Office File Cabinets selection guide
Paper files and file cabinets remain an office essential till date despite increased trend of computerization and electronic document storage. This resource is a buyers' guide on the types of file cabinets in market, their advantages-disadvantages, uses, types of construction materials, maintenance and essential factors to be considered before purchase. The resource also talks on some of the popular markets where you can buy affordable office furniture.
Offices cannot be paperless as businesses-big or small, of varied kinds, all have essential documents, contracts, progress reports which need to be organized and stored well for reference. Thus, file cabinets come into use for hard copy storage. Many people still rely on the handiness of data for better understanding & action. This resource is a buyers' guide on the types of file cabinets in market, their advantages-disadvantages, uses, types of materials which make file cabinets and essential factors to be considered before their purchase. Evolution of File Cabinets
There was an era when there was no storage system yet the offices floated with bundles of files & documents which ultimately lead only to mismanagement and lack of administrational efficiency. People drilled pigeonholes on walls and lined along the office walls, papers of use. It was only in 1898 that a revolution in record keeping systems took place with the invention of vertical file cabinets by Edwin G. Seibels. With the increase in number of businesses & their scopes, the need for record keeping further increased and modifications in designs happened. Many manufacturers today offer well thought & planned innovative designs that raise the cabinets' durability & functionality.Types of File Cabinets
In order to cater different needs of offices, different file cabinets are available in market. Since furniture is a major expense, the type of file cabinet required in a particular office must be sought out carefully before purchase.
Vertical File Cabinet- These cabinets allow a front to back filing arrangement where the user can get a forward view of file folders. The vertical file cabinets are greater in length than width, are narrow & have deep drawers that extend farther out. These generally come in 2 or 4 drawers, take up less space and are less costly. These are perfect for mass storage areas and standard letter or legal size documents. This cabinet typically requires a good walking space and an area of about 30 inches for the cabinet's depth and another 30 inches for length of the drawer. Five drawer cabinets, not commonly used in offices are too high (around 60 inches typically) for regular access and the commonly used two drawer cabinets also match standard heights of work desks.
The sizes and number of drawers can be customized as per need which usually takes 15-20 days on order.
Advantages of Vertical File Cabinet
Disadvantage of Vertical File Cabinet
Lateral File Cabinet- These cabinets allow a side to side filing arrangement through the length where the user can get a side view of file folders. The cabinets are greater in width than length & have shallow drawers which do not extend far in open space & hence give a more professional look. Lateral file cabinets are also called side fillers. These generally come in 2 or 5 drawers and 32, 36 or 42 inch lengths. These generally have hinges inside where one can also hang file folders. These require much space, give less walking space and are generally costly. These can store all sized documents, files and are ideal for offices that require a lot of paper work.
Advantages of Lateral File Cabinet
Disadvantages of Lateral File Cabinet
Fire rated file cabinet- These cabinets protect your critical documents from accidental fire as these are made of fire resistant materials which even in a temperature of 927 degrees, can for an hour maintain a temperature less than 177 degrees. These can be a little costly but ensures peace of mind when it comes to documents' security as these also protect the inside contents from robbery due to its specialized locking system.
Mechanical file system or compactuses-This is a very space effective structure made of rolling cabinets. Whenever one wants to access a file, one simply needs to move or roll the cabinets apart making an aisle in between. In a limited floor space, multiple files can be stored and accessed easily in no time.
Mobile file cabinet- As the name suggests, these cabinets are mobile. They are fitted with small wheels and are short enough to be slid under the regular size work desks. Mobile file cabinets are low priced and offer constant easy access to daily use files. These avoid unnecessary clutter and are ideal for low space offices.
Plan file cabinet- These cabinets have huge storage capacity-even generally larger than of lateral cabinets. Documents of A0, A1, B1 size papers and construction plans can be easily accommodated horizontally & vertically.
Foolscap file cabinet- These are cabinets large enough exclusively for foolscap. Foolscap is a large sized paper of about 330*200 (or 400) mm for printing or writing.Construction of File Cabinets
After determining the kind of cabinet design required, it becomes essential to decide on its construction-what material it should be made of. File cabinets generally come in three materials-steel, wood and plastic. Their characteristics and maintenance are discussed below.
Steel cabinets- Cabinets made of steel are available almost fully assembled and are more affordable than wooden cabinets. These are very long lasting as they are less affected by wearing. Double walled sides and reinforced base further adds to the sturdiness. These are sturdy enough to last for a whole lifetime. The only disadvantage is that these are prone to denting on rough use and transit.
Maintenance
Wooden cabinets- Cabinets made of wood are available in two types-solid wood and with melamine surface. Wooden cabinets are expensive. Of the two types, solid ones are more expensive and with a higher end finish & look. The ones with melamine surface with have laminate, wood veneer and other plenty of choices for finish. The look can be customized. Unlike steel cabinets, these are flat pack and can be constructed on order in less time.
Maintenance
Plastic cabinets- Cabinets made of plastic usually come with one or two drawers only, are cheap but less durable. They offer no security from theft or fire.Glossary related to File Cabinets
Anti-tilt-This mechanism or feature allows a user to open only one drawer at a time and prevents tipping over when multiple drawers are opened for use.
High quality cabinets come with anti-tilt mechanism fitted to them.
80% or 100% extension -This indicates the extent to which the drawers can be farther opened. If a cabinet opens only 80%, this is to prevent it from tipping over while the rest 20% is easily under reach. The 100% extensible cabinets use anti tilt mechanism.Factors to be considered before purchase of file cabinets
Design on order - The file cabinets in the model portfolio of manufacturers may not suit your requirements. A design according to your office space & storage requirement can be constructed on order which usually takes 15-20 days and is more expensive than direct purchase.
Office space - The space available is one of the most important considerations since a bulky cabinet in limited space will leave little open walking space while a small cabinet in large available space may be just a waste of space with insufficient storage system. Many cabinet options like mobile file cabinets and compactuses are ideal for less office space environment.
Price - Since budget is a necessary consideration, plenty of variety must be first analyzed. Without compromising with the storage requirement, a lower quality construction like steel or plastic cabinets can be opted for to save money.
Locking system - Most file cabinets come equipped with locks that prevent unauthorized access to confidential documents. There are two common locking systems-cam lock & plunger lock. A 'cam lock' can be activated by rotating key and a 'plunger lock' needs to be opened with rotating key but can be closed by just a slight force on lock body. This adds to convenience especially during shortage of time. For added security, high end locks can be incorporated in the cabinet design.
Style & color - Each office has its own look-traditional, modern or the unique blend & mood of colors. The file cabinet should always fit in the style and match the color scheme in office.
Future planning - It may be worthy to consider the future needs of business. If the storage needs expand with business, a lateral file cabinet which can store both legal & letter size documents may be better choice for one time purchase.Markets for purchase of file cabinets
Jail road in Fateh Nagar and Kirti Nagar are some most popular furniture markets in Delhi where you can get a variety of cabinets at the same place and at a reasonable price. If you are looking for second hand furniture, these markets are where you can get some good bargains. Some of the shops are listed below for convenience.
B K Furniture
Phone:011 25146918
Address:D-114
Jail Road, Fateh Nagar, New Delhi
Ashoka Furniture
Phone: 011 65839465
Address: D-118
Fateh Nagar Jail Road, Fateh Nagar, New Delhi
Dream Furniture
Address:2/3 Furniture Blk Kirti Nagar
Delhi
Vikas Industries
Phone: 011 25138140, 011 25712462
Address: 1/4, 1st Floor, WHS, Timber Block Market, near Richi Rich Banquet Hall
Kirti Nagar, Delhi