File Cabinets Buyer's Guide File Cabinets Introduction Despite the rise of electronic documents, file cabinets remain a fixture (and a rather ill-designed one) in most offices. Choosing one involves more than simply selecting the number of drawers; subtle differences can affect whether you wind up with a neatly organized filing system or mounds of paper stacked on top of desks. Factors you will want to consider include office space, the sizes and types of documents you store, and quality of construction. This guide is designed to give you the facts you need to know about buying file cabinets for your business. The various sections are listed in the box above. You can choose to read this guide from beginning to end, or jump directly to a section of interest. Quality When identifying a high-quality file cabinet, the first area to examine is the suspension system that holds the drawers. Even when filled with weighty files, well-built cabinet drawers should open and close smoothly. Safety features are a matter of quality and should be a priority as well. It can be useful to look for some mechanism to keep the file cabinet from tipping over when multiple drawers are pulled out. The highest quality units use counterweighted drawers and internal locking devices that allow only one drawer to open at a time. The more use a file cabinet receives, the more likely it is to be damaged. A higher, thicker, more durable grade of steel will protect internal and external components of your file cabinet from damage. Fireproof File Cabinets There are specially tested file cabinets that have been found to be fire and/or impact resistant by Underwriters Laboratory. This means that the cabinets can maintain an interior temperature of less than 350º F for one hour even in a 1700-degree fire. Some cabinets can even protect computer disks and media tapes, which must be kept below 125 degrees to avoid damage. In many cases, a safe can be a less expensive alternative to file cabinets for safely storing confidential materials. Other Filing Options If your storage needs exceed your available filing space, you may want to consider a mechanical filing system. These consist of rolling cabinets that can store many more files in a set amount of floor space. To access the files, you simply roll or move the cabinets apart to create an aisle. Another option is open shelving, which are sets of shelves placed side by side and on top of one another. With open fronts, all files are easily accessible, and it is simple and inexpensive to add shelves as your business expands. Buying a safe may provide a substantially cheaper alternative to storing important media and documents than paying the extra $400 to $500 for a fire- or impact-resistant filing cabinet.