Filing Cabinets
If filing paper documents will be part of your office operation, then filing cabinets will be part of your office furniture outlay. Before you buy just any file cabinet, you must decide what type of documents you will be storing. This will determine the type and size of file cabinet you will need. Examples include:
- Letter Size (8 ½ by 11 inches)
- Legal Size (8 ½ by 14 inches)
- Blue Prints and Drawings (up to 36 by 48 inches)
- Small Size (example: 4 by 6 inch cards)
- Odd Size (11 by 17 inches, metric, etc.)
Special requirements can also add to the cost of the file cabinets. These features can include: locks, fire proof material, wood construction (executive offices), and casters for mobility.
Next decide how you want to store your files. This is mainly determined by the method that will allow you to make retrieval easy and fast. Take into consideration how frequently you will be adding files to the file cabinet and how frequently you will be retrieving files from the cabinet. The following guide will help you choose the properly storage method for your office.
- Filed Frequently; Retrieved Frequently
Solution: Open Shelf Files
Example: Patient records in a doctor's office
- Filed Frequently; Retrieved Rarely
Solution: Vertical File Cabinets
Example: Accounting statements, invoices, etc.
- Filed Rarely; Retrieved Frequently
Solution: Lateral File Cabinets
Example: Student records, service records, etc.
- Filed Rarely; Retrieved Rarely
Solution: Inexpensive Vertical Files or Cardboard Storage Boxes
Examples: Archive records for retention purposes, patient bills, etc.