There are numerous ways to organize files in office storage equipment. Finding appropriate organizing supplies for file cabinets that hold your company's records and documents makes it easier to find the files you need as quickly as possible.

The supplies you choose for your filing cabinet depends on the filing system you use and the contents of your files. Consider the following suggestions to help you choose the supplies for filing cabinets in your business:

1. Go right to the files you need by labeling the contents of each filing cabinet or drawer.

2. Organize documents in folders to make finding specific information easier.

3. Secure the contents of your file cabinets with locks.

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Label your filing cabinet to make finding the files you need easier

Labels and label holders allow you to note the contents of each filing cabinet or drawer to make finding the files you need easier. Some of these labels feature letters, numbers or colors. Other labels are fully customizable, so you can write the contents on the label or you can print the labels from your computer. Some file cabinet manufacturers make the cabinets with holders permanently attached and others have blank fronts on which you can place your own holders.

I recommend: ReStockIt.com sells labels and label holders for filing cabinets, including environmentally friendly, magnetic and recycled items. CleanSweepSupply.com sells label holders for filing cabinets, including magnetic holders. This company offers free shipping on orders meeting certain requirements.

Buy file folders and racks for your office storage cabinets

To organize the contents of your filing furniture, you need file folders and, in some cases, filing racks. There are a numerous types of file folders available. Hanging file folders, side tab file folders, medical file folders and expandable file folders are some examples. With certain office file cabinets, you may need to purchase file rails if you plan to use hanging or other specialty file folders.

I recommend: OfficeSuppliesLane.com sells a varied selection of file folders, including hanging, interior and medical file folders. Staples sells various file folders, including expandable file folders. This company also sells file rails that will fit most file and storage cabinets.

Consider adding locks to your file cabinets

Locks are a way to increase the security of your file cabinets. If you bought used file cabinets or purchased your file cabinets before you realized you would need to lock them, it is possible to simply add a lock to the entire cabinet or to only some of the drawers.

I recommend: MrLock.com has a varied selection of file cabinet locks, including bars, basic locks and lock kits. HardwareHut.com sells ratchet locks, locks with manual override and plunger locks. This company offers customer service and technical support to help you choose and install the appropriate locks for your needs.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Consider having all of the locks on your filing cabinet re-keyed so you can open them all with the same key.

Until the paperless office arrives, most businesses won’t get far without at least one file cabinet to store paperwork in an orderly fashion. For most offices, traditional vertical or lateral file cabinets will do. The most common vertical file cabinets are the ubiquitous two-to-four drawer metal file cabinets that are designed to store 8 ½' x 11' files. Lateral file cabinets are usually wider and shorter, and offer more storage options. Some points to consider when shopping for file cabinets: 

1. If you occasionally need space for large or bulky files, opt for lateral file cabinets.
2. Think about the way you work. Do you frequently share files with others? Consider a compact mobile file cabinet. Do you work with confidential files? Install a lock that can’t be opened with the same key that opens your other file cabinets.
3. You can find specialty filing cabinets for X-rays, blueprints or other material that doesn’t fit into a traditional filing cabinet.

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Basic vertical file cabinets and lateral file cabinets

If you need traditional vertical file cabinets or lateral file cabinets, shop around for the size, color and price that suit you. Basic metal file cabinets can be found at just about any office supply store.

I recommend: Peruse the full-featured metal file cabinets and wood file cabinets at sites such as FilingCabinets.com and OfficeMax.

File cabinets with convenient extras

Looking for a file cabinet on wheels? Need a file drawer for DVDs? File cabinet makers have your extra needs covered.

I recommend: Mobile file cabinets like those available at Everything Office Furniture, make it easy to transport a large number of files from one desk to another. Most can fit under a desk. The Executive Vertical Filing Cabinet, available at FilingCabinets.com includes a drawer designed to store CDs and DVDs. Keep critical files safe from fire damage by storing them in a fireproof file cabinet. Just Filing Cabinets offers a wide selection.

Wood file cabinets that make a design statement

If your home office spills over into your living room, or if you're simply a design-conscious business owner, you can find file cabinets that don't scream 'office.'

I recommend: At The Home Decorators Collection you'll find wood file cabinets in styles such as Craftsman and Country French. Amazon.com offers a hardwood, black louvered file cabinet.

Speciality file cabinets

Architects and builders need space for blueprints and drawings, medical and law offices need easy access to scores of files every day. Check out the specialty file cabinets that are tailor-made for these and other specialized filing requirements.

I recommend: Find specialty file cabinets designed for the unique needs of your industry at Just Filing Cabinets and OfficeFurniture.com.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  If you need to increase or decrease the capacity of your file cabinets, install file rails.
• •  A tall file cabinet is less likely to topple over if it's equipped with counterweighted drawers and internal locking devices that prevent you from opening several drawers simultaneously.
• •  Long lateral file cabinets can do double-duty as a countertop or a room divider.

Filing cabinets are a convenient way to keep files and other paperwork organized. In some cases, filing cabinets protect confidentiality by keeping names and other information hidden.

Make an informed decision about the most appropriate filing cabinets for your company by reading through the following list of file cabinets basics:

1. Use traditional metal filing cabinets for mass storage or inexpensive storage.

2. Keep the decor of your office consistent and warm with wood file cabinets.

3. Make taking your files with you easier by using a mobile filing cabinet or cart.

4. Think about using specialty filing cabinets and office storage units.

Action Steps
The best contacts and resources to help you get it done

Consider using metal office file cabinets

Metal file cabinets are usually the most cost effective office filing cabinets. The most popular types of metal filing cabinets are horizontal and vertical. These models are available with a range of drawer sizes and different numbers of drawers, from single drawer units to units with more than seven drawers. These are ideal for mass storage.

I recommend: Just Filing Cabinets offers vertical and horizontal filing cabinets at discounted prices. You can get free shipping on most items. More Filing Cabinets sells metal filing cabinets. You can narrow your search by color, style, drawer size or price to make finding the most appropriate filing cabinet easier.

Invest in a wood filing cabinet

Wood filing cabinets or filing furniture are ideal if you want to keep the decor of your office consistent. These filing cabinets are available in a variety of styles and finishes that match almost any wooden executive desk. In some cases, you can customize the filing cabinet to include additional storage for other items, such as a printer.

I recommend: Home Decorations has a varied selection of filing cabinets that look like dressers and other furniture. This company has a detailed search engine that makes it easy to find a file cabinet that works with the decor of your office. At iFurn, you can find a varied selection of office filing cabinets to match any office decor. This company offers free shipping on many items.

Use a mobile filing cabinet or cart

In the past, people used file cabinets strictly for stationary storage. Today, filing cabinets are available on wheels to make taking files with you easier. Mobile filing cabinets and carts are ideal if you need to take the same files with you when you go places, even if you are just going to a conference room down the hall.

I recommend: FilingCabinets.com sells a varied selection of mobile filing cabinets and carts, including glass top, metal and wood models. BuyOnlineNow.com sells locking mobile filing cabinets. This company offers free shipping on qualified orders.

Decide if you need specialty office file storage

Specialty office storage equipment, such as open face filing cabinets, fireproof safes and file cabinets and multimedia filing cabinets, are necessary in some businesses. For example, if you deal with papers that must require preservation, such as loan documents, titles or liens, a fireproof filing cabinet is ideal.

I recommend: Office Depot sells a varied selection of filing cabinets, including fireproof and water resistant. It offers free next business day delivery on qualified purchases or you can pick up your order at your local Office Depot. OfficeFurniture.com sells multimedia, combination and open face filing cabinets at discounted prices.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  If you are short on space for your filing cabinet, consider an under counter model, a wall mounted model or an expandable model.

Despite years of talk and wishful thinking around the "paperless office," there continues to be as much paper as ever -- which is great news for the file cabinet. Although they still primarily serve their original purpose of storing and organizing important papers, they have come a long way in terms of style, design and functionality. Today there are a number of options when it comes to file cabinets, and with those options come a handful of good-to-know terms.

Action Steps
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Vertical file

A vertical file is what most people would think of as the traditional file cabinet. They typically have two to five drawers, hold files from front to back and take up very little wall space.

I recommend: Take a look at the brief description of vertical files at Ergo in Demand, and see how they compare to lateral files.

Lateral file

A lateral file is wider than a vertical file and is designed for files to be stored either front to back or side-by-side. Lateral files generally hold about 30% more files than a standard vertical file.

I recommend: Learn exactly what a lateral file is and get help deciding whether lateral is the method that will best meet your filing needs at Wise Geek.

Side tab

Side tab file cabinets are used primarily in situations where quick and convenient access is key, such as in the healthcare industry. They are a great way to store files that are used on a daily basis.

I recommend: Read the educational and informative article on side tab file cabinets at Filing Cabinetz.

Roll files

Roll files are designed to be used with files that are rolled up or stored in tubes. They are available in both horizontal and vertical formats and typically have casters for mobility.

I recommend: An explanatory article at Just Filing Cabinets sheds an educational light on roll files, complete with pictures.

Counterweighted drawers

Counterweighted drawers and internal locking mechanisms are safety features in many mid- to high-priced file cabinets. These features prevent the file cabinet from tipping over if the user attempts to open too many drawers at one time.

I recommend: Entrepreneur.com offers a detailed guide to choosing and using file cabinets, which includes the importance of safety features such as counterweighted drawers.

Fire resistant

Fire resistant file cabinets protect documents with their ability to maintain an inside temperature of less than 350 degrees for an hour, even in a 1700-degree fire.

I recommend: Read up on fire resistant file cabinets at Rapid Alarm, which explains that no file cabinet is 100% fireproof.