Metal Filing Cabinet

A metal filing cabinet is an essential organizational tool for any home or office. This comprehensive guide will cover everything you need to know about metal filing cabinets, from the different types available to tips for choosing the right one for your needs. We’ll also provide advice on setting up and using a metal file cabinet to store documents and other items efficiently.

What is a Metal Filing Cabinet?

A metal filing cabinet is a storage furniture piece made from sheet metal designed specifically for file storage. Metal filing cabinets contain drawers to hold folders, documents, and other papers for safekeeping and organization.

The most common types of metal filing cabinets include:

• Vertical filing cabinets – These feature drawers that extend from the front of the cabinet. They have thin, deep drawers ideal for organizing large volumes of files.
• Lateral filing cabinets – Also known as side file cabinets, these have wider, shallower drawers that pull out from the side. They work well in tight spaces when a vertical cabinet won’t fit.
• Pedestal filing cabinets – These metal filing cabinets have just a few large drawers and sit on a sturdy base that raises them off the floor.

Compared to wood furniture, metal filing cabinets offer durability, fire resistance, and security at an affordable price point. The heavy-gauge steel resists dents, scratches, and water damage.

Benefits of Using a Metal File Cabinet

There are many benefits that make a metal filing cabinet a smart investment:

• Durability – Metal cabinets can withstand heavy use and last for decades with proper care. The all-steel construction is ideal for protecting important documents and records.
• Fire resistance – Metal filing cabinets are non-combustible, so they protect paperwork in the event of a fire. Look for cabinets with a fire rating of at least 1 hour.
• Security – Most metal file cabinets have locks to prevent unauthorized access. Some even have interlocking drawers for extra security.
• Affordability – Metal filing cabinets tend to cost significantly less than wood furniture with the same storage capacity. The metal is inexpensive and easy to manufacture.
• Portability – Metal cabinets are lighter than wood, making them easier to move. Caster wheels can also improve mobility.
• Customization – Many metal filing cabinets offer custom colors and configurations to match office décor. Some even have interchangeable drawer sizes.

For document management, a good metal filing cabinet should be a staple in your home or business. The benefits far outweigh any downsides.

Types of Metal for File Cabinets

Metal filing cabinets consist of cold rolled steel, coated steel, or stainless steel. Here’s how the metals compare:

• Cold rolled steel – This unfinished blue-grey steel without coating is affordable but prone to rust. Most budget metal cabinets use cold rolled steel.
• Powder coated steel – The steel gets a powder coating for color, durability, and minor scratch resistance. Powder coating resists fading and chipping better than paint.
• Stainless steel – More expensive than other steels, stainless steel resists corrosion and rust while tolerating heat and cold. Brushed stainless steel hides fingerprints.
• Aluminum – Used less commonly, aluminum filing cabinets are lightweight though less durable than steel. They’re easier to move around.

Consider your budget, décor, and needs when choosing a metal. Powder coated steel offers the best value for a balance of affordability, durability, and aesthetics. Stainless works in humid, salty, or extreme temperature environments.

What to Look for When Buying a Metal File Cabinet

Keep these factors in mind when selecting a metal filing cabinet:

• Drawer dimensions – Measure folders and documents to ensure the drawers offer a comfortable fit. Standard drawer sizes include letter, legal, A4, and foolscap.
• Paper capacity – Calculate about 2.5 inches of filing space per standard box of paper. So a 5-drawer letter-size cabinet stores about 125,000 sheets.
• Drawer slide type – Ball bearing slides are smoothest. Full extension slides make accessing files easier.
• Locking mechanism – A recessed handle with built-in lock provides better security than an external lock.
• Drawer suspension – Overextend stops prevent tipping when multiple drawers open. Counterweights also improve stability.
• Caster wheels – For mobility, nylon caster wheels with full 360° rotation and wheel locks work best.
• Adjustable feet – These level cabinets on uneven floors. Leveling glides offer height adjustment.
• Assembly – Some metal filing cabinets ship fully assembled. Others require partial assembly. Complex assembly increases the cost.
• Warranty – Better metal filing cabinets include a warranty of up to 10 years or more against manufacturer defects.
• Certifications – Look for ANSI/BIFMA certifications for safety and performance testing. UL and ETL marks confirm electrical and fire safety.

Choosing Vertical vs Lateral Metal File Cabinets

When outfitting an office with metal filing cabinets, companies often use a mix of vertical and lateral files to maximize space:

Vertical files are best for:

• Storing large volumes of documents. The thin, deep drawers accommodate more files than lateral cabinets.
• Frequently accessed files. The shallow drawer depth makes flipping through files easy.
• Archival storage needs. Vertical drawers maintain the files’ original order.

Lateral files are ideal for:

• Storing hanging folders and large charts, maps, plans and oversized documents. The wider drawers avoid folding.
• Shared departmental files for common team access. The low profile allows placement along traffic paths.
• Offices with limited floor space. Lateral files have a smaller footprint than vertical ones.
• User comfort when seated. The shallow drawers prevent overreaching.

Consider workflow, space constraints, folder sizes, and team access needs when choosing between vertical and lateral metal filing cabinets. Many offices use both for optimized organization.

Setting Up Your New Metal Filing Cabinet

Once you purchase a quality metal filing cabinet, use these tips to set it up for efficiency:

• Review the manufacturer’s assembly guide for safe setup if the cabinet requires assembly.
• Place the cabinet in a suitable location, taking into account drawer clearance, frequently used files, and multi-user access needs.
• Install leveling glides (if not already attached) and adjust them to level the cabinet and prevent rocking on uneven floors.
• Add caster wheels if desired for greater mobility. Engage wheel locks after moving the cabinet to the desired position.
• Attach included anti-tip hardware to prevent cabinet tipover. Anchoring to the wall adds stability on upper drawers.
• Insert file hanging bars in the drawers using the presized openings. Hang manila folder tabs forward for easy labeling.
• Apply drawer labels using printed labels, dry erase markers, or customizable insert cards. Group files logically.
• Set up user-specific access with combination locks, individual keys, or electronic access controls on each drawer.
• Add reinforced drawer base plates if storing heavy files to avoid sagging and misalignment.

Spending a bit of time to optimize the setup will ensure your metal filing cabinet functions smoothly for years of service. Maintain with periodic cleaning and lubrication.

Best Practices for Using a Metal Filing Cabinet

Using good filing practices with your metal cabinet will keep documents organized while allowing for quick retrieval. Follow these guidelines:

• Establish a consistent alphanumeric filing system using prefixes, numbers, letters, etc. Maintain it across all drawers.
• Purge unnecessary paperwork regularly and archive older files to free up active workspace in the drawers.
• Avoid overpacking drawers which strains the rails. About 75% capacity is ideal.
• Open only one drawer at a time to prevent tipover accidents. Close drawers gently using the recessed handle.
• Shut lock bars on inactive drawers to prevent breaching confidentiality. Engage all locks before leaving.
• Index and label all folders clearly using consistent conventions among staff. Avoid overly vague or redundant labels.
• Use color-coded folders and labels to group related files or designate access restrictions.
• Store peripherals like pens and tape inside to contain mess. Designate a drawer just for supplies.
• Clean drawer runners and apply lubricant every few months. Tighten loose screws or hardware over time.

With some basic guidelines in place, a metal filing cabinet neatly organizes documents for fast access while securing confidentiality.

Alternatives to Traditional Metal File Cabinets

While metal filing cabinets have been a staple for decades, some modern alternatives offer fresh takes on file storage:

• Lateral file hutch – With the same footprint as a lateral cabinet, a hutch combines file drawers with open shelving or cubbies. This allows stacking of in-use items on top.
• Mobile file cart – A wheeled cart with drawers provides portable filing to move between offices. It’s ideal for small or temporary storage needs.
• File pedestals – Like a shorter vertical file, pedestals fit under desks to conserve space yet still allow locking. Stackable options add capacity.
• Flat files – Used often by architects and artists, flat files accommodate large-format items in oversized shallow drawers. They excel for visual media.
• Fireproof file safes – When extreme protection is needed against fire, impact, and theft, UL-rated fireproof file safes offer 1-2 hour fire protection for documents.
• Lateral personal files – Compact lateral files sized for under a desk conserve space for individuals needing personal locking drawers near their workstation.

Don’t overlook alternatives to traditional vertical cabinets when your situation calls for optimized space, portability, security, or capacity.

Moving a Metal File Cabinet to a New Location

Relocating a metal filing cabinet to a new home or office doesn’t need to be difficult if handled methodically:

• Remove all contents from the drawers before attempting to move the empty cabinet to avoid shifting during transport.
• Disassemble any modular cabinet pieces like hutches and desk extensions for easier transport through doorways and hallways.
• Use an appliance dolly or furniture sliders to roll the cabinet onto if moving up stairs or long distances. Have someone stabilize to prevent tipping.
• Tilt the cabinet slightly backward to load onto dollies using ramps or planks. Strap it tightly in place.
• Protect surfaces from scuffing and scratches with cardboard, blankets, or bubble wrap during loading and unloading.
• Transport the cabinet vertically using elevators or freight, not on its back or sides, to avoid damaging the drawer alignment and suspension.
• Reassemble any modular components and anchor to walls at the new location. Reinstall leveling feet and adjust.
• Lubricate drawer slides, test locks, and add new labels before reloading files in the original configured order.

With proper disassembly and padding, metal file cabinets can be transported successfully to continue service in a new space. Handle gently to avoid costly damage.

Downsizing Your Files with a Smaller Metal Cabinet

Switching to a smaller metal file cabinet is smart when you need less storage capacity. It saves money while encouraging ruthlessness in eliminating unneeded paperwork.

When downsizing:

• Dispose of or shred any documents you no longer legally need like old bills, contracts, and tax files based on retention guidelines.
• Scan bulky folders to digital formats to save space, retaining only a few originals when required. Store on external drives or in the cloud.
• Archive older inactive materials in bankers boxes in a storage unit, basement, or facility. Label thoroughly for retrieval.
• Condense multiple folders on the same topic into just essential working files for the active cabinet.
• If using hanging folders, switch to single-sided top-tab folders to maximize drawer space. Avoid wasted rear folder depth.
• Transfer any overflow to lateral personal files that fit under existing desks or convert unused furniture into makeshift filing.

With a few space-saving steps and some diligent purging of paperwork buildup, switching to a smaller filing cabinet often proves doable. The constraint forces better organization too.

Protecting Valuable Documents in a Fireproof Metal File Cabinet

Certain irreplaceable documents like property deeds, contracts, licenses, certificates, and surveillance backup tapes require extra protection in case of disaster. A fireproof metal file cabinet offers security:

• Look for file cabinets with a UL 72 Class 125 fire rating, indicating 1-hour fire resistance and 2-hour explosion resistance.
• Choose cabinets tested to withstand heat exposure up to 1700°F. Inferior fireboxes fail around 350°F.
• Select cabinets with features like thermal insulation between all drawer layers, fire sealing strips, high heat paint, and dual firewalls.
• For safes, ensure the drawer pulls stay cool to the touch for safe operation even when the outer metal reaches high temperatures.
• Verify the model successfully passed the 1550°F fire endurance test and the 20-foot impact drop test.
• Call manufacturers to supply specific documentation of testing processes and results. Avoid vague marketing claims lacking proof.
• Weigh total capacity needs against the room required since fireproof metal cabinets are bulkier and heavier than normal ones.

Only tested and certified fireproof metal file cabinets will reliably protect vital records when ordinary cabinets would melt or combust. The small premium provides peace of mind.

Storing Photo Negatives in a Metal File Cabinet

While digital photography predominates today, many amateur and professional photographers still have archives of negatives and slides requiring dedicated storage. A metal filing cabinet offers perfect conditions.

For negatives, follow these best practices:

• Use acidic-free envelopes or paper to avoid film deterioration. Label carefully in pencil.
• Organize by date, subject matter, or other logical grouping, just like paper filing.
• Avoid extremes of heat, humidity, or direct sunlight that can warp emulsions over decades.
• Clean out dust regularly that could obscure image details on old negatives.
• Flammability makes fireproof cabinets essential for protection, as negatives cannot be recreated.
• If space allows, store prints and contact sheets with corresponding negatives for easy searching later.

While lacks the sexy appeal of sleek photo albums, a trusty metal file cabinet provides practical preservation of irreplaceable film-based images for generations to come. The dark drawers even emulate negatives’ native environment.

Maintaining and Troubleshooting an Old Metal File Cabinet

With regular maintenance, a quality metal filing cabinet should provide 30+ years of service. But over time, issues can arise:

• Sagging drawers – Reinforce with steel drawer braces or supports. Migrate heavier files to lower drawers.
• Off-track drawers – Ensure rails are aligned and lubricated. Tighten loose fasteners. Remove excess weight.
• Stiff or sticky drawers – Lubricate slides and remove debris buildup. Replace worn rails.
• Lock issues – Clean out dirt. Lubricate the mechanism. Replace if broken internally.
• Loose handles – Tighten the fastening hardware. Fill gaps with metal epoxy. Replace broken welds.
• Rust – Remove with naval jelly or sandpaper. Repaint with Rust-Oleum to restore protection.
• Dents and scratches – Use automototive grade sandpaper, putty, primer and touch-up paint for a smooth finish.

Don’t throw away used file cabinets at the first issue. With a bit of TLC, technicians can nurse decades-old cabinets back to health for extended service. Proper maintenance prevents most problems.

Safety Tips When Using Metal File Cabinets

While metal filing cabinets improve organization, misuse can lead to injuries or accidents. Keep these safety guidelines in mind:

• Close drawers gently to avoid pinched fingers. Keep faces clear of crush hazards. Open one drawer at a time.
• Avoid overloading top drawers which increases tip-over risk. Keep heaviest items in bottom two drawers for stability.
• Bolt cabinets together into rows using threaded joiner rods. Anchor rows to walls using L-brackets and screws.
• Install anti-tip kits secured to the floor below. Engage the locking mechanism to prevent tipover if multiple drawers open.
• Place cabinets away from high traffic areas in the office to prevent impact injuries from the hard metal corners.
• Keep lubricant away from folders and files as oil can transfer and smudge important papers and photos over time.
• Follow fire codes on the maximum amount of closed file cabinets in a room, generally under 40% of floor space.
• Have two people move lateral file cabinets to avoid injury from their unexpected weight and awkward shape.
• Ensure cabinets meet the latest ANSI/BIFMA stability and tip-over safety standards.

Staying mindful of these precautions reduces the risks associated with metal file cabinets toppling or falling when loaded with heavy documents. Safety pays off.

FAQs About Metal Filing Cabinets

Can you put a metal filing cabinet outside?

Most metal filing cabinets are intended only for indoor use. Outdoor placement risks rust damage unless using a cabinet rated for damp conditions, like stainless steel. The locks and slides will corrode.

How much weight can a metal file cabinet hold?

Standard drawer capacity is 75-100 lbs. But high-quality ball bearing slides support 150+ lbs per drawer. Weight capacity also depends on cabinet height, with lower drawers able to handle more weight safely.

Do metal file cabinets come assembled?

Many metal filing cabinets ship fully assembled. But larger cabinets are sent partially assembled to save on shipping costs. Assembly is generally quick, taking about 30-60 minutes for simple attachment of rails, handles, shelves etc.

Can you paint a metal file cabinet?

Yes, metal file cabinets can be painted using proper primer, color paint, and sealant designed for metal. Lightly sand before priming. Avoid latex paint that chips. Clean the cabinet thoroughly first so paint adheres.

Are metal filing cabinets better than plastic?

Metal is far more durable and protective than plastic. All-steel construction resists dents, cracks, moisture damage and pests much better for long term performance.

What is the common filing cabinet size?

Most vertical cabinets are 15 to 30 inches wide and a range of heights like 2, 3, 4 or 5 foot models. Lateral filing cabinets span from 30 to 60 inches wide.

What should I look for when buying a used filing cabinet?

Check for straight edges, firmly attached handles, smooth slides and leveling feet. Avoid rusting, dents or damage. Try locking and unlocking.

How do you organize a filing cabinet?

Group files by alphabet, number, chronology, category or another logical order for easy retrieval. Label dividers clearly and consistently. Keep less accessed files in bottom drawers.

How do you clean filing cabinet drawers?

Use a wood cleaner and then apply a dry lubricant spray or powdered graphite for smoothly gliding drawers. Avoid harsh cleaners which can damage metal surfaces.

Can you put a filing cabinet on the wall?

Vertical filing cabinets are not designed to be wall mounted. However, lighter plastic vertical hanging file organizers are made specifically for wall mounting.

Carefully selecting the ideal metal filing cabinet and following proper use and maintenance practices will provide a sturdy, organized and secure document storage solution for busy offices.

Conclusion

A quality metal filing cabinet is one of the most efficient and secure ways to protect your business documents. With strong steel construction, essential features like full extension slides and locking mechanisms, and proper care, a metal filing cabinet can serve your organization’s needs for many years. This guide covered the different types of filing cabinets, key buying considerations, setup and care recommendations, as well as alternative options on the market. Armed with this information, you can select the ideal metal filing cabinet and utilize it effectively as a key piece of office furniture. Proper use and maintenance will keep your investment organized and well functioning to store and locate files with ease.