| How do you figure out what kind of shelving will best | | | | Advantages: |
| suit you're filing system needs? | | | | • Somewhat efficient use of floor space |
| (Read my Ezine Article "Check List for Choosing | | | | • Color-coding files efficient way to spot misfiling, |
| Shelving Units" for a list of questions designed to help | | | | all files are visible |
| you determine what these needs are). | | | | • Versatile, can easily add additional cubes on top |
| Now that you have figured out what your particular | | | | to increase shelves |
| filing needs are how do you match those needs to a | | | | • Less expensive than units with drawers |
| type of shelving? Below I have listed stationary | | | | • Easier to access files |
| storage units with advantages and disadvantages | | | | • Top shelf accessible |
| associated with each type of unit. I have only | | | | • Reference shelf can be used |
| included units that have a finished look that is suitable | | | | • Height of unit is lower if ceiling clearance is an |
| for an office or records department. Units included in | | | | issue |
| this comparison are: Vertical 4 drawer file cabinet, | | | | Disadvantages: |
| Lateral 4 drawer file cabinet, Stackable Open | | | | • Contents cannot be locked without addition of |
| Shelving, L&T Open Shelving. For simplicity | | | | some kind of door (adds to expense) |
| purposes I based the comparison calculations on | | | | • Dividers are stationary so efficient use of |
| letter size file cabinets. | | | | space on each shelf is reduced |
| 1: Vertical 4 drawer file cabinet | | | | • Records are visible |
| Vertical file cabinets are what most people think of | | | | • Difficult to use with other media, shelf spacing |
| when considering a filing unit. The records are | | | | cannot be changed |
| positioned front to back in the drawers. | | | | • Not as durable as L&T shelving (see |
| Comparison Unit: One filing cabinet measuring 16" W x | | | | below), more difficult to convert to movable |
| 53" H x 27" L | | | | 4: 4-Post Open Shelving (also called L&T |
| -Floor space required 5.9' (square feet) (includes | | | | Shelving) |
| drawer extension) | | | | This is my recommendation for an open shelving |
| -Total filing inches provided: 100" | | | | option. I have seen 20 year old units filled full with |
| Advantages: | | | | records that look as new as the day they were |
| • Familiarity | | | | purchased. The tongue-in-groove and rolled steel |
| • Unit can be locked | | | | construction contribute to excellent durability. The |
| • Hides files, making the unit more decoratively | | | | example listed is a single sided unit. L&T shelving |
| attractive | | | | is also available in double sided units so the files can |
| Suitable for very small filing systems | | | | be accessed from both sides of the shelves (brings |
| Disadvantages: | | | | down the "per filing inch" cost). |
| • Expensive | | | | Comparison Unit: One shelving unit measuring 36"W x |
| • Very inefficient use of floor space | | | | 76"H x 12"D |
| • Time-consuming because of need to open each | | | | -Floor space required 3.2' (square feet): |
| drawer to access files | | | | -Total filing inches provided: 252" |
| • Difficult to use with other media | | | | Advantages: |
| • Requires using hanging files which are | | | | • Somewhat efficient use of floor space |
| expensive and break easily | | | | • Type of construction of this shelving makes it |
| • Need to reach down into files which increases | | | | extremely durable |
| chance of cutting hands on files | | | | • Meets seismic requirements |
| • Difficult to reach top drawer | | | | • Suitable for conversion to movable shelving |
| • Tips easily with top drawer open | | | | units |
| • Color-Coding not efficient because you can only | | | | • Shelves are adjustable on 1-1/2" increments |
| see small portion of the files at one time which leads | | | | • Accommodate different types of media |
| to more misfiles | | | | • Suitable for color-coding which helps spot |
| • Not suitable for large filing systems | | | | misfiles |
| 2: Lateral 4 Drawer File Cabinet | | | | • Less expensive than units with drawers |
| These units are basically vertical file cabinets with the | | | | • Easy to adjust shelves for use with other |
| drawers opening on the long dimension instead of the | | | | media |
| short dimension. The records are positioned side to | | | | • Easy to access files |
| side in the drawer. Choosing between lateral and | | | | • Top usable shelf accessible |
| vertical cabinets depends mainly on available floor | | | | • Multiple people can access the files at the same |
| space or preference for which way the files are | | | | time |
| positioned. | | | | • Reference shelf option |
| Comparison Unit: One filing cabinet measuring 32" W x | | | | • Adjustable dividers for efficient use of shelf |
| 56" H x 21" L | | | | space |
| -Floor space required (square feet) 9' (includes | | | | • Economical way to maximize filing inches |
| drawer extension) | | | | • Easy to assemble |
| -Total filing inches provided: 133" | | | | Disadvantages: |
| • Same Advantages and Disadvantages as | | | | • Contents cannot be locked without addition of |
| Vertical File Cabinets except Lateral units require | | | | some kind of door (adds to expense) |
| more floor space. | | | | • Records are visible |
| 3: Stackable Open Shelving | | | | • Cannot add to the height of the unit |
| Stackable shelving is basically metal boxes with the | | | | The units described above all come in different |
| front open and stacked upon one another. | | | | widths, heights and colors along with various amounts |
| Comparison Unit: One shelving unit measuring 36"W x | | | | of shelving/drawers per unit. Industrial type shelving is |
| 74"H x 12"D | | | | not included in this comparison. Also, this is a |
| -Floor space required 3.2'(square feet): | | | | comparison of the most commonly used stationary |
| -Total filing inches provided: 252" | | | | methods for filing and is not all inclusive. |