File Cabinet Solutions

For the manager of the Building Records unit at a major west coast public University, the document storage problems were critical. The problem wasnt justifying budget for more space. There was no more space to be had.

The Facilities Management Department must preserve and keep accessible more than 40,000 original plans and drawings. Many of the documents date from the Universitys founding and were hand drawn by Architects and Engineers long gone. These include architectural, structural, civil, mechanical, plumbing, electrical and other drawings for site development, infrastructure, landscape, utilities, buildings, additions and renovations.

The 3,300-cubic-foot room holding the essentially irreplaceable documents was crammed seven feet high with flat files whose more than 150 drawers were filled to the top with originals. Clamped sacrificials—copies used to protect originals—are in a second room. Large E-size drawings were the most difficult to store and retrieve. Since the drawers had run out of space and the University was still adding buildings and completing renovation projects, rolls of drawings were stacked everywhere.

The lowest files directly on the floor; bending and lifting risked minor injuries. Leaving bottom drawers open presented a tripping hazard. Top drawers were stacked so high that staff could not see into them without stools or short ladders. And the aging drawers required frequent repairs.

The manager said: Our filing structure had evolved over time and had no rhyme or reason, so documents were prone to misfiling or not being filed. But the managers biggest concern was document longevity. Every use of an original abrades its clarity, he points out. Even sitting unused, drawings lying flat in the drawings rub each other when a truck shakes the building.

Electronic Storage Costly and Uncertain:

The manager was unconvinced about fully electronic storage. Nobodys going to provide more than $4 million to convert these documents to AutoCAD at $100 apiece, he observes. And you cant predict which documents can be in cheaper graphics files versus those that must be in AutoCAD because youll someday need to manipulate them.

No electronic medium is as permanent and accessible as a document. Today, you cant play your old 8-track audiotapes. In a few years, you wont find VCRs. And Ive seen my CDs and DVDs wear. Every ten years, a new storage method will take over, so youll migrate your documents several times during your career. Each conversion costs money and opens the door to losing files or corrupted data.

Properly stored, high-quality ink on Mylar has a functionally unlimited lifespan, he points out. Yet theyre subject to abrasion, misfiling, fire, and water. You need physical safety for your documents and electronic storage.

A new physical storage system had to let us grow, protect these documents far better, and offer a logical filing structure, says the manager. In 17 years with other units within the University, he has developed cost-based methods of justifying projects. We selected a vertical file storage system because it met our criteria at an affordable price. It was easy to work with, conversion was do-able, and it would eliminate injury dangers. Transitioning to a new filing system also provided an opportunity to implement a logical numbering system that the staff had developed but had not yet implemented”.

We calculated that vertical file storage systems were three times more cost-effective than flat files, says the manager. We save space, our drawings hang without touching, finding documents is intuitive, and re-filing is easy so it gets done more regularly.

The University projects faster document retrievals during renovation projects and especially during an emergency. “Over-sized drawings were a pain,” the University manager says, “but now we maintain them in vertical file storage systems. One pleasant surprise was that, even fully loaded, staff can easily push the cabinets around on the carpeted floor, enabling fast cabinet rearrangement as needs change.

Brad Barrett

Do you have important documents that must remain onsite? Are you concerned about them becoming damaged in the event of a fire? Fireproof file cabinets are the answer. Make sure it is fireproof though. These are great for the home, the office, or the home office. It does not matter where or what the location is. 

A good fireproof file cabinet will come with a lifetime product warranty and in some cases a free replacement warranty. Some styles include drawers that feature high sides that are good for hanging folders. You will also receive a high quality lock with each drawer in most models as well. 

Some of the colors available in fireproof file cabinets include black, platinum and parchment. Some feature special electronic keypad locks or combination dial locks. If you are ordering these special features, your delivery time will likely be delayed, as they are not standard features of a typical fireproof cabinet. 

For many people or small businesses, their livelihood could face a serious disruption if anything happened to their important documents. Every business and most homes will have at least one filing cabinet. Therefore, it makes sense to purchase a fireproof file cabinet to protect their most important files instead of a standard old file cabinet. 

A fire in your home or business could be one of the most destructive things that could happen. It is not only the fire you need to worry about but the water from the fire hoses as well. Smoke can cause a lot of damage too. Keep in mind that any backup tapes, cds or dvd’s should be stored offsite.

When searching for fireproof file cabinets, ask the retailer or dealer about the types of lock systems available.

Some of the more popular names in the business are Schwab and Sentry Group. You can find these cabinets in various sizes. Shapes are either lateral or vertical filing. You can even find them with impact resistance. 

Not all fireproof file cabinets are created the same. Make sure you are getting a top quality model and not a discounted knock off. You do not cheap out on this purchase. One other aspect to look at is the warranty and service agreement. If you are having a mechanical problem with the cabinet, you want to make sure someone is onsite as soon as possible to fix the problem.

It’s easy to create piles around our office.

Paper seems to have the ability to multiply on it’s own.

It can get out of hand quickly. Next thing we know, we’ve got piles all around us that rob us of our creativity and the enjoyment of what we do.

Sometimes we don’t even want to go in our office anymore.

When it gets to that point, productivity is usually lost under the piles somewhere too.

YOU HAVE TO START TO FINISH

To clean up in a hurry, you have to get started.

Here’s what you need to do.

1. Set aside some time. One of the reasons that we end up in this mess is that we put off putting things away because often we think that it is not an important task and that we will find the time later. The truth is that clear spaces and organization are some of the most important things we can do to stay productive and on top of our job. So set aside what ever time you need, either in a large time block or in smaller chunks throughout your work week.

2. Have a system ready to place all of the piles. Update and organize your filing system. You may want to buy a new filing cabinet or get one or more portable filing totes. What ever works for you. One of the biggest reasons that we resist filing is that we have no where to put our papers, or our filing system is disorganized or too full. No one likes to wrestle with a filing cabinet. It needs to be quick and easy, or we won’t use it.

3. Put on some music that you like, or put on an audio book or listen to your favourite online radio show. That will keep you awake when the going gets tough. You may even enjoy the chance to kick back and catch up on your listening.

4. Get to it.

With every pile that disappears you will feel better connected with the work that you should be doing, the work that you want to do.

Every clear space on your floor and on your shelves will clear a space in your mind too.

There may be nothing more important that you can do right now than to take the first step.

Need some help?