I'm having to get a whole new set of file cabinets because I've run out of room with mine and they aren't available any longer.
I've always had the style that are two wide drawers high so I can utilize the tops for a desk area. I have two now and require minimum 4. I have the space horizontally, but am unsure if I want to view a sea of cabinets. They're located right next to my main work desk for easy access.
I'm now debating on getting taller ones in another area of the room. I'd have to get (egads) out of my comfy chair for each file I'd require if I went this route. Not sure if I need the extra leg excercise.
I've debated pulling the old files out and storing elsewhere but then I'd have to trip over them in a new location.
How do you store your files? Pros and cons? What do you do when you run out of room?
Posted by Ken Henry (Member # 598) on :
Hi Donna. Best advice I might suggest is to go to your local office supply store (Staples/ Office Depot or whoever) and get a couple of those heavy cardboard storage boxes made for that purpose. I believe they're called Bankers Boxes. These are sized so that they can hold 1 entire filing cabinet drawer. Cull all of your files older than 7 years and then get written permission to destroy them. Since Revnue Canada can only insist that you maintain records for the past 7 years (statute of prosecution limits) you will almost always get that permission. Anything between 3 to 7 years old can then be stored & labled in those cardboard storage boxes, in a location that isn't inconvenient for you.
Hope this helps you out.
Posted by Chuck Churchill (Member # 68) on :
We have ben doing this for 14+ years from the same location. We get 10-15 new clients every month and 50-60 projects a month. We have paper everywhere! Over 3000 unique customers over that time. The customer files have evolved into a three tier filing system. Active customers go into a 4 drawer filing cabinet in alphabetical order. Ones that we classify as "individuals" all go in a group individual file by last name at the front of each letter section of the active file cabinet. About every six months we purge the active cabinet of clients that we suspect we will never see again and file them alphabetically in the inactive file cabinet...also four drawers and right next to the active client file cabinet. Sure enough about 8 times a year one of these inactive clients comes back into our lives. Clients that we know are gone (out of business, been taken over by another along time ago or moved the business a long ways away) go into cardboard file boxes alphabetically and get stored in a out of the way place along with other old business records. We could just toss them out but I am sentimental about all the blood and sweat that went into making those signs.
Many of our large customers have several files. There have been to many projects to keep all the information in one. We will organize them by building (we have several commercial property mangement clients) or by project (ie: trade show booth, trucks, ground sign, interior signs) and keep them all together in the active file.
Hope this gives you some ideas.
Posted by Jeff Ogden (Member # 3184) on :
I use old file cabinets for other storage too. I have a 2 drawer in the paint area that I keep cans and newspsper in, another 4-drawer holds glue, dowling stuff, sandpaper & sanders, caulk , and spray equipment. I have 2-4drawer lateral files that I keep paint in, one drawer red, one blue, etc. I'm thinking about building a hollow box with a lightbulb inside, and setting the paint cabinets up on them, so I can turn them on when the thermometer dips. Maybe the heat from the bulbs will rise up and heat the cabinet enough to keep the paint from freezing. Then I have 2 more 4-drawer files for hardware, electrical and plumbing parts.
Then there is one 4-drawer in the office for active stuff, both business and personal, then one more 4-drawer for older accounts from 2000 on, plus my gold leaf stuff. I bought them all one at a time at flea markets, and other used furniture places..never paid over $20 for any of it, usually around $10.00. One day I'm going to paint them all the same color. Its handy when you go on a job and need screws, or gold leaf...I just pull the drawer out and take it with me.And when I actually put things away after using them, it makes for a clean looking shop.(About once in a blue moon.)
Posted by Joey Madden (Member # 1192) on :
I file all papers into the paper shredder and then bag it. I burn all my files directly before tax time each year. No use starting the new year with anything from last year, its already old hat. Ever since the state lost my home documents due to a fire, I figured if it works for them it will work for anyone.
Posted by Donna in BC (Member # 130) on :
Update:
I still haven't figured out if I'm going more cabinets or getting those dreaded storage boxes - have them now, never finished my project and trip over them daily.. grrr. But you gave me some great ideas. My problem seems to be I don't have room to store those boxes so more cabinets may have to work in my situation.
