Being organized about computer security

Decision fatigue is always a potential problem when you’re uncluttering. You can get to the point where you’ve made so many decisions that making any more seems like more than you can handle. When you find yourself at that point, it’s time to take a break.

While I’ve often read about (and had experiences with) decision fatigue over the years, I recently read about a somewhat related concept: security fatigue, defined as “a weariness or reluctance to deal with computer security.”

After updating your password for the umpteenth time, have you resorted to using one you know you’ll remember because you’ve used it before? Have you ever given up on an online purchase because you just didn’t feel like creating a new account?

If you have done any of those things, it might be the result of “security fatigue.” …

A new study from the National Institute of Standards and Technology (NIST) found that a majority of the typical computer users they interviewed experienced security fatigue that often leads users to risky computing behavior at work and in their personal lives.

If you give into security fatigue, you really do put your information at risk. The following are some ways to make it a bit easier to use good security:

Prioritize your important accounts

You may have heard the advice that you should never reuse passwords. But in a 2010 interview with Ben Rooney of Tech Europe, security expert Bruce Schneier indicated that might be going a bit overboard:

“I have some very secure passwords for things that matter — like online banking”, he says. “But then I use the same password for all sorts of sites that don’t matter. People say you shouldn’t use the same password. That is wrong.”

Don’t try to remember all your passwords

There are two ways to avoid relying on your memory. The first is to use a password management program. I use 1Password, but other people like LastPass, KeePass, or one of the other available choices. A password manager can store your passwords (and your answers to security questions) so you don’t need to remember them all.

If you don’t want to use a password manager, writing your passwords down can be okay, too — Schneier has actually recommended that. I’ve had my wallet stolen, so I wouldn’t feel good about keeping my list of passwords there (as he recommends) unless I did something to obscure the password, as suggested by Paul Theodoropoulos in a blog post.

But keeping a list of passwords in a file folder with an innocuous name might be fine. Or you could write them inside a random book, as another blogger suggested.

Find an easy way to choose secure passwords

There’s no total agreement on the best formula for secure passwords, but two common approaches are:

  • A long string of random characters including letters (upper and lower case), numbers, and symbols
  • A set of randomly chosen unrelated words

The first type of password is easily created using a password manager. LastPass even has a random password generator anyone can use.

The second type is created using an approach known as Diceware, which is fairly tedious. But there’s at least one website that provides a Diceware app, making it extremely simple to generate these passwords. A Diceware password like doodle-aroma-equinox-spouse-unbolted might be odd, but it’s easier to remember than something like 831M5L17vY*F. (Of course, you can just cut and paste your passwords in many cases, but sometimes you really do want one you can remember.) However, Diceware won’t work on sites that set character limits that are too short.

Treat security questions just like additional passwords

Do you provide your pet’s name as an answer to a security question? On a banking site, you might want that name to be something like Z8#3!dP47#Hx or grill-anthem-tinderbox-baguette-cosmetics. On a less important site you don’t need to be as cautious, but using your pet’s real name is still a poor idea.

Unitasker Wednesday: Finger stand support rests

All Unitasker Wednesday posts are jokes — we don’t want you to buy these items, we want you to laugh at their ridiculousness. Enjoy!

While working on last week’s unitasker post I came across another unitasker — Finger Stand Support Rests.
1610_unitasker_fingerholdersThis is a set of five hard plastic stands on which to put your fingers when you’re painting your fingernails. The stands are not attached to each other so you’ll have five little things cluttering up your cosmetics bag/drawer.

When painting your nails, the finger stands must be perfectly spaced to support all of your fingers. If your hands are small, you’ll have to stretch because the bases of the supports need to be wide enough to stop the stands from wobbling. I can’t imagine that they are comfortable being made of hard plastic.

Wouldn’t it just be easier to use a rolled up towel under your fingers? A towel would be much softer and you could cover it with a napkin or tissue to absorb any nail polish spills.

Organize your Google Drive

1610_google_drive_logoFor online document editing and collaboration, Google Drive is still king. Last month, Bradley Chambers said the following while writing for The Sweet Setup:

“When it comes to needing an easy way to share a document with someone, Google is still the standard choice for me and most people I work with. The fact that they were always a web-first platform has given them a head start in the interface and syncing technology.”

That’s exactly why I continue to use it: free, web-based (which means nearly ubiquitous access to your files), easy and accessible.

But just like any tool, your Google Drive can become disorganized.

Here, I’ll describe some best practices you can adopt to organize the files you’ve got stored in Google Drive. Let’s begin with something simple: sorting.

Get sorted

Once you’ve got a lot of files on your Drive, it can be tricky to find the one you’re looking for. Fortunately, you can quickly sort the list. First, click the button on the top right to toggle between List View and Grid View. Both sort folders from files, and list view lets your further sort by title or creation date.

Powerful search tools

Google is synonymous with “search” (how many times have you heard someone say, “Google it”?), and as such you’d expect robust search options in its products, like Drive. A simple click reveals that they are in place.

To begin, simply click the search field to perform a search by type: PDF, text, spreadsheet, presentations, photos & images and videos. That’s helpful, but it’s just the start. Click “More search tools” (or the disclosure triangle at the right of the search field) to access a slew of useful features. From there, you can search by:

  1. File type
  2. Date
  3. Title
  4. Words found in the body of the document
  5. The owner (if you’re sharing files with a collaborator)
  6. Who it’s shared with
  7. What folder it’s in
  8. Any “follow up” actions — again, if you’re collaborating

All of this makes it very easy to find the file you need.

Select many files at once

Occasionally you’ll want to move, share or otherwise interact with several files at once. You could click them one at a time, or hold down Shift as you click to select in bulk. This tiny tip can be a huge time-saver.

Look to the stars

You can add a star to any file or folder in Google Drive by right-clicking on it and then selecting the star from the resulting contextual menu. All starred items are immediately accessible from the star menu in the left toolbar. Just don’t go too crazy with this feature, or you’ll have a list of starred items that just as unwieldy as the “un-starred” masses!

Quick preview

You can quickly preview a document without opening it to save a lot of time. Simply click once to select it, and then hit the “eye” icon that appears in the toolbar above to get a peek at what that document contains.


Finally, consider the huge library of add-ons that are constantly being released and refined for Google Drive users. These easily-installed tidbits address all aspects of using the service, with the focus on making it more efficient. PC World recently published a nice round-up of great Google Drive add-ons, including Consistency Checker, which scans your docs for incorrect hyphens and other such errors, as well as Data Everywhere, which makes it easy to share across platforms (Google, Excel, etc.).

I hope this was helpful. As I said, Google Drive is a fantastic collaboration tool. With a little effort, you can make it an efficient, organized experience as well.

What to do with all that Halloween candy

1610_candy_chemistryIn one week’s time, many of us will find an unwieldy pile of candy on the kitchen table. Or spread across the living room rug. Or even, if your kids are like mine, stuffed inside a plastic pumpkin mixed in with empty wrappers, discarded boxes of less-favorable raisins, and utterly forgotten pencils.

Halloween is almost here.

I love Halloween and I enjoy trick-or-treating with the kids. Heck, I’ll even grab a few peanut butter cups out of their stashes. But as a veteran of the holiday, I know the routine: within a few days, this candy will be forgotten about and left to collect dust. What is there to do with this sugary clutter? Actually, a lot.

Now, before I get started with a list of what you can do with that leftover Halloween candy, a note: I’m not saying, “Take your kids’ candy away!” While I realize that sugary snacks are often nutritionally bankrupt, I also want kids to enjoy the brief time that they get to be kids. If that means scarfing down a Pixie Stick or two (or ten), great. Have fun. In this article, I’m referring to that abandoned pile that becomes clutter. That said, let’s get to it.


  1. Freeze your favorites. If you’ve ever asked yourself, “Exactly what’s fun about those tiny, ‘Fun Sized’ candy bars,” here’s the answer. When frozen, they’re fantastic. Put a few in the freezer for a frozen, out-of-sight treat for weeks to come.
  2. Cooking. Whip up some M&M cookies, chunky brownies or what-have-you. My favorite recipe for leftover Halloween candy is Trash Bark. Melt some chocolate, dump in the works and enjoy a holiday bark that puts the peppermint variety to shame.
  3. Transfer it to another holiday. Put some candy aside for an Advent calendar, gingerbread house or piñata filling.


  1. TroopTreats gathers and ships items needed and appreciated by troops who are serving our country abroad. Help them feel a little of that Halloween spirit no matter where they are with a donation of holiday candy.
  2. Do a buy back! Many business — especially dentist offices — will collect unwanted candy and distribute them to members of the military.
  3. Ronald McDonald House charities gladly accept Halloween candy every year, for distribution among the families of the severely ill children that they serve.

Learn Food Science

Did you know that you can paint with Skittles, practice prediction skills with candy bars or blow up balloons with Pop Rocks? Maybe the kids are strong-willed enough to discover exactly how many licks it does take to get to the center of a Tootsie Pop. You can do these things and more, while showing the kids how to have unexpected fun with candy. Of course, if you’re enjoying the science and want to explore even more, a kit like Candy Chemistry is a lot of educational fun.

There are a few ideas. If you’ve got a great solution that I haven’t thought of, sound off below. And quickly, before I secretly eat the whole stash!

More advice for buying a filing cabinet

Dave recently provided some great tips for buying a filing cabinet. The following are a few additional suggestions from my own experiences.

Unclutter first

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.

Unitasker Wednesday: Tweexy, the wearable nail polish holder

All Unitasker Wednesday posts are jokes — we don’t want you to buy these items, we want you to laugh at their ridiculousness. Enjoy!

I’ve spent most of my career working in places where painted fingernails were not permitted, consequently I’ve never spent a lot of time thinking about how to best to apply nail polish. I innocently assumed that you would place a bottle of nail polish on a flat, stable surface (perhaps in a bathroom at home), and proceed to paint your fingernails.

tweexy nail polish holderBut why look for a flat, stable surface when you have Tweexy, the wearable polish holder. This light-weight, portable gizmo will allow you to easily open your nail polish bottle using one hand and polish your nails in a car, on a train, at the movies, on your bed, or even in the bath!

tweexy nail polish holder in bath

Maybe I’m missing something because I don’t paint my nails that often, but I just can’t imagine my own hand being more steady than a flat, stable surface.

Thanks to reader Debbie for bringing this unitasker to our attention.

Every day carry: weekend getaway

phone watch wipesI’m packing for a weekend getaway as I type this, which has inspired me to write an “Every Day Carry” (EDC) tech guide for weekend getaways. You don’t need to carry a lot in order to be prepared for a weekend away. In fact, pocket clutter is real and should be avoided. My “getaway” EDC varies a little from what’s typically on me, but not by much. Let’s take a look.

Mophie Juice Pack

I use my phone frequently when I’m away, particularly to find directions and taking pictures. That puts a hit on the battery, especially when a map app is receiving GPS data. For that matter, I always have a Mophie Juice Pack charged and ready to go. The Juice Pack is an iPhone case with a built-in battery. When my phone’s battery hits 20%, I flick on the Juice Pack and it’s back at 100% in no time.


This goes with out saying, but the pocket computer called “iPhone” is completely essential. From finding directions and taking photos to calling hotels, restaurants and family, it’s my go-to gadget.

Apple Watch

My Apple Watch isn’t as essential as my iPhone, but it’s maturing into the useful accessory that Apple wants it to be (the same can be said of most smart watches). My favorite feature, however, really shines when I’m in a new place: walking directions. The first step, of course, is to get your destination’s address onto the Apple Watch. There are several ways to do this, and the fastest are these:

  1. Ask Siri for directions. The virtual personal assistant will automatically open Apple Maps with the directions ready to go.
  2. Start on Apple Maps on your iPhone. The app will automatically sync with Apple Watch.
  3. After you’ve entered the information on the iPhone app, open the watch app to view the directions.

Following a route Once you’re ready to get moving, just tap Start. The Watch will guide you along, via clever use of Apple’s Taptic Engine:

  1. A series of 12 taps means turn right at the next intersection.
  2. Three pairs of two taps mean turn left.
  3. A steady vibration means you’re at the last direction change.
  4. A more urgent vibration (which I call “the freakout”) indicates your arrival at your destination.

Imagine walking from, say, the train station to a hotel in a city you aren’t familiar with. You’ve got a bag in your hand and a million things on your mind, like check-in, getting settled and whatever brought you there in the first place. Now you can walk with your eyes front and your head up. Perhaps you’ll even note a few landmarks along the way, to make the return stroll easier.

Ursa Major face wipes

I used a face wipe from Ursa Major for the first time a few years ago. I was in NYC visiting family. After a sweaty day of walking through Manhattan, I was given one of these to use.

It was amazing.

The wipe is cool, smells great and not greasy at all. It evaporates quickly and let’s me “wash my face,” if you will, when I can’t do so properly. It seems like a small thing but I really like these things.

That’s the gear I carry when I’m away. It’s a short list, but all very useful. Do you have a special EDC for certain situations? Let me know.

Do you maintain a clutter preserve?

Earlier this week I was reading a nice series of posts at Organized Home on “Decluttering 101.” It’s always good to brush up on the basics. The author, Cynthia Ewer, shared some good advice, as well as a concept I found quite interesting: the “clutter preserve.” I’ll let her explain it.

“Accept reality by establishing dedicated clutter preserves. Like wildlife preserves, these are limited areas where clutter may live freely, so long as it stays within boundaries. In a bedroom, one chair becomes the clutter preserve. Clothing may be thrown with abandon, so long as it’s thrown on the chair.”

A part of me shivers when I read this. If I create a clutter preserve — even one that’s out of the way — I fear it will foster others. As if it is tacit permission to make a tiny, obscure stack here, an unobtrusive pile there, and so on.

I see the logic in it, too. As Cynthia says, no one is squeaky-clean all the time. “Even the tidiest among us tosses clothes on the floor from time to time.” I can even relate this to email processing. Sure, it would be amazing to read and respond to every message every day, but for many of us that is not possible.

Now I want to ask you: do you maintain a clutter preserve, or maybe more than one? If so, do you attack it on a regular basis or is it there to offer sanity-saving permission to not be 100% perfect? Sound off in the comments, I’m eager to read what you think.

When organizing goes too far

Organizing isn’t something you do just for the sake of being organized. Rather, it’s something you do to make the rest of your life easier. When you’re organized you can find things when you need them. You have the space to do the things that matter to you: have company over, enjoy your hobbies, cook good meals, etc.

When you look at getting organized, there are always trade-offs to make. How much time do you want to spend organizing your books, your photos, etc.? One thing to consider is whether the time invested in doing the organizing will save you more time over the long run.

I just read an article by Brian X. Chen in The New York Times that touched upon these trade-offs. Chen consulted with Brian Christian, a computer scientist and philosopher, about organizing his digital photos.

Mr. Christian said photo organization illustrates a computer-science principle known as the search-sort trade-off. If you spend tons of time rummaging for a specific photo, then sorting photos may be worthwhile. But if you hunt for a picture infrequently, sorting may be a waste of time.

“If it would take you eight hours to tag all your friends, you should not undertake that until you’ve already wasted eight hours digging up photos of your friends,” said Mr. Christian, co-author of Algorithms to Live By, a book about using algorithmic principles to improve your life.

There are photo-management services such as Google Photos that can do some auto-sorting, and Chen went on to write about those. But the basic trade-off concept applies to all sorts of things beyond just photos. For example, I organize my books into general categories but don’t bother alphabetizing the fiction by author because I can find books quickly enough without taking that next step.

Similarly, as we’ve noted before, many people will find that they don’t need a bunch of folders for email because they can rely on their computer’s search function to find what they need. But others find that using folders works better for them, even if that makes email filing more time-consuming.

Organizer Lorie Marrero wrote on the Lifehack website about being too organized, and she provided this example of when the return on invested time doesn’t pay off:

People think it might look neat to have all matching plastic containers in their pantries that all nest nicely together and present a picture-perfect shelf. But for the ROI of simply having a pretty pantry, you have to spend a lot of time transferring every new food item from its original store packaging into the containers.

But if it really makes you happy to have a pantry with beautiful matching containers, then maybe you’d want to transfer foods into them even though this doesn’t make sense from a purely practical perspective. That’s a perfectly fine choice to make if it works for you.

Color-coding provides one more example what works for one person might be overkill for another. Does it help you to color-code your files? If so, it may well be worth the effort, money, and space to keep file folders in different colors on hand. However, if you’d work just as well with files that are all the same color, why not use the simpler approach?

As you set up your own organizing systems, think about what might be “just enough organizing” to allow you to function well and enjoy your home or office space.

Knowing when to change

150714-room2Our driveway turns in from the road, runs along the western side of our property and ends near the rear of the house. Upon exiting the car, the walk to the back door is shorter than the stroll to the front. As a result, all traffic — and in and out — happens through the back door.

This wasn’t always the case.

When we purchased the house in 2000, the driveway didn’t exist. Cars were parked in front, and I hung a series of hooks by the front door. It made perfect sense: walk in, hang your keys on the hook. That is, it made sense until we stopped using the front door.

I’m a real proponent of “A place for everything and everything in its place,” because my sieve-like brain will forget where I’ve placed the keys (or the wallet or the kids’ snacks…or the kids) if they’re not in their designated home. So I’ve been insisting that keys go on the front-door hooks like a stubborn mule.

I’d find keys on the butcher block, which is quite near the back door, and grumble to myself as I carried them across the house to the front door. Sometimes I’d find them on the kitchen table, an act that was loathsome to me. “Ugh, who put these here?” I’d cry, shaking my fist as if I’d witness an unimaginable injustice. “The keys go on the key hooks!”

The problem wasn’t people ignoring the “rule.” The problem was that the rule no longer made sense.

I learned to let go and succumb to what the situation was trying to tell me when we repurposed the back room. There’s now an old dresser by the back door, onto which I’ve placed a small leather box that is the new home of keys. We’ve regained the enter-and-drop ease of the old days and more importantly, I’ve learned to listen to the situation.

It’s possible to become blindly dedicated to an organizational system. I insisted that we employ a strategy that was no longer effective, simply because I was afraid I’d be lost — or more accurately, my keys would be lost if that system was abandoned. It wasn’t until I stepped back and observed how the situation had changed that I realized the solution should change too.

The point is to look around at the solutions you’re using at home and at work. Are they still the best, most effective answer to a clutter issue? Has a situation changed that should prompt a solution change as well? Perhaps that one thing that drives you crazy — a constantly cluttered kitchen counter, the jam-packed junk drawer, phones and tablets piling up to be charged — is simply a symptom of a broken system. Good luck and let me know how it goes.

Finding the schedule that works best for you

Few of us can have complete control over our daily schedules. Work and family obligations, doctor appointments, and various other things will often dictate where we must be at certain times and what we must be doing.

But when there is a chance to make scheduling choices, it’s helpful to recognize when you’re at your best for certain activities (creative work, exercise, etc.) and then build your schedule based on that knowledge.

Dan Ariely, a professor of behavioral economics, wrote in an “Ask Me Anything” on the Reddit website:

Your “productive hours” are very important. Think about when those are, and then practice maniacal devotion to work during those hours. …

One of the saddest mistakes in time management is the propensity of people to spend the two most productive hours of their day on things that don’t require high cognitive capacity (like social media). If we could salvage those precious hours, most of us would be much more successful in accomplishing what we truly want.

Ariely wrote that those two most productive hours are usually in the morning — the first two hours after you’re fully awake. But people are different, and being aware of what works best for you is what’s key.

A number of people find that starting the day early makes them more productive, and some of them start their days very early, indeed. Hilary Potkewitz had a recent article in The Wall Street Journal about people who choose to wake up around 4 a.m. For example:

Peter Shankman, a 44-year-old entrepreneur and speaker based in New York City, is usually out of bed a few minutes after 4 a.m. Twice a week he meets a buddy for a 10-mile run in the dark around lower Manhattan.

The city’s streets are usually deserted, providing a nearly distraction-free space for thinking. “If I’m busy dodging people or noticing who’s passing me, my ideas won’t come,” Mr. Shankman says.

By 7 a.m., he claims he is “showered, fed, watered and sitting at his desk.” …

The flip side is that he is in bed by 8:30 p.m.

Others find they function better later in the day. On the Lifehacker website, night owl Mike Vardy wrote:

As someone who does a lot of writing, I have found that I’m at my best in a creative sense later in the day, once all of my essential actions and errands have been taken care of. I call it my “Finally Time” — I finally have the clarity of thought, quiet I need and time I want to get my great work done.

That’s my own preferred schedule which is why I’m writing this post around midnight. I also find that trying to exercise early in the day just doesn’t work for me, so I’ve given up trying to force fit myself into that kind of schedule.

Some people work best by breaking up their day. YouTube creator and podcaster CGP Grey has found that afternoon is his worst time for getting his writing done, so he does that work in the morning (starting quite early) and the evening, taking the afternoon off. Such a schedule is obviously much easier to implement when you’re self-employed, but even people who have that flexibility might hesitate to stray so far from the normal workday pattern. But if an unusual schedule works better for you, why not go for it?

How to buy a filing cabinet

blue filing cabinetLast week I brought a filing cabinet to the dump. I was very happy to see it go.

I bought that cabinet on a whim. It was cheap, small and seemed perfect for what I needed. Less than a year later, it had one drawer that wouldn’t close and four others that had become junk drawers. I hated it, ignored it and used its top to stack papers. It had to go and, more importantly, it taught me how to properly buy a filing cabinet.

Today, I know what makes a perfect filing cabinet for me. Here’s what I found.

First and foremost, it must fit all of the documents I wish to file and fit into the allotted space in my home office. My work space is a small, second-floor room in a house with dormers, so there’s not a lot of wall space available. Therefore, a traditional vertical cabinet is for me. Perhaps a horizontal cabinet will work best in your space. This really is a crucial first step, so make this decision your starting point.

When I say “it must fit,” I mean both physically and within my workflow. Vertical and horizontal cabinets are used differently. A vertical cabinet is most traditional and features two to five drawers. Contents run front to back and face the user. There’s a lot of internal space, but files aren’t easy to get at. A vertical cabinet is a good choice for archival or reference files you don’t look at often.

A horizontal cabinet takes up more wall space and offers more interior space than vertical models. The benefit is their contents are much easier to access, so if you’ve got to get at files several times per day, a horizontal cabinet is a great choice.

Finally, I make sure my cabinet is within “swivel distance” of my desk. Human beings tend to follow the path of least resistance, so I make it as easy as possible to put something in my filing cabinet: just swivel my chair.

Next, a cabinet must be durable. That is to say, I don’t want to be stuck with that one drawer that won’t open unless you yank on it (or shut unless you slam it), the wonky wheel or busted handle. Much of this depends on what the cabinet is made of. The most common materials are metal and wood.

A metal cabinet can stand up to years of use and still look good. They are also easy to maintain and come in colors other than the plain beige you’re probably envisioning right now. They’re also easy to paint, so feel free to make it your own. When shopping for a metal cabinet, make sure it has a protective coating to prevent rust and double-walled steel sides for durability. No, metal filing cabinets are not flashy, but they do their job well.

Wooden cabinets look great and come in a huge variety of styles. They’re less durable than their steel counterparts, but if you’re in a low-volume office or a home setting, you’ll have it for years before it shows signs of wear. For a high-volume setting, where you’re in and out of drawers all day, go with a metal model.

If your chosen filing cabinet sits directly on the floor, consider placing it on a wheeled caddy. This can be very helpful when you need to move the cabinet to clean behind it or rescue your favorite pen.

Safety is another consideration. First, I want to keep my documents safe. If you’ll be filing important documents, like a birth certificate or social security card, consider a fire proof cabinet or one that locks (or both). I like to keep these things off-site in a safe deposit box, but if you must store them at home, make sure they’re safe.

I also want to be sure that anyone who uses the cabinet is safe. Look for interlocking drawers that will prevent tipping when multiple drawers are open at once. Additionally, cabinets with ball-bearing suspension systems will open reliably for years, so no wonky drawers that you yank open in frustration, risking injury.

Style, structure and safety are very important when looking for a filing cabinet, but easily overlooked. Like any tool you introduce to your workflow, a filing cabinet should be taken seriously. Happy shopping and let us know what you end up with.