Why You Still Need a File Cabinet (Even in the Digital Age)
One piece of wisdom that has come to me as I get older is that sometimes it makes sense to do things the way they have always been done. Just because something can be upgraded doesn’t always mean it needs to be upgraded. In my opinion, the best example of this is the humble filing cabinet. Yes, you can (and still should) digitize all your documents because it makes them easy to find, but there are still good reasons to keep an actual physical filing cabinet in your home.
First of all, filing cabinets are not just for files. The one I use has two drawers for file folders, plus a third smaller drawer at the top that is perfect for office supplies. I’m a big proponent of the organizational triangle as a method of keeping my home organized, and this method requires everything you own to have a dedicated storage space and be stored with similar items. Keeping markers, magnifying glass, staplers, etc. along with the things you use them for is the perfect organization system.
Those with extra storage space are usually taller than your disposable file storage boxes, so they provide useful flat space that can be used for more storage or as a writing surface in a pinch. If you’re interested in all-in-one organization, try this filing cabinet:
Some documents cannot be digitized
I am the person my friends and family turn to when they need help finding digital documents. I organize my computer and phone meticulously and spend a lot of my free time (lavishly) helping my loved ones organize their devices. But I learned this trait from my mother, who is very attentive to the organization of documents. When I need a copy of my birth certificate, this woman can provide it in seconds because it is neatly placed in a clearly labeled folder in one of her many filing cabinets. Documents like these—certificates, social security cards, etc.—usually need to be originals to be meaningful when it matters, such as when you open an account or get a passport. Digital copies can only get you so far in most cases, so having a dedicated, labeled, and organized place to store the real thing is key.
But other types of documents also require physical processing. For example, at my mother’s work, some of the documents she works with are confidential and cannot be digitized. A locked filing cabinet is her best friend in this case. Other documents she works with need to be kept for a certain period of time before they are destroyed. She tells me she doesn’t see the point in digitizing them just to delete them, so she stores them in a special drawer in her filing cabinet and then destroys them when the time comes.
In this case, you will need a lockable filing cabinet, like this:
Both drawers in this model are locked independently with keys, which I like better than cabinets with one lock at the top that controls all the drawers.
Filing cabinets provide security and protection
After a very memorable incident in which my childhood dog tore apart not only my parents’ cardboard boxes, but also the files inside them, my family switched to durable filing cabinets. In addition to cabinets that lock like the cabinets above, you can even get ones that are fire-resistant and water-resistant. Yes, you can protect your documents from fire, water and other physical threats by digitizing them, but the fact remains that you will always have important documents at your fingertips at home. Instead of storing them in a stack on a shelf, invest in a quality protective filing cabinet or box. Some of them are quite expensive, so it’s a good idea to work out how much you actually need to store in something this complex, but you can also find cheaper, smaller options, such as:
General tips for working with filing cabinets
In my experience, the best way to use filing cabinets is to take a thorough look at your organization. I’m talking about labeled folders for everything . Each tax year should have its own folder. Every source of income, asset and person in your family should have its own source of income. In addition to clear labeling, I recommend using different colors to indicate different categories. You can purchase 100 colorful folders for $18.99 .
Classifying and organizing your documents and necessary items physically has many benefits. I’ve found that it’s actually easier to open a drawer and look for something than to open and close a bunch of tabs and files on the computer. Plus, when you take the time to handwrite the label and physically handle the document, you really cement it in your mind. In a pinch, it will be easier to remember where it is, for the same reason that it is easier to remember handwritten notes rather than digital ones when studying.
I guess I’m a filing cabinet evangelist and believe every home should have at least one. You don’t have to break a bank to do this, or turn your back on modernity entirely. In fact, the easiest way to get a cheap one is to embrace modernity: Regularly check Buy Nothing groups on Facebook or the free gift section of Craigslist, as they’re usually full of filing cabinets. When offices close or remodel, they give away a lot of stuff.