Filing Cabinet Buying Guide

Filing cabinets are an office essential. They keep your documents protected, organized, and out of sight. When choosing a cabinet for your work area, the most important considerations are how much space you have and what types of files you'll be storing. These two criteria will guide your choice.

Construction

Most file cabinets are made of steel for strength. "Steel is very durable and can withstand a lot of abuse and still look good," says Hayes. If you prefer the look of wood, consider how often the cabinet will be used. Hayes advises against purchasing a wood cabinet if it will be used constantly, since it's not as resilient as a steel cabinet. "Wood would be ideal for home office or small work office where there are not a lot of people using it," he says.

To protect your files, look for a well–made cabinet. Hayes recommends a reinforced base and double–walled steel sides for added sturdiness. All cabinets sold by Staples are tested for durability. "Every cabinet that we sell has been through a series of tests that have been established by the ANSI (American National Standard Institute) to ensure the safety and quality of the cabinet," says Hayes.

Safety features

Struggling with a file cabinet drawer that doesn't open easily is not only frustrating, it's dangerous. Invest in a cabinet with drawers that extend fully and glide smoothly on ball–bearing suspension. Also, choose a cabinet with interlocked drawers. This crucial anti–tip feature prevents more than one drawer in a cabinet from being opened at a time.

Protection of contents

If you're planning on storing confidential files, choose a cabinet with a central locking feature — all drawers are secured with the same mechanism. A lock kit will allow you to install removable and interchangeable lock cores in your cabinets so that you can use one key for them all.

If you're concerned about losing your documents in a fire, consider a fireproof cabinet. These cabinets carry the Underwriters' Laboratories Class 350 rating for fire and impact resistance, meaning that they can withstand temperatures of 1,700 degrees Fahrenheit for one hour, and the impact of a 30–foot drop. Be aware that this added protection may add at least a few hundred dollars to the cabinet's price, so a more cost–effective solution may be to store your irreplaceable files and other valuables in a safe. Read an article on how to choose a safe for your office.

Additional considerations

Plan ahead. Your filing needs may change over time, so purchase a cabinet that can accommodate both letter or legal–sized files and be sure to choose one with adequate expansion room.

Mobility. Need to move your files around the office? Try a mobile file cart. Dimensions vary, but these carts are generally no higher than 30 inches and no wider than about 15 inches. Many feature lockable casters, hanging file frames, and a lower shelf for large items. They're a handy item that can be tucked under a table or desk when not in use.

Check out collections. Many office ensembles come with lateral file cabinets. Because the items in a furniture collection are sold separately, you can add multiple cabinets as needed, or purchase complimentary pieces, such as a mountable hutch, that will provide additional storage and display options. It's the ideal way to create a professional and coordinated look for your office while still meeting your filing needs.