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Cabinet File
A cabinet file has many features that make the inside much more unique and personalized than the front may first make it appear. While there are many cabinet file styles out there that are uncharacteristically contemporary, hiding even the fact that they might have been made specifically to accommodate a file. There are obviously various dimensions, plans, labels, parts, keys, rails, hardware, locks and colors, textures and materials (wood, metal or steel). They stand vertical or lateral, in anything from one drawer up to five.
Cabinet file drawer slides are what allow the drawer to seamlessly, effortlessly and easily slide back and forth within a track. They need to be durable, to stand up to the test of high volume use. It is also ideal for some if there is a self closing drawer on the cabinet file. This is particularly helpful in some instances. And, there are other times when a non-self close feature is preferred.
Dimensions and Parameters
It is best to read the fine print, or at least measure to the exact 1/4 inch with regard to the cabinet file. There are clearance guidelines, for the sides, for the ceiling to the top of the cabinet file. There generally needs to be some space on the sides to ensure room to open and close your rolling file cabinets without snagging on anything. Likewise, there needs to be sufficient space in front, to allow clearance for a file to actually be removed from the cabinet.
Hanging Folders
When you are purchasing a cabinet, whether it is ash wood or steel, it needs to have the accessories and features that will allow you to hang folders. For one thing, it is annoying and time consuming to have to continually put paperwork back into a file, when it falls open in a file cabinet. An index follower, which basically acts as a spring loaded book end, keeps the file in place when it is in the cabinet.
A hanging folder or folder hanger, allows a regular unit to become a true filing cabinet, where folders can be hung in the drawers. They are fairly cheap and can make a great deal of difference in the accessibility of your own information that you have stored away in the drawers. The other two aspects of this system are the labels and also the quality of the actual folders that will hang in your drawers.
Folder Tabs
They can have movable tabs at the top of the folders. Either write new labels by hand, or print them. In addition, many prefer to use a colorful array of folders to help along their system. It can add visual clarity to help define parameters within drawers. Though, it may be the direction of the system that you are using that needs to change. For instance, if you sit at your desk all day, and need to keep track of files from that vantage point, at your desk, then you may not want standard direction.
The standard direction will allow you to pull the drawer out to expose the folders. You then have to crane your neck and twist your body to see what is in the standard, in line files. A transverse system, changes the direction of the folders so that they sit long ways, along the length (not the width) of the drawer.
The nature of the material in a cabinet file can necessitate keys used to open and close the file cabinet. It is best if the number of keys out for each cabinet file is limited. A gang version will unlock all drawers all simultaneously to make life just a little bit easier. Instead, though, it might make more sense in some cases to have a numeric or push button key system in place, to avoid the problem that lost or stolen keys pose.
Organizing Drawers
When it comes time to re-organize or even decide how to handle a new set of information, it can all seem very overwhelming. Instead, the most important aspect of the project becomes the priorities. Consider what it is you and your office mates will need to access the most often. Then, consider putting those files in a nearby desk drawer with folders.
In addition, when looking to archive information, alphabetizing may work best. It is a system with which everyone is familiar, and are more likely to expect to be in use than any other system. Trying to make people remember what year you had a particular client and, or a particular advertising pitch for that client can be almost impossible for most to remember. Alphabetize instead.
A cabinet file is one of the most underrated and most used pieces of equipment in an office, beyond the computer. It holds important information. The details and accessories are what make it work the best.
