Consider The Following When Evaluating Where To Place Your Office's Filing Cabinets
Even though companies today store a lot of their data digitally, there's still a need for office filing cabinets as a means of storing hard copies. Once you've shopped at a local office supply or furniture store and bought a number of matching filing cabinets, your next priority will be to decide where to set them up at your place of work. Doing so isn't just about finding where there's enough space for these devices. You should think about the following topics and set the cabinets up accordingly. Remember, once you've filled them up, you won't want to move them.
Think about how many of your employees need to use the filing cabinets regularly, either to retrieve old files or to file new ones. If much of your workforce will be using the filing cabinets, you want to position them in a central location. When possible, situate the filing cabinets in the center of the office. This way, everyone has roughly the same length of walk to get from their desks to the filing cabinets. This may not seem like a big deal, but if you were to place them in a distant corner of the office, some people may spend a considerable amount of time walking to and from the filing cabinets daily.
When possible, it's ideal if you can set up your new filing cabinets in a space where they're not immediately adjacent to someone's workstation. If you were to locate the cabinets next to someone's desk, for example, he or she might feel interrupted each time someone approaches to retrieve a file. Or, if this person is the chatty type, he or she may engage in a conversation with each colleague who approaches — thus disrupting them both. If you can situate the filing cabinets where these conversations won't be necessary, you'll prevent wasted time.
Depending on the type of business that your company is in, the content of your files might be highly sensitive. It may thus be a good idea to place the filing cabinets in an area where an administrative assistant can always see them. This employee should have an idea of which colleagues need to access the files and which do not and can thus intervene if someone who has no reason to grab some files appears to be doing so. Some companies deal with privacy breaches or even industrial espionage, so having a trusted staff member keep an eye on the filing cabinets can prevent such issues.