An organized filing system is essential for business productivity and cost savings. 48% of employees struggle to find documents quickly, and 47% find filing systems confusing. In fact, the average office worker spends 1.5 hours daily searching for information – that’s six weeks of lost time annually.
Let’s look at some filing and storage solutions that will help reduce all that down time.
Types of cabinets for your office: Pros and cons
The right file cabinets for your business will depend a variety of factors, including the size and layout of your workspace, the amount of files you have to store, and the level of security you need for your files. Compare types below to find the right style for your needs.
Lateral cabinets
Lateral cabinets offer more capacity with side-to-side drawers and collaborative access. They also accommodate both letter and legal filing.
Vertical cabinets
Vertical file cabinets maximize floor space with front-to-back filing, making them ideal for smaller offices or archiving. You can find them in either letter or legal filing sizes.
Mobile cabinets
Mobile file cabinets have wheels and are compact enough to fit under desks. These are great for dynamic workspaces.
Pedestal file cabinets
Standalone or hanging pedestal file cabinets can both be a great compact filing solution for smaller spaces.
Fireproof cabinets
For critical or confidential documents, fireproof file cabinets (UL Class 350, 1-2 hour rating) protect contents from extreme heat and are resistant to damage from water.
Open shelf file cabinets
In a medical or legal office, open shelf file cabinets give you quick access to important patient or client files.
File cabinet comparison chart
| Cabinet type | Pros | Cons |
| Lateral cabinets | – High storage capacity – Accommodates letter and legal sizes – Easier collaborative access | – Requires more floor space – Heavier and harder to move |
| Vertical cabinets | – Space-saving design – Ideal for smaller offices – Available in letter or legal sizes, and some files can accommodate both sizes | – Limited capacity compared to lateral – Less convenient for shared access |
| Mobile and pedestal cabinets | – Compact and portable – Fits under desks – Flexible for dynamic workspaces | – Limited storage – May require frequent repositioning |
| Fireproof cabinets | – Superior fire protection – Most models also include waterproofing | – High upfront cost- Heavy and difficult to move |
| Open shelf cabinets | – Easy file access – Flexible and customizable | – Potential to look messy and cluttered if organization system is not upheld – Larger and require more space than other file cabinet options |
Considerations when buying a file cabinet
Now that we’ve defined the types of file cabinets, let’s get into the specifics.
Storage needs
Before choosing your file cabinets, you’ll want to think about how many files you need to store, if they can all be stored together or if you’ll need separate cabinets, and what size files you have. All of these factors will help you determine your storage needs.
Office style & size
Think about the space available in your workplace, and the style of the other furniture that will be around the cabinets. This will help you decide the style and size to go for when choosing your new file cabinets.
Security features & material
Every industry and workplace will have different security concerns. Consider if you need cabinets equipped with locks, fire protection, or other security features and special materials.
Ease of access/mobility
In some workspaces, stationary cabinets work just fine. But if you need to get to your files fast, or you’re working in a smaller space, mobile cabinets or open shelving may be the better choice for your needs.
Quill’s Furniture Experts can help you create the perfect filing solution
Choosing the right file cabinets to organize your workplace is a big task. Luckily, you don’t have to do it alone – Quill’s Furniture Experts are here to help with anything from space planning to sourcing items to bulk pricing and better discounts. Live Chat us and ask to speak to a Furniture Expert, or give them a call at 800.634.0321 x 1.