Steel Flat File Drawers

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University Resolves Flat File Storage Needs: A Case Study by Brad Barrett-4675

The Situation:

For the manager of the Building Records unit at a major west coast public University, the document storage problems were critical. The problem wasn't justifying budget for more space. There was no more space to be had.

The Facilities Management Department must preserve and keep accessible more than 40,000 original plans and drawings. Many of the documents date from the University's founding and were hand drawn by Architects and Engineers long gone. These include architectural, structural, civil, mechanical, plumbing, electrical and other drawings for site development, infrastructure, landscape, utilities, buildings, additions and renovations.
Flat-File Problems:

The 3,300-cubic-foot room holding the essentially irreplaceable documents was crammed seven feet high with flat files whose more than 150 drawers were filled to the top with originals. Clamped sacrificials"copies used to protect originalsare in a second room. Large E-size drawings were the most difficult to store and retrieve. Since the drawers had run out of space and the University was still adding buildings and completing renovation projects, rolls of drawings were stacked everywhere.

The lowest files directly on the floor; bending and lifting risked minor injuries. Leaving bottom drawers open presented a tripping hazard. Top drawers were stacked so high that staff could not see into them without stools or short ladders. And the aging drawers required frequent repairs.

The manager said: Our filing structure had evolved over time and had no rhyme or reason," so documents were prone to misfiling or not being filed. But the manager's biggest concern was document longevity. Every use of an original abrades its clarity," he points out. Even sitting unused, drawings lying flat in the drawings rub each other when a truck shakes the building."
Electronic Storage Costly and Uncertain:

The manager was unconvinced about fully electronic storage. Nobody's going to provide more than $4 million to convert these documents to AutoCAD at $100 apiece," he observes. And you can't predict which documents can be in cheaper graphics files versus those that must be in AutoCAD because you'll someday need to manipulate them."

No electronic medium is as permanent and accessible as a document. Today, you can't play your old 8-track audiotapes. In a few years, you won't find VCRs. And I've seen my CDs and DVDs wear. Every ten years, a new storage method will take over, so you'll migrate your documents several times during your career. Each conversion costs money and opens the door to losing files or corrupted data.

Properly stored, high-quality ink on Mylar has a functionally unlimited lifespan," he points out. Yet they're subject to abrasion, misfiling, fire, and water. You need physical safety for your documents and electronic storage."

The Solution:

A new physical storage system had to let us grow, protect these documents far better, and offer a logical filing structure," says the manager. In 17 years with other units within the University, he has developed cost-based methods of justifying projects. We selected a vertical file storage system because it met our criteria at an affordable price."

It was easy to work with, conversion was do-able, and it would eliminate injury dangers. Transitioning to a new filing system also provided an opportunity to implement a logical numbering system that the staff had developed but had not yet implemented.

Today, the University has acquired seven vertical file storage systems. A student employee attaches appropriate holders to each document. In a parallel project, the department is scanning and electronically archiving the documents. As the conversion rolls out, the University estimates that they will pay less than half the cost of competing systems, saving the University more than $60,000.

Benefits:

We calculated that vertical file storage systems were three times more cost-effective than flat files," says the manager. We save space, our drawings hang without touching, finding documents is intuitive, and re-filing is easy so it gets done more regularly."

The University projects faster document retrievals during renovation projects and especially during an emergency.

"Oversized drawings were a pain," the University manager says, "but now we maintain them in vertical file storage systems. One pleasant surprise was that, even fully loaded, staff can easily push the cabinets around on the carpeted floor, enabling fast cabinet rearrangement as needs change".

In Other Environments:

The manager says that others in his position should use cost justification and a well-thought-out vision of their own future needs to determine what solution is best for them. But he cautions others not to forget the human factors of easy access, re-filing and human safety. Also, work out your numbering and filing system in advance to ensure it makes sense and is fast to use. Converting your files will take time, but can be done economically by low-priced help"

Today, more than a dozen universities use vertical file storage systems to manage valuable and irreplaceable documents safely, compactly and economical.

Brad Barrett

Brad Barrett is President of the Irvine, California-based storage and filing systems company Easi File. Easi File manufacturers and sells vertical steel filing cabinets for storing engineering and architectural documents, maps, film, printed circuit artwork and tape-ups. Various styles are available from sizes 11 inches up through 6 feet with all accessories to meet individual needs in industrial, commercial, and federal government applications. Easifile is a qualified GSA Supplier. For information on Easi File storage and filing systems, visit online at http://www.easifileusa.com or call 1-800-800-5563. Or, contact Brad Barrett at Email: info@easifileusa.com

Article Source: http://www.earticlesonline.com/Article/University-Resolves-Flat-File-Storage-Needs--A-Case-Study/128940

FEATURED PRODUCTS:

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Mayline Steel Flat File DT Blue Gray Color 5 drawers 47 X 36 x 16 $500.00 Time Remaining: 9h 53m Buy It Now for only: $700.00

Safco 4995grr 6 High Base For 5 drawer Steel Flat Files 40 Width X 2662 $179.64 Time Remaining: 11h 48m Buy It Now for only: $179.64

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NEW SAFCO 4998TSR FIVE DRAWER STEEL FLAT FILE 53 3 8W X41 3 8D X 16 1 2H $1,619.87 Time Remaining: 17h 34m Buy It Now for only: $1,619.87

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A great place to shop for Steel Flat File Drawers products is Amazon.

	SAF4981 - Field Installable Turnkey Lock Kit for 5-Drawer Flat Files List Price: $166.00 Sale Price: $34.95 You save: $131.05 (79%)
	Description Field Installable Turnkey Lock Kit for 5-Drawer Flat Files

	First Alert 3035DF Digital Security Box, Black/Silver List Price: $48.00 Sale Price: $32.98 You save: $15.02 (31%)
	Description This First Alert Digital Security Box holds small valuables as well as 8 1/2in. by 11in. documents flat. Programmable digital lock lets you choose your own 3-8 digit combination and reprogram at any time...

	FireKing Signature Series 2 Drawer Vertical Filing Cabinet 2S2130-CSCML List Price: $2,835.00 Sale Price: $1,495.00 You save: $1,340.00 (47%)
	Description FireKing Signature series 2 drawer vertical filing cabinet 2S2130-CSCML offers the maximum in efficient space-saving capacity. This cabinet has the capacity to accommodate the largest types of documents like international style A-4 binders box files foolscap ledger and folio sizes...

	Paragon Safes Flat Electronic Hidden Wall Safe for Large Jewelry or Small Handgun Security List Price: $399.95
	Description If you are considering an electronic wall safe, look no further. Paragon Lock & Safe developed a winner with the Quarter Master 7700 Flat Panel Digital Keypad Deluxe Home Office Security Wall Safe. They took their best selling wall safe and re-engineered it with a new locking mechanism which is much "flatter" and easier to conceal...

	Safco 4996GRR - Five-Drawer Steel Flat File, 46-3/8w x 35-3/8d x 16-1/2h, Gray Sale Price: $1,775.75
	Description Positive closure keeps drawers tightly shut while courtesy stops keep them in place when in an open position. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling...

	Safco 4996TSR - Five-Drawer Steel Flat File, 46-3/8w x 35-3/8d x 16-1/2h, Tropic Sand-SAF4996TSR Sale Price: $1,347.99
	Description Positive closure keeps drawers tightly shut while courtesy stops keep them in place when in an open position. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling...

	Safco 4999TSR - Base For Five-Drawer Stackable Steel Flat Files, 50w x 38d, Tropic Sand-SAF4999TSR Sale Price: $189.95
	Description Raise files 6 off floor. Color(s): Tropic Sand; Width: 53 3/8 in; Depth: 38 5/8 in; Height: 6 in.

	Safco 4997tsr 6 High Base For 5-drawer Steel Flat File - 46 Width X 32.62 Depth X 6 Height - Steel - Tropic Sand List Price: $582.99 Sale Price: $223.94 You save: $359.05 (62%)
	Description Five-drawer steel flat file offers a welded steel construction wraparound corners and a sturdy inner frame for durable storage of important documents. Heavy-gauge steel with a powder-coat finish has front supports...

	6 High Base for 5-Drawer Steel Flat Files Holding 50 x 38 Sheets List Price: $332.00 Sale Price: $233.41 You save: $98.59 (30%)
	Description Raise files 6 off floor. Color(s): Tropic Sand; Width: 53 3/8 in; Depth: 38 5/8 in; Height: 6 in.

	Wagner Modernum 5 pc Manicure Set
	Description Swiss designed precision German manicure tools handmade in Soligen, Germany by Richartz. Napa leather case holds five stainless steel tools: nail clipper, tweezers, nail-file, cuticle pusher, and scissors...

Check out these fine shops that offer Steel Flat File Drawers products:

Advantus Mobile File Cart/ Drawers $214.11 This easy access suspension file cart from Advantus fits under most worksurfaces. The sturdy all-steel frame with built-in hanging rails holds letter or legal files and extra large drawers store large-size documents and material.Color: BlackNumber of drawers: 3File cart dimensions: 38 inches wide x 15.5 inches deep x 28 inches high Shelf dimensions: 14.75 inches wide x 9.5 inches deep x 3.5 inches high Drawer dimensions: 10.5 inches wide x 15.25 inches deep x 4 inches high Weight capacity: 250 poundsWeight: 20 pounds Model: VF50621

Oak Flat File oak flat file package $1172.5 This beautiful light oak flat file is one of the kind. The tops and sides are an oak veneer and the fronts are solid oak. This flat file assembles into a sturdy piece of furniture. Each of the drawers are large enough to hold full sheets of artists' paper. Inside drawer dimensions are 38.625 in. x 25.5 in. x 3 in. Oak Flat File Package--contains one base and cap, one 3 drawer unit, and one 5 drawer unit. Handles included. Oak Flat File Base and Cap--Cap is 40 in. x 25.5 in. x .75 in. Base is 38.625 in. x 25.5 in. x 3 in.Oak Flat File 3 Drawer (only)--40 in x 28 in. x 10 in.; drawer unit only, no cap or base. Handles included.Oak Flat File 5 Drawer (only)--40 in x 28 in. x 16 in. drawer unit only, no cap or base. Handles included. Shipped unassembled.

Advantus File Cart with Drawers, Black. Each $83.23 Manufacturer: Advantus. Each. Easy access suspension file cart fits under most worksurfaces. Sturdy all-steel frame with built-in hanging rails holds letter or legal files. Extra large 10 1/2w x 15 1/4d x 4h drawers stores large-size documents and materia

Hon Flagship File Center, Bookcase & Box/Box/File Drawers, 30w x18d x 28h, Black. Each $225.68 Manufacturer: Hon. Each. Box/box/file drawers operate on heavy-duty steel ball bearing suspension. Box drawers includes divider; file drawer contains follower block and crossrail and accommodates letter and legal size files. Customers also search for: HON

Hon Flagship File Center, Bookcase & Box/Box/File Drawers, 30w x18d x 28h, Charcoal. Each $225.68 Manufacturer: Hon. Each. Box/box/file drawers operate on heavy-duty steel ball bearing suspension. Box drawers includes divider; file drawer contains follower block and crossrail and accommodates letter and legal size files. Customers also search for: HON

Flat File in Light Grey Finish by Studio Designs $732.18 "Overall Dimension:40.75""W X 28.5""D X 15.5""H Five Slide -out Drawers: 37.25""W X 25.75""D Steel Frame Construction for Durability Steel Roller Guides for Smooth and Easy Operation""Five Slide -out Drawers: 37.25""W X 25.75""D"Steel Frame Construction for DurabilitySteel Roller Guides for Smooth and Easy OperationDimensions: "45""L x 33""W x 18""H" Type: Storage and Organization

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 37 x 26, Gray. Each $994.53 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 37 x 26, Tropic Sand. Each $994.53 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 43 x 32, Gray. Each $1152.24 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 43 x 32, Tropic Sand. Each $1288.63 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 50 x 38, Gray. Each $1525.51 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Safco Five Drawer Steel Flat File, Stackable, For Sheets to 50 x 38, Tropic Sand. Each $1525.51 Manufacturer: Safco. Each. Five-Drawer Steel Flat Files Manufacturer's limited lifetime warranty Stacks to five files high. Full-suspension drawers have rear hood and hinged front depressors that prevent sheets from curling. All cabinets are 16-1/2" high

Hon Flagship File Center, Bookcase & Box/Box/File Drawers, 30w x18d x 28h, Lt. Gray. Each $225.68 Manufacturer: Hon. Each. Box/box/file drawers operate on heavy-duty steel ball bearing suspension. Box drawers includes divider; file drawer contains follower block and crossrail and accommodates letter and legal size files. Customers also search for: HON

Oak Flat File base and cap only $194.3 This beautiful light oak flat file is one of the kind. The tops and sides are an oak veneer and the fronts are solid oak. This flat file assembles into a sturdy piece of furniture. Each of the drawers are large enough to hold full sheets of artists' paper. Inside drawer dimensions are 38.625 in. x 25.5 in. x 3 in. Oak Flat File Package--contains one base and cap, one 3 drawer unit, and one 5 drawer unit. Handles included. Oak Flat File Base and Cap--Cap is 40 in. x 25.5 in. x .75 in. Base is 38.625 in. x 25.5 in. x 3 in.Oak Flat File 3 Drawer (only)--40 in x 28 in. x 10 in.; drawer unit only, no cap or base. Handles included.Oak Flat File 5 Drawer (only)--40 in x 28 in. x 16 in. drawer unit only, no cap or base. Handles included. Shipped unassembled.

Oak Flat File 5 drawer only $556.1 This beautiful light oak flat file is one of the kind. The tops and sides are an oak veneer and the fronts are solid oak. This flat file assembles into a sturdy piece of furniture. Each of the drawers are large enough to hold full sheets of artists' paper. Inside drawer dimensions are 38.625 in. x 25.5 in. x 3 in. Oak Flat File Package--contains one base and cap, one 3 drawer unit, and one 5 drawer unit. Handles included. Oak Flat File Base and Cap--Cap is 40 in. x 25.5 in. x .75 in. Base is 38.625 in. x 25.5 in. x 3 in.Oak Flat File 3 Drawer (only)--40 in x 28 in. x 10 in.; drawer unit only, no cap or base. Handles included.Oak Flat File 5 Drawer (only)--40 in x 28 in. x 16 in. drawer unit only, no cap or base. Handles included. Shipped unassembled.

Oak Flat File 3 drawer only $425.45 This beautiful light oak flat file is one of the kind. The tops and sides are an oak veneer and the fronts are solid oak. This flat file assembles into a sturdy piece of furniture. Each of the drawers are large enough to hold full sheets of artists' paper. Inside drawer dimensions are 38.625 in. x 25.5 in. x 3 in. Oak Flat File Package--contains one base and cap, one 3 drawer unit, and one 5 drawer unit. Handles included. Oak Flat File Base and Cap--Cap is 40 in. x 25.5 in. x .75 in. Base is 38.625 in. x 25.5 in. x 3 in.Oak Flat File 3 Drawer (only)--40 in x 28 in. x 10 in.; drawer unit only, no cap or base. Handles included.Oak Flat File 5 Drawer (only)--40 in x 28 in. x 16 in. drawer unit only, no cap or base. Handles included. Shipped unassembled.

Iceberg Aspira Underdesk Mobile Pedestal File, Two File Drawers, Black. Each $327.86 Manufacturer: Iceberg. Each. Aspira Mobile Underdesk Pedestal Files, Two File Drawers Fit under any 30" high desk. For letter, legal and A4 size files. Fronts made of scratch- and dent-resistant Resinite , a combination of plastic and steel strong yet lig

Iceberg Aspira Underdesk Mobile Pedestal File, Two File Drawers, Charcoal. Each $326.19 Manufacturer: Iceberg. Each. Aspira Mobile Underdesk Pedestal Files, Two File Drawers Fit under any 30" high desk. For letter, legal and A4 size files. Fronts made of scratch- and dent-resistant Resinite , a combination of plastic and steel strong yet lig

Iceberg Aspira Underdesk Mobile Pedestal File, Two File Drawers, Platinum. Each $326.19 Manufacturer: Iceberg. Each. Aspira Mobile Underdesk Pedestal Files, Two File Drawers Fit under any 30" high desk. For letter, legal and A4 size files. Fronts made of scratch- and dent-resistant Resinite , a combination of plastic and steel strong yet lig

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