[Decision guide]
What this article will help you decide
administrative, facility and purchasing teams
calculate storage based on actual volume, access, security and future additions
Don't just count the number of sections: check the internal format, opening of the facades, passages, locks and fastenings
How to calculate the archive volume?
Measure the actual length of the folders on the shelves and group them by age and frequency of access. Don't automatically transfer unused documents - storage decisions are made by the responsible function of the company.
The reserve is set for a specific period of growth, and not as an arbitrary doubling of the volume.
Closet or open shelving?
A closed cabinet protects from dust and limits visibility and, when locked, access. Open shelving speeds up work with non-confidential materials and allows you to see the contents.
The choice depends on the documents, security requirements and premises.
What to check in the design?
Ask about the shelf load capacity, fastening rules, stability and lock type. Heavy folders are placed so as not to create a dangerous overhead load.
BIFMA contains separate tests for office storage systems; the declared compliance is checked against the model.
- shelf load;
- fastening and stability;
- lock;
- access to upper levels;
- replacement of shelves and fittings.
Where to place the archive?
Frequently used documents are kept close to the teams, rare documents are kept in the central storage area. Cabinets should not block ventilation or passages. Suitable solutions are available in storage directory.
Sources and useful materials
Frequently asked questions
How to calculate the number of cabinets?
According to the useful length of shelves, document format and reasonable reserve.
Does an archival cabinet need a lock?
If documents are confidential or access is governed by internal policy.
Can I use a household shelving unit?
Only if its load, stability and purpose are suitable for the archive.
Where to store rarely used documents?
In the central archive, without occupying space next to workplaces.
A low-commitment first step
Plan storage by zone
Send a list of items stored, number of users, access requirements, floor plan and height restrictions. During working hours, the team will clarify the missing data and prepare a storage diagram with module types and quantities by zone.
- 01
You share the project details list of items stored, number of users, access requirements, layout and height restrictions.
- 02
We review the brief We clarify the restrictions, availability and scope of work.
- 03
You receive a clear next step storage diagram with module types and quantities by zone.