As an office manager or business owner, you know how important it is to keep your workspace organized and clutter-free. One essential piece of office furniture that can help you achieve this goal is a filing cabinet. 

But with so many options available, how do you choose the best file cabinet for your needs? In this comprehensive guide, we’ll walk you through everything you need to know to make an informed decision and find the perfect filing cabinet, whether you’re looking for used filing cabinets or new file cabinets.

Why Invest in a Filing Cabinet?

Before we dive into the specifics of choosing a filing cabinet, let’s take a moment to consider why you might want to invest in one in the first place. Here are a few key benefits:

• Organization: A filing cabinet provides a central location for storing important documents, making it easy to find what you need when you need it. Say goodbye to cluttered desks and misplaced papers!
• Security: Many filing cabinets come with locks, allowing you to keep sensitive information safe and secure. This is especially important for businesses that handle confidential client or employee data.
• Space-saving: By storing documents vertically, filing cabinets can help you maximize your office space and reduce clutter. This is particularly beneficial for small offices or those with limited square footage.
• Professionalism: A well-organized office with ample storage solutions like good filing cabinets can create a more professional atmosphere, impressing clients and boosting employee morale.

Types of Filing Cabinets

There are several types of filing cabinets to choose from, each with its own unique features and benefits. Here are a few of the most common options:

1. Vertical Filing Cabinets

Vertical filing cabinets are the most traditional option, featuring drawers that pull out from the front of the cabinet. They come in a variety of sizes, typically ranging from two to five drawers.

Pros:

• Space-saving design that fits well in smaller offices or tight spaces
• Wide range of sizes available to suit different storage needs
• Generally the most affordable option among the different types of filing cabinets

Cons:

• Limited storage capacity compared to lateral filing cabinets
• May require more bending and reaching to access files in lower drawers, which can be inconvenient or uncomfortable for some users

2. Lateral Filing Cabinets

Lateral filing cabinets are wider than vertical cabinets, with drawers that pull out from the side. They offer more storage capacity and are a good choice for larger offices or those with a high volume of files.

Pros:

• High storage capacity, making them ideal for businesses with extensive filing needs
• Easier to access files without excessive bending or reaching
• Often include additional features like adjustable shelves and hanging file bars for versatile storage options

Cons:

• Take up more floor space than vertical cabinets due to their wider design
• Generally more expensive than vertical options, which may not fit all budgets

3. Mobile Filing Cabinets

Mobile filing cabinets, also known as rolling file cabinets, are designed to be easily moved around the office as needed. They typically feature casters or wheels and may include a locking mechanism to keep them in place when not in use.

Pros:

• Portable design allows for easy reconfiguration of office space and flexibility in storage placement
• Can be stored out of the way when not in use, freeing up valuable floor space
• Ideal for small offices or those with limited space that need adaptable storage solutions

Cons:

• Limited storage capacity compared to stationary options like vertical or lateral cabinets
• May be less stable than traditional filing cabinets, especially if not properly locked in place

4. Open-Shelf Filing Cabinets

Open-shelf filing cabinets, as the name suggests, feature open shelves rather than drawers. They’re a good choice for offices that need quick and easy access to files or those looking for a more modern, airy look.

Pros:

• Allow for at-a-glance file retrieval, saving time and effort
• Can accommodate larger items like binders and books that may not fit in traditional drawers
• Often less expensive than drawer-based options, making them a budget-friendly choice

Cons:

• Lack of security, as files are not enclosed in drawers, which may be a concern for sensitive documents
• May look more cluttered than traditional filing cabinets, especially if not well-maintained

Factors to Consider When Choosing a Filing Cabinet

Now that you’re familiar with the different types of filing cabinets available, let’s discuss some of the key factors to consider when making your selection and finding the best file cabinet for your office:

1. Size and Capacity

One of the most important considerations when choosing a filing cabinet is size. You’ll need to think about both the dimensions of the cabinet itself and its storage capacity.

• Dimensions: Measure the space where you plan to put your filing cabinet and make sure to choose a size that will fit comfortably without overcrowding your office. Consider not just the width and depth, but also the height, especially if you have low ceilings or plan to stack multiple cabinets.
• Capacity: Consider how many files you need to store now and in the future, and choose a cabinet with enough drawers or shelves to accommodate them. Keep in mind that you may need additional storage space as your business grows, so it’s often wise to choose a slightly larger cabinet than you currently need.

2. Material and Durability

Filing cabinets are available in a variety of materials, each with its own pros and cons. Here are a few of the most common options:

• Steel: Steel filing cabinets are sturdy and durable, making them a good choice for high-traffic offices or those with heavy-duty storage needs. They can withstand frequent use and are resistant to damage. However, they can be quite heavy and may be more expensive than other options.
• Wood: Wood filing cabinets offer a more traditional, professional look and can be a good choice for executive offices or reception areas. They add a touch of warmth and sophistication to any space. However, they may not be as durable as steel and can be more expensive.
• Laminate: Laminate filing cabinets are a more affordable option that can mimic the look of wood or steel. They’re lightweight and easy to move, making them a good choice for offices that may need to rearrange furniture frequently. However, they may not be as durable as other materials and can be prone to chipping or peeling over time.

3. Security Features

If you plan to store sensitive or confidential documents in your filing cabinet, security should be a top priority. Look for cabinets with locking mechanisms, either built-in or as an optional add-on.

Some cabinets also offer fireproof or water-resistant features for added protection against damage from fires or floods. Keep in mind that these features will likely come at a higher price point but can provide invaluable peace of mind.

4. Aesthetics

While functionality should be your main concern when choosing a filing cabinet, aesthetics are also important, especially if the cabinet will be visible to clients or customers. Consider the overall style of your office and choose a cabinet that complements it.

Many filing cabinets are available in a range of colors and finishes, from sleek and modern to classic and traditional. An aesthetic file cabinet can enhance the look of your office and create a cohesive, polished appearance.

5. Price

Of course, price is always a factor when making any purchase for your office. Filing cabinets can range from around $100 for a basic vertical cabinet to over $1000 for a high-end lateral cabinet with advanced features.

Determine your budget before you start shopping and look for a cabinet that offers the best combination of quality, functionality, and value for your needs. Keep in mind that investing in a higher-quality cabinet may save you money in the long run by lasting longer and requiring fewer repairs or replacements.

New vs. Used Filing Cabinets

When shopping for filing cabinets, you’ll also need to decide whether to purchase new file cabinets or opt for used filing cabinets. Here are some pros and cons of each option:

New File Cabinets

Pros:

• Come with manufacturer warranties and support
• Offer the latest features and designs
• Can be customized to fit your specific needs
• May be more durable and long-lasting than used options

Cons:

• Generally more expensive than used cabinets
• May have longer lead times for delivery, especially for custom orders

Used Filing Cabinets

Pros:

• Often significantly cheaper than new cabinets
• May be available for immediate pickup or delivery
• Can be a more environmentally-friendly choice by reducing waste

Cons:

• May not come with warranties or support
• Could have existing damage or wear and tear
• Limited selection and customization options compared to new cabinets

Ultimately, the decision between new file cabinets and used filing cabinets will depend on your budget, timeline, and specific needs.

Making Your Final Decision

Armed with all of this information, you should now have a clear idea of what type of filing cabinet will work best for your office. Here are a few final tips to keep in mind as you make your decision:

• Read reviews from other customers to get a sense of the pros and cons of different models and brands.
• If possible, visit an office supply store in person to see and touch the cabinets before making a purchase. This can give you a better sense of the size, materials, and overall quality.
• Don’t forget to factor in delivery and assembly costs, if applicable. Some retailers may offer free shipping or installation, which can save you money and hassle.
• Consider purchasing from a retailer with a good return policy in case you need to exchange or return the cabinet for any reason.

Maximize Your Office Storage with the Perfect Filing Cabinets

Choosing the right filing cabinet for your office may seem like a daunting task, but by considering your specific needs and preferences, you can find an option that will help keep your workspace organized and efficient.

So take the time to assess your needs, compare your options, and make an informed decision. Invest in a quality filing cabinet from Office Furniture Plus and experience the benefits of enhanced organization, security, and style. 

Contact us today at 800-668-3752 for a free quote. 

Don’t settle for a cluttered, disorganized office. Your office (and your sanity) will thank you!

Frequently Asked Questions

How do I determine the size of the filing cabinet I need? 

Measure the space where you plan to put the cabinet and consider the types of office cabinets that will best suit your needs. Take into account the number of files you need to store. A good rule of thumb is to allow for about 25% more storage space than you currently need to accommodate future growth. With various types of office cabinets available, choosing the right one will ensure you have enough room for both current and future storage requirements.

Can I lock my filing cabinet? 

Many filing cabinets come with built-in locks or the option to add a lock for enhanced security. If you plan to store sensitive documents, a locking cabinet is highly recommended.

How can I make sure my filing cabinet matches my office decor? 

Filing cabinets are available in a range of colors and finishes, from classic black or gray to stylish wood grains. Consider the overall aesthetic of your office when making your selection to ensure you choose an aesthetic file cabinet that complements your space.

Are there environmentally-friendly filing cabinet options? 

Yes, some manufacturers offer filing cabinets made from recycled materials or with other eco-friendly features. Look for options with sustainable certifications like GREENGUARD or FSC if this is a priority for your business.

Can I purchase filing cabinets online, or do I need to visit a store in person?

Many retailers offer online ordering and delivery for filing cabinets, making it convenient to shop from home. However, visiting a store in person can allow you to see and touch the cabinets firsthand before making a decision, which some buyers prefer.