kept in a fireproof filing cabinet, and valuable materials should be kept in a fireproof safe. 

• Anti-tip mechanisms are built into many lateral file cabinets and tall vertical file cabinets for safety. If multiple drawers full of paperwork on a tall filing cabinet are open at the same time, the unit is likely to fall over, which can lead to serious injuries. An anti-tip mechanism allows only 1 drawer to be opened at a time, drastically reducing the chance of an accident. 

• Counterbalance weights are often added to taller filing cabinets as an additional safety precaution. These weights are typically made of concrete or another heavy material and are built into the bottom of a cabinet to further reduce tipping and add stability. 

• Locking mechanisms are available on some filing cabinets but not all, so be sure to read the product description if a locking mechanism is something you need. Take note of what type of locking system the filing cabinet is equipped with — a central locking system will lock every drawer in the cabinet with a single lock. Some filing cabinets, however, only come with the capability to lock one drawer. 

What Features Should I Look for When Buying a Filing Storage Cabinet? 

When selecting a filing storage cabinet, it's essential to review your workspace needs to ensure the filing cabinet meets your specific requirements. Here are the key features to consider: 

• Material and durability – Consider how you’ll be using your filing cabinet and browse for solutions that meet your durability and aesthetic needs.  

• Size and capacity – Assess how much paperwork and files you need to store to determine the appropriate number of drawers. Additionally, ensure the drawers are deep and wide enough to accommodate your files. Standard sizes include letter and legal sizes, so choose based on the types of documents you handle. 

• Locking mechanism – If you need to store sensitive or confidential documents, opt for a cabinet with a robust locking mechanism. Some cabinets offer individual drawer locks, while others provide a central lock for all drawers. 

• Mobility – For flexibility and ease of movement, consider cabinets with wheels or casters. This feature is particularly useful if you need to move the cabinet around the office frequently. 

• Drawer mechanism – Look for cabinets with high-quality drawer slides that ensure smooth and quiet operation. Full-extension drawers allow you to access the entire drawer contents easily. 

• Design and aesthetics – Select a cabinet that complements your office décor. This includes the color, finish and overall style of the cabinet. 

By carefully assessing these features and reviewing your workspace needs, you can select a filing storage cabinet that enhances your office organization and meets your specific requirements. 

Safe, Stylish and Sound: Store Your Important Documents With NBF Filing Cabinet Solutions 

Choosing the right filing cabinet can significantly improve your office's organization and efficiency. By understanding the various types, materials and features available, you can select a cabinet that meets your specific needs and enhances your workspace.  

Whether you require high-capacity storage, mobility or additional safety features, there is a filing solution designed to fit your requirements. Shop for filing cabinets and other storage solutions today to create a more efficient and orderly office environment.