Deciding how to set up your filing system for your business can depend on numerous factors that need to be considered, not only for the current status of your company , but also how long-term developments in your file management process may impact your system.
Metal Filing Cabinets For Durability
By far, metal filing cabinets offer the most durability. However, as a records manager, you must be confident that little will change in your business when it comes to the records you keep in them. Because of the unpredictability of business dynamics, metal cabinets may be too rigid for your needs. For example, a sudden increase in business may mean an increase in records, which may require additional metal filing cabinets. The added expense is only the beginning, as you now need to find a space where these cabinets are to be installed. Just as easily, business may swing in the opposite direction, a reduction in filing needs, leaving giant metal cabinets taking up space yet filled only with air.
Flexibility in Corrugated
The advantages of corrugated records storage is the flexible solution they provide for the dynamics of business. Due to the reasonable price of corrugated storage, boxes can be purchased at a low cost to accommodate new files and with downswings in business, easily recycled like paper when no longer needed.
Also, corrugated file storage is lightweight and most boxes feature handles so when files need to be moved into outside storage facilities, the process becomes much easier, especially when you have to do it yourself.
Corrugated Maximizes Office Space for Small Business
Most small businesses have small offices, so records storage can be an annoyance. Often a business owner will need to fill waiting rooms and personal office space with bulky metal filing cabinets as the need for file storage increases. However, with corrugated storage, less space is required as record storage boxes are individually smaller than full size cabinets and they stack nicely in a vacant corner.
The Durability Issue and Long-Term Storage
If records-keeping in your business stays fairly consistent, then many records managers may choose metal cabinets for long-term endurance. Many may point out the “crush factor” of corrugated. Even though Bankers Box has designed their boxes with double wall construction for lasting strength, stacked boxes may still over time begin to compress and collapse. However, if corrugated is the preferred choice over metal, there are options to prevent this from happening based on the type of corrugated records storage box selected.
For example, basic duty boxes should only be used for light stacking. They are best for temporary files or quick access files kept in the office.
Medium duty boxes have greater strength, and are ideal for small storage room stacking.
For long-term storage, however, heavy duty strength is essential for stacking boxes high with full contents in long-term storage facilities, whether on or off premise.
Corrugated Drawer Systems
An additional option, a sort of middle ground between cabinets and boxes, is corrugated drawer systems. They vary in size for different office layouts, offering the central organization that cabinets provide, while also maintaining the flexibility and lightweight movability that makes corrugated storage boxes ideal.