Archive for the ‘Shelving Information’ Category
Some reasons you want to convert may include: cost of purchasing additional filing cabinets, size of existing filing system is increasing, want to improve visibility and accessibility of records, losing space for your existing records, etc.. You may just need more space!
Where do you start?
1) The first task is to figure out how much filing capacity you currently have by measuring existing used filing inches. Take a measuring tape and measure from the beginning to the end of the folders in one drawer. If all the drawers are similarly filled and the same size you can then multiply this measurement by the number of drawers. Different size drawers will need to be measured individually. Add everything up and you know how many filing inches you are using for you files.
2)The next step is to figure out how much capacity you need for the open shelving. If you are increasing the size of your system take the percentage of increase and add it to your existing filing inches. This will give you how many filing inches you need in the open shelving.
Open shelving filing inches are easy to determine. The width of each shelve tells you how many filing inches this shelf can hold. For example: a 36” wide, 7 shelve high unit has a capacity of 252 filing inches.
3)Now look at what type of folders are currently in the file drawers. If your folders are side tab folders they can usually be used easily on open shelving. But top tab folders are another matter. The top tab is hard to see on open shelving and can sometimes be too high to fit in the space between two shelves (cutting off the top tab is a way to avoid purchasing all new folders).
4)Move the records from the drawers to your new open shelving.
A-Transfer the records into a side tab folder (this is a good time to add any planned color-coding)
B-Attach a 2-1/2” x 8” label to the side of the top tab folder to create a side tab (the top tab can be cut off if causes the folder to not fit on the shelf).
C-Move all the existing folders onto the new shelving and convert the records as they are accessed.
After making this change my guess is you will wonder why you did not make this change a long time ago!
Do you have some ideas to add?
Need folders for your new open shelving system? Efficiency Solutions carries a great side tab folder.
Mobile shelving is an excellent way to increase filing inches while decreasing the amount of square footage taken up by the filing system.
But how do you figure out which type works best for your needs?
Read my article “Questions to Ask Before Choosing Shelving for Your Files” for help figuring out what your particular needs are.
I have listed three commonly used types of movable shelving along with the advantages and disadvantages of each type. I have included Rotary Files, Lateral Movable Files, and High Density Mobile Filing.
How do you figure out what kind of stationary shelving will best suit your filing system needs?
Read my Article “Questions to Ask Before Choosing Shelving for Your File Folders” for a list of questions designed to help you figure out your particular shelving needs.
I have listed stationary storage units with advantages and disadvantages associated with each type of unit. I have only included units that have a finished look (not industrial) suitable for an office or a record’s department. Units included in this comparison are: Vertical 4 drawer file cabinet, Lateral 4 drawer file cabinet, Stackable Open Shelving , and L&T Open Shelving.
For simplicity purposes I based the comparison calculations on letter size file cabinets.
Designing a new filing system may seem like a daunting task! One of the most exhausting parts of filing system design is choosing shelving, because shelving is available in so many different styles and these styles vary in significant ways.
Making a mistake purchasing shelving can be very expensive since most companies penalize for returns.
To make matters worse, the problems are often not discovered until well into the project. When it finally is discovered, removing media and taking the units apart is very costly and time consuming.
Reversely, deciding to live with such a “big mistake” may result in years of hassle and even more expense.
Answering a number of questions upfront before making any shelving purchases will help avoid these perils.