The Complete Guide to Choosing Filing Cabinets
Updated: Sep 2
The Definitive Guide to Choosing Filing Cabinets
If your desk is piled with loose papers, or you find yourself looking at an empty wall space in your office trying to figure out what will go there, you’re not alone. Filing cabinets may seem straightforward, but there are lateral, vertical, mobile, and fireproof filing cabinets in multiple sizes and price ranges to consider. This article explores all the different types of filing cabinets, what they are designed for, and how to select the right one for you – just like we do for customers that visit our Mississauga showroom.
Varieties of Filing Cabinets:
Type | Best For | Typical Width | Space Needed |
Lateral | High-volume filing, side-by-side folders | 30"–42" | More width, less depth to open |
Vertical | Light, occasional filing in tight spots | 15"–20" | Less width, more depth to open |
Mobile | Under-desk storage, needs to move around | 15"–18" | Minimal — rolls anywhere |
Side Tab | Medical or legal offices needing fast access | Varies | Wall space for open shelving |
Tambour Door | Small offices that want files hidden away | 30"–36" | Room for the door to retract |
Card File | Index cards, small parts, contact records | 12"–24" | Minimal |
Flat File | Blueprints, artwork, large-format documents | 36"+ | Large, dedicated footprint |
Lateral Filing Cabinets: These are broad, shallow cabinets perfect for high-volume filing in compact spaces. They range from 32" to 36" in width and can fit legal and letter-sized documents side-by-side or front-to-back. They come in various sizes, from 2 to 7 drawers, with smaller versions that can slide under desks.
Vertical Filing Cabinets: These taller, narrower cabinets are ideal for less frequent filing needs, typically between 15" to 20" wide, and need more room to open fully compared to lateral types.
Mobile Filing Cabinets: Designed for easy movement, these vertical cabinets on wheels usually have 1 to 2 drawers and are small enough to fit under desks. They often include a stabilizing wheel and lockable casters.
Side Tab Filing Cabinets: Common in medical settings for quick access to patient records, these cabinets allow easy visibility of file labels and might include roll-back tambour doors to conserve space.
Tambour Door Filing Cabinets: Featuring retractable doors to save space, these are ideal for tight areas.
Card File Cabinets: These are tailored for index cards and can hold sizes like 3"x5" and 4"x6".
Flat File Cabinets: Best for storing large documents such as blueprints and artwork, these keep items flat to prevent bending or damage.
Storage Islands: These units combine ample storage with a counter-height surface, suitable for collaborative environments.
How to Choose the Right Filing Cabinet for Your Space
First measure your space. Find out the dimensions you have in width and depth. Find out how much front-to-back clearance you need for opening a drawer - this will depend on whether your cabinets are vertical or lateral.
Assess your filing requirements. Add up your linear inches of filing space and make provisions for at least two to three years from now. For light file users, a 2-drawer vertical will be fine. Back office environments will probably outgrow even a 4-drawer lateral cabinet.
Determine whether you use letter-size or legal-size files. Home offices can make do with letter-size cabinets; law offices, insurance companies, and healthcare offices should verify their legal-size or dual-size requirements.
Determine the sensitivity of your documents. You will need a lockable and fireproof filing cabinet for tax records, contracts, patients' files, HR documentation etc.; otherwise, you can do without one.
Match the appearance to your environment. The client-facing office will look better with a wood-veneer or solid wood cabinet; a back office or storeroom will suit metal or laminate.
Materials and Build of Filing Cabinets:
Material | Durability | Best For |
Metal | High | High-traffic offices, everyday use |
Fireproof | Highest (fire & water rated) | Legal, medical, financial records |
Laminate | Medium | Budget-conscious buyers |
Wood veneer | Medium–High | Client-facing offices wanting an executive look |
Solid wood | High, needs upkeep | Executive suites and home offices |
Metal: Typically made from durable galvanized steel and available in a variety of colors.
Fireproof: These cabinets offer insulation against fire and water damage, crucial for protecting important documents.
Laminate: An economical choice that simulates the look of wood.
Wood Veneer: Features a real wood layer over pressboard, providing a high-end look at a lower cost.
Solid Wood: Offers both durability and visual appeal, though it is pricier and requires more maintenance.
What Makes a Filing Cabinet Secure?
There are four main aspects of security. The central locking bar locks all the drawers using one lock, easier to use and more secure than traditional drawer locks. The fire rating (often in 30-minute, 1-hour, or 2-hour intervals based on the UL 350 test) shows the length of time papers can survive in case of fire; a specific number should be taken into account if you have irreplaceable documents to store. The anti-tip/interlocking system allows opening just one drawer at a time, which helps to prevent toppling the cabinet due to the weight of its contents. And for highly confidential documents, consider getting the water-resistant gasket, as water damage caused by fire destroys as much paper as the fire itself.
Filing Specifics:
Most cabinets are designed for standard letter-size documents, but many can also house legal-size papers. The arrangement of files within drawers can be either side-by-side or front-to-back, with the former typically found in lateral cabinets and the latter in vertical ones.
Document Size | Typical Dimensions | Common In |
Letter | 8.5" x 11" | General office paperwork, home offices |
Legal | 8.5" x 14" | Law firms, contracts, government forms |
Safety and Additional Features:
Look for options like fire and water resistance, anti-tip mechanisms to prevent the unit from tipping over, and locks for securing your documents.
Best Practices for Organizing a New Filing Cabinet
Clean out before filing. Don’t transfer outdated material into the new filing cabinet but rather destroy or store it after the specified retention period.
Label all documents uniformly. Use only one method of categorizing files (alphabetical, clients, years), and use colored tabs for emphasizing the most important ones.
Use only one orientation when filing documents. The worst mistake is combining side-by-side and front-to-back files in one drawer, which will confuse you.
Always put frequently accessed documents in top drawers. Bottom drawers should be used for rarely accessed records, because they involve bending over.
Protect irreplaceable documents. Digitize originals (contracts, IDs, tax documents) even if there is also a paper copy stored in a fire-proof cabinet.
New vs. Refurbished Filing Cabinets: Which Should You Buy?
A well-built metal filing cabinet can outlast several office moves, which is why refurbished units are one of the best value buys in office furniture. When we inspect a used cabinet before it goes back on our floor, we check three things first: that every drawer glides smoothly on its track without sticking, that the lock and key (or locking bar) still engage properly, and that there's no rust or structural damage around the drawer frame that would affect how much weight it can hold. A refurbished lateral or vertical cabinet that passes those checks performs the same as new for a fraction of the price. Where we'd point a customer to new instead: specialized fireproof-rated cabinets, where the fire-rated insulation is a one-time seal that can't be verified secondhand, and cabinets that need to match an exact existing finish in a client-facing space.
Hutches:
If you're pairing a hutch with your cabinet, closed-door hutches keep bulk supplies out of sight, while open hutches work well for binders or decorative items you want visible. Either way, measure your cabinet's width and depth before ordering to make sure the two pieces line up.
When choosing a filing cabinet, consider the type that best fits your space, the material that matches your decor and budget, and the necessary safety features to protect your documents and ensure workplace safety.
For more information, visit https://www.ufficiofurniture.com/ufficio-filing or call 647-898-8918 to explore filing cabinet options today!
Frequently Asked Questions
How do I choose the best filing cabinet for a small home office?
Go with a compact 2-drawer vertical or a mobile pedestal cabinet that fits under your desk. Both hold a reasonable volume of documents without taking up floor space, and a mobile unit can double as extra seating or a side table.
What are the main types of filing cabinets?
The main types are lateral, vertical, mobile, side tab, tambour door, card file, and flat file cabinets, each built for a different volume, document size, or filing style. See the comparison table above for how they differ.
What features make a filing cabinet secure?
A central locking bar, a verified fire rating (look for 30-minute or 1-hour protection at minimum), an anti-tip interlock that limits you to one open drawer at a time, and water-resistant seals for fire-related water damage.
Where can I buy durable filing cabinets in Canada?
Ufficio Furniture stocks over 1,200 new, pre-owned, and refurbished filing cabinets and workstations at our Mississauga showroom (1215 Meyerside Dr #7, Mississauga, ON L5T 1H3), serving businesses across the Greater Toronto Area.
Comments