Dave recently provided some great tips for buying a filing cabinet. The following are a few additional suggestions from my own experiences.
With any organizing project, buying the containers (in this case, the filing cabinets) is one of the last steps. If you don’t remove the paper clutter first, you may wind up buying more storage than you need.
So much information we used to keep in files can now be found online. And if you’re comfortable with digital files, many papers that you receive which have valuable information can be scanned, reducing what needs to be kept and filed.
But once you’ve decided what to keep, be sure to buy filing cabinets that can store all your papers without overcrowding the drawers. It’s nice to keep each drawer no more than 80 percent full so it’s easy to add and remove files.
Consider what size papers you need to keep
Many people just need files for letter-sized paper, but you may have documents you want to keep in paper form that are larger (such as real estate documents in the U.S., which are often on legal size paper). Some filing cabinets can accommodate multiple paper sizes.
Choose to use hanging files — or not
Most filing cabinets come with rails for hanging files (or have high drawer sides designed to accommodate hanging file folders without the use of rails), so that’s what most people use. However, David Allen of Getting Things Done fame used to recommend a different approach:
I recommend you totally do away with the hanging-file hardware and use just plain folders standing up by themselves in the file drawer, held up by the movable metal plate in the back. Hanging folders are much less efficient because of the effort it takes to make a new file ad hoc.
This advice seems to have been removed from the latest edition of Allen’s book, but it might still appeal to you. If you want to go this route, you’ll want a filing cabinet that has those movable metal plates, often called follower blocks.
Make sure the cabinet drawers have full-extension slides
Some filing cabinets have drawers that don’t pull all the way out, making it hard to reach the files in the back. Be sure to look for cabinets with full-extension drawer slides (rather than something like three-quarter extension) so you can easily reach everything without scraping your knuckles.
Don’t create a tipping hazard
If you’re at all concerned about the cabinet falling over — because you have small children or you live in earthquake territory, for example — get the materials needed to anchor the cabinet to the wall.
Be sure a filing cabinet is the right tool for you
Just because so many people use filing cabinets doesn’t mean you need to do the same. There are other options, such as file carts, which may suit your organizing style better. Or you may prefer to keep at least some papers in binders rather than in file folders.