Document Storage - Open Shelving V. Filing Cabinets
 An estimated cost for one single “filing mistake” is over $125, according to a brochure created by the Smead Manufacturing Company. With this in mind, I thought it would be useful to research which document filing system has the most benefits, especially benefits in preventing filing errors.
In reading information about open shelf filing systems, I found that a color coded shelf filing system can cut labor costs by 30% when compared to drawer filing cabinet systems. Shelf filing systems also use less than half of the space than that of traditional drawer filing systems. Another benefit of open shelf filing is that it is less expensive to purchase than drawer based cabinets due to the elaborate mechanical hardware they require. The open system allows multiple users to retrieve and replace documents rapidly. Open filing can also eliminate the panic and stress caused by looking for lost information due to its often foolproof color coding system. This system can reduce congestion and convey a professional and neatly organized image. It also enhances customer service due to the easy access it provides to records.
However, the drawer filing system is not without its own list of benefits. For example, drawer storage boasts providing security and protection of important documents should there be a fire. Most metal drawer cabinets are designed to protect its contents from fire. In addition to their security, these filing cabinets can show style. Many versions are available in beautifully finished or decoratively painted wood. The metal versions are also mostly sold with scratch resistant paint. They are said to be strong and durable and come in both vertical and lateral styles. The wider lateral cabinets can store documents and items that are large and bulky such as packages or boxes. Drawer filing systems do provide a more efficient way to use your office space whether at work or at home.
Both systems do have their own downfalls. In exploring the downside of the open filing system, I found that the top complaint was the lack of security this option had. A passerby, whether staff, patient, or patient guest, could easily slide out a file for viewing if done so at the right time. Due to the open nature of this system, access is difficult to control. Theft of these files would similarly be an easy task. Also, I have noticed many doctor’s offices have these open files so close to highly trafficked areas, it would be easy to spill food or drink on these files. Additionally, these files would not be highly protected in the event of a tornado, fire, or other disaster. Also, the aesthetical features of this filing system would likely not make it a desirable choice for home use.
One of the major problems with drawer filing systems is that they waste office space. Most statistics read stated that shelf filing systems use 1/2 the space of traditional filing systems. This is contributed to the fact that in addition to the space the drawer filing sytem requires, room to allow for drawers to be opened to access files is also needed. Another problem with this system is that the records in drawers must be below eye level to be visible. Additional space is wasted by not using the space higher up in the room that is available. This space IS used with the open filing system.
Each organization or individual has different desires and needs when choosing their filing “furniture.” Hopefully, this article will aid you in making a more educated document storage decision.
