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Home > Buying Guide > The Many Essential Filing and Archiving Items

The Many Essential Filing and Archiving Items

Some of the most essential office accessories include filing and archiving items, without which, documentation, storage of information, data collection, inventory and accounts, and many other organisational activities are impossible.

Box Files

Box files are heavy duty files used for storing informational documents and paperwork in a systematic manner. There are four primary styles of box files, and this includes the classic box file, premier, expanding, and dropside.

The Classic Box Files

Made using high quality materials, the classic box files consist of wooden board fixed sides. One of the salient aspects of the classic box files is the lock spring mechanism that ensures safety of documentation. These box files have a press-button catch system that is used to close the box. With a common dimension of 75x265x370mm, the classic box file is meant for storage of foolscap papers.

Premier Box Files

The premier box files are made using a strong and rigid polypropylene material that provides this filing system durability. It consists of twin interior spring that helps secure loose papers, thus preventing corner lifting.

Expanding Box Files

Expanding box files are available with multiple pockets that can be used for storing documents. A-Z multicolour Mylar tabbing in this filing system ensures proper or alphabetical filing of documentation. The number of pockets in expanding box files can vary from 5 to 20 pockets. The standard dimension of the expanding box file is 374x134x253mm and it can accommodate documents of foolscap size.

Dropside Box Files

The dropside box files are a type of classic box files, which contain a dropside panel that provides easy access to documents and contents of the file. It contains a lock spring mechanism and can store A4 size documents.

Suspension File and Accessories

Suspension files and accessories are used in different types of work environments, including corporate, educational institutions, and other small and medium sized businesses.

Suspension Files

Suspension files are quite popular, as these offer a lot of flexibility and durability. One of the greatest advantages of using suspension files is that these offer the convenient in-draw filing system - also known as the trolley filing system. This convenient system ensures easy storage as well as accessibility to documents or contents.

Suspension files can be categorised under two types, the foolscap suspension files and the A4 files. The foolscap suspension files are used primarily by organisations that require larger filing cabinets for storing higher volumes of documentation while the A4 suspension files are used by small and medium sized businesses whose filing requirements are not much.

The foolscap suspension files have different dimensions as compared to the A4. The width of the file and bar in foolscap suspension files is 407mm while the height is 240mm. The width of the card is 360mm and the height is 230mm. In A4 suspension files, the width of the file and bar is 350mm while the height is 240mm. The width of the card in A4 suspension files is 300mm and the height is 230mm.

When it comes to holding capacity, it can vary from one suspension file to another. The most compact type of suspension files available are the v-base files with a maximum thickness of 15mm, which defines its holding capacity as well. On the other hand, the square base files have a higher holding capacity and are available in 30mm and 50mm thickness or holding capacity.

The other types of suspension files include the lateral and standard suspension files. The lateral suspension files are used in organisations that have large filing systems containing suspension files above chest height. One salient aspect of lateral suspension files is that they can be accessed from a side, and the labels and tabs on the sides make readability and accessibility easier. The standard suspension files can be accessed only from the top and hence are normally used by organisations that have smaller filing cabinets, trolleys, and pedestal drawers.

Suspension File Accessories

There are a range of accessories available for suspension files that make this type of filing system complete. Some of the most commonly used accessories include:

Suspension File Chassis: A chassis for suspension files facilitates keeping important suspension files close at hand, including on your desk. It can hold both A4 and foolscap suspension files. The standard dimension of the suspension file chassis is 391(w) x 338(d) x 246mm(h). One of the salient aspects of the chassis is its rubber padding that prevents it from sliding from its place in the drawer. The suspension file chassis has a maximum capacity of 40 suspension files.

Suspension File Channels: The suspension file channels have specifically been designed for drawers, trays, trolleys, and boxes that hold suspension files. With a convenient upward or downward sliding movement, the channels allow you to search for particular files with ease.

Suspension File Boxes: The suspension file boxes are basically standalone suspension file storage units, which are available with an entire set of suspension files as well as dividers and tabs. These storage boxes have inbuilt channels that can be folded when the box is being used for other purposes. The standard size of the suspension file box is 470x340x240mm, and it can be used for general storage as well.

Suspension File Tabs: The suspension file tabs help keep files and contents in an organised way. The filing tabs are basically small plastic tabs that have labels on them and are inserted in a particular slot within the suspension filing system. These tabs can be clipped on the side, making accessibility to particular information easier.

Suspension File Tab Inserts: A perfect fit for organising your filing, the suspension file tab inserts consist of small paper labels that can be used to mark different files. Clearly, professionally labelled files help you find items faster than ever before.

Suspension File Frames: The suspension file frame is a lightweight alternative to the suspension file boxes. These are easily collapsible and hence can be transported from one point to another without much effort. The suspension file frames are normally made from lightweight plastic and other materials.

Suspension File Trolleys: The suspension file trolleys are used primarily for storing lever arch files. They are available in varying capacity and hold 100 or 120 foolscap or A4 suspension files. These trolleys are made from powder-coated steel and are easily manoeuvrable. The standard dimension available for this compact suspension file storage system is 650(w) x 420(d) x 580(h)mm.

Types of Files And Accessories

There is a wide variety of files that organisations can use to fulfil their documentation storage requirements.

Transfer Files

The transfer files comprise of simple folders that have a spring filing mechanism inside the files to hold punched paper. These files are made from durable manilla card and are available in a wide variety of colours. The colours are meant to help organisations in colour coding their filing system. Transfer files are most often used for short-term filing of punched papers.

Expanding Files

There is a wide variety of expanding files available, although they can be categorised under numerical expanding files, alphabetical expanding files, coloured expanding files, and blank expanding files.

Numerical Expanding Files

Numerical expanding files can be arranged on the basis of numerical value, like day, month, year, and other numbers. The number of pockets in numerical expanding files varies from 10 to 30.

Alphabetical Expanding Files

Alphabetical expanding files have several compartments that are arranged in an alphabetical manner from A to Z. In this type of filing system, you can store documents based on their names. The alphabetical expanding files can accommodate foolscap size of documents.

Coloured Expanding Files

Coloured expanding files vary in the number of compartments or pockets, from 3 to 13, and consist of colour tabs for easy accessibility.

Blank Expanding Files

Blank expanding files vary in the number of compartments or pockets, from 3 to 13, and can be used for storing a wide variety of documents.

Lever Arch files

There is a wide variety of lever arch files available in four different materials - plastic, board, polypropylene, and paper.

Plastic Lever Arch Files

Plastic lever arch files are available in a range of colours, including white, blue, red, green, black, grey, orange, yellow. Made from high quality plastic, these lever arch files consist of a reinforced bottom edge as well as metal fingers that provide an extra layer of toughness to it, making it highly durable. The standard spine width of plastic lever arch files is 70mm, and it can accommodate A4 size documents.

Board Lever Arch Files

The board lever arch files are made from 50% recycled materials and this makes the file eco friendly. These lever arch files consist of spine labels that make it easy for identification and categorising. The spine width of board lever arch files is 50mm and 70mm, and it can accommodate both A4 and foolscap size documents.

Polypropylene Lever Arch Files

Made from heavy duty PVC, polypropylene lever arch files are highly durable and available in a variety of colours. One of the salient aspects of this type of lever arch file is the efficient locking system that enables precise closing of the file every time it is opened. The spine width of Polypropylene lever arch files is 75mm and can store up to 500 A4 size documents.

Paper Over Board Lever Arch Files

Paper over board lever arch files are made from 50% recycled material. These are completely environmentally friendly. These lever arch files are available in spine width of 50mm and 70mm and can support both A4 and foolscap documents.

Lever Arch File Accessories

One of the most efficient document storage solutions for organisations is the lever arch file storage system. The lever arch files are built for durability and organised storage of important documents. There is a wide variety of lever arch file accessories. Some of the important accessories include:

Lever Arch File Rack

The lever arch file rack is a compact storage system that is made from rigid metal. The lever arch file racks are extremely durable and can be placed or fitted just about anywhere in an office. It consists of fixed dividing plates that help in separating the arch files and also helps them to be filed upright. One of the salient aspects of the lever arch file rack is the non-slip feet that it is best for scratch resistant desktop use. At the same time, it can be wall mounted. The standard dimension of the lever arch file rack is 425 x 300 x 160 mm and it can accommodate 5 arch files.

Lever Arch Module

The lever arch module is a strong and durable file storage system that has been made using 100% recycled materials. The lever arch module can easily store 6 lever arch files in foolscap and A4 sizes. Made from corrugated board, the standard size of the lever arch module is 467 x 360 x 285 mm. One of the salient aspects of this module is the tote-style handles inbuilt in the system that makes it easy to transport.

Platfile Filing Platform

The Platfile filing platform is one of the most innovative storage solutions available. The Platfile filing platform is available in two innovative styles - round style and square style. The round platfile filing system can hold 48 ring binders, while the square platform can hold 20 box files. Both types of filing platforms are available in a powder coated finish.

Corner Storage Units

The corner storage unit is a durable storage system available with a stylish finish. The most common finish available on these storage units is the light oak finish, and it can be accommodated in a range of office environments. Lever arch files in both foolscap and A4 sizes can be accommodated in the corner storage units, which are available in the form of 2 and 3-tier units.

Magazine files

Magazine files are one of the top file storage systems available for small and medium-sized organisations. There are different types of magazine files available based on the materials used for making them, colours and colour tabs, sizes of documents it can accommodate, and much more.

Fibreboard Magazine Files

The fibreboard magazine files are heavy-duty storage options and made most commonly from 100% recycled materials like waste acquired from saw mills. Some varieties of fibreboard magazine files are available with PVC laminate as well. The biodegradable fibreboard magazine files also contain natural rubber rings that have been created using recycled tyres. It offers storage space for brochures and documents and is available in different sizes. One of the most common sizes available is 102 x 229 x 298mm (WDH).

Board Magazine Files

The board magazine files are made using 100% recyclable boards and this makes the file storage system environmentally friendly. The board magazine file storage system can be easily assembled and has a self locking design that ensures files can be held securely. This type of file storage system can be used for keeping magazines, brochures, and documents.

Corrugated Board Magazine Files

Corrugated board magazine files are also made from 100% recycled materials like board magazine and fibreboard magazine filing systems. These are a highly economical storage solution to organisations and available in flat packing for easy assembling. The standard external width of the corrugated board magazine files is 82x268x304mm while the internal width is 80x260x300mm. Corrugated board magazine files are available for storing A4 size documents and magazines as well as sizes larger than A4.

Plastic Magazine Files

Plastic magazine files are available in a range of styles and colours. The large capacity plastic magazine files are made using impact polystyrene while the standard capacity files are made from durable plastic. Plastic magazine files consist of repositionable spine label holder as well as labels. One of their salient aspects is that they can be positioned vertically or horizontally. The standard size of the plastic magazine files is 78x278x300mm.

Polystyrene Magazine Files

Polystyrene magazine files are strong and durable and available in a range of colours and features. This magazine filing system can store magazines, books, documents, envelopes and much more. The standard width of these highly robust polystyrene magazine files is 279x83x325mm, although they are available in high and jumbo capacities as well.

Acrylic Magazine Files

The acrylic magazine files are made from lightweight acrylic and available in a range of styles and colours. Normally, these types of magazine files are used in homes as well as office and available in both glossy and matt finish. The standard size available in acrylic magazine files is 10 x 23 x 26cm (WxHxD).

Filing Accessories

There is a wide range of filing accessories available for small businesses and large organisations.

File Label Holders

The file label holders are small pockets or enclosures that hold the labels in place. Whether it is a non-stick label or a self adhesive label, the label holders ensure they do not become loose and fall off.

File Fasteners

The file fasteners can help in turning a simple folder into a self-expanding lever arch file. Available in pack sizes of 25 and 100, file fasteners are most commonly used in law and medical files and by a large number of record management firms.

File Legal Corners

File legal corners provide protective cover to the corners of important legal documents and prevent staplers from causing any damage to the documents. The file legal corners are available in a variety of colours and are made from high quality 315gsm manila board.

Filing Clips

There are different types of filing clips available that bind several documents or papers together in a single file. One of the most commonly used filing clips is the 2-piece filing clip that is normally used with square cut folders. Filing clips are available in metal and plastic.

Compressor Bars

Compressor bars are compatible with different types of lever arch files and help in holding papers securely within a folder.

CAD-Clamps

CAD clamps are highly effective solutions for holding A3 and A2 paper or art work in portrait or landscape format. A single CAD clamp can hold a maximum of 60 drawings. The standard width available is 500mm and these clamps are available with inserts and index tabs.

Drawing Plan Trolleys

The drawing plan trolleys are used primarily for filing large sheets of paper or documents like industrial drawings, blue prints, etc. They can hold papers of different size, like A4 to A0. These trolleys can be used for high capacity plan filing; an average of 20 hangers can be fitted with or without any handles. The trolleys can hold as many as 2,000 sheets, depending on the size and weight of the paper. The standard dimension of the drawing plan trolley is 960mm(h) x 725mm(w) x 640mm(d).

Filing Labels

There is a wide variety of filing labels available to suit the different needs of organisations. Filing labels are basically a type of adhesive or self-adhesive labels that can be used with suspension files, binders, and box files. These adhesive labels are available in different sizes, depending on the size of the files they are required for. They are really useful for categorising folders and labelling them alphabetically, numerically or alpha-numerically.

Filing labels are available in the form of label sheets that can contain a minimum of 1 label or a maximum of 51 labels per sheet. One of the distinct advantages of filing labels is that they can be printed in DeskJet, inkjet or laser printers. Customised text, content or images can be created on the computer and printed out on the labels once the label sheet is inserted in the printer. Anything from the name of an organisation to its logo and contents of the file can be printed on these adhesive labels.

The advantage of using labels is ease of sorting. It can be quite difficult at times to sort files, especially in organisations where there are large number of files being stored. Once the labels are printed with detailed information, they can be put on a wide variety of files. This not only helps with sorting of files, but ensures easy and quick access to these files.

The different types of labels available for printing and use include:

Suspension File Labels

Suspension file labels are specifically created for suspension files and are available in a range of colours and sizes. Using these labels, you can save a lot of time in looking for specific suspension files containing important documents. You can use a software like the Dymo label writer to print out clear and concise text pertaining to each suspension file. The suspension file labels are available for both inkjet and laser printers. One of the most commonly used suspension file labels is the 51 sheet containing 1275 labels.

Sticky Spine Labels

Sticky spine labels have been specifically created for lever arch files as well as ring binders. These labels are good for permanent marking and are available in the form of sticker sheets. The sticky spine labels are available in a range of colours, including black, red, yellow, green and blue. The standard size of sticky spine labels for 50 mm wide lever arch files is 390 x 40 mm and the size for 70 mm wide lever arch files is 390 x 60 mm.

Box File Labels

There is a wide variety of box file labels available and they are normally interchangeable with the ring binder labels. This basically means that you can use these labels for ring binders and ring binder labels with box files. The box file labels are available in the form of adhesive sheets for laser and inkjet printing. They are available in packs of a wide number of sheets like 25, 50, 100, 250, 500, up to a maximum of 20,000 sheets. One of the standard sizes of box file labels is 192 x 39mm.

Elasticated Folder Labels

Elasticated folder labels are used with plastic and board based folders. The common size of elasticated folder labels available is 134 x 11 mm and can be personalised for use on elasticated folders.

Document Wallets

Document wallets are used for keeping documents secure during transportation or for delivery through post. There is a wide variety of document wallets available and they can be categorised as under.

Cardboard Document Wallets

Cardboard document wallets are made from standard cardboard or corrugated cardboard, which is considered as a 100% recycled material. Not only are these documents wallets economical but environmentally safe as well. The cardboard document wallets are available primarily in A4 and A5 sizes and can hold a large number of documents.

Polypropylene Document Wallets

Polypropylene document wallets are available in several colours and sizes. These wallets are available in solid colours as well as translucent colours. A single Polypropylene document wallet can hold as many as 150 sheets of A4 size. It is available with different closing mechanisms like the press stud mechanism and the magnetic seal closure.

Manilla Document Wallets

Manilla document wallets are made from high quality material varying from 150gsm to 285gsm. These document wallets are lightweight and easy to use. These are available in a range of colours and can hold both foolscap and A4 size documents. The holding capacity varies from 32mm to 75mm.

Folders

One of the most essential office filing accessories, folders are used primarily for storing documents and safe transportation of important documents and paper. There is a range of folders available for use by professionals, students, and organisations.

Flat Bar Folders

The flat bar folders are one of the efficient ways of storing and carrying documents. One salient aspect of this type of folders is the flat file mechanism consists of sliding compressed bars for securing documents or the contents of the folder in place. The flat bar folders are available in different colours and can be used for carrying foolscap and A4 size papers or documents. These folders can also be categorised according to the material they are made from, with recycled material being the most popular followed by Manilla and Polypropylene. The flat bar folders are also available in varying capacity.

Cut Flush Folders

Cut flush folders are primarily made from copy safe polypropylene material that makes these folders spill safe and water proof to an extent. The construction of the cut flush folder keeps dirt and moisture out and thus protects the contents of the folder. They are available in a variety of transparent colours. The cut flush folders are available in 120 micron and can accommodate A4 size paper or documents.

Cut Back Folders

Cut back folders are made from premium nyrex material and have reinforced edges. These folders open on two sides and have a cut back design that ensures fast and easy accessibility to the contents. One salient aspect of the cut back folder is that it ensures protection to the contents from water, moisture, dirt, etc. These folders can hold A4 size documents.

Square Cut Folders

Square cut folders are made from recycled Manilla as well as polypropylene. These are sturdy folders that have a high capacity to store documents. Square cut folders are often used with suspension file systems and can hold both foolscap and A4 documents. Manilla folders are made from high quality 285gsm Manilla and have the ability to hold an average of 38mm of paper or documents. These folders are also available in 180gsm and 315gsm Manilla.

Elasticated Folders

Elasticated folders are made from pressboard as well as Polypropylene. They have been created to hold both foolscap and A4 size sheets and paper. One salient aspect of the elasticated folders is the elastic securing strap that is used as the closing and securing mechanism. These folders are available in several colours and capacities.

Page Dividers and Indexes

Page dividers are useful in indexing and ensure easy accessibility to particular content area within a document. There are several different types of page dividers that help in easy referencing. Different types of page dividers include:

Blank Dividers

Blank divider is a high end indexing solution that helps in organising printed content based on specific categories, like according to subject of the content, date of publishing, etc. Black dividers are available in multicoloured options and are made using 230 micron mylar, which makes them highly durable.

Alphabetical Dividers

Alphabetical dividers are available in multiple colours and consist of A-Z indexes. They are also available in 5 to 24 parts. Alphabetical dividers are created from heavyweight plastic with reinforced Mylar to provide durability and strength.

Numerical Dividers

Numerical divider is most commonly used as a referencing system based on numbers, like date or time based reference. These are available in a range of colours and are made from reinforced Mylar. Its durability makes it a long-term indexing solution.

Assorted Dividers

The assorted dividers comprise of both numerical and alphabetical indexes. These indexes comprise of a content page that enables cross referencing and clear titling. The assorted dividers are available in reinforced mylar as well as punched and un-punched card options.

Colour Index And Dividers

Colour index and dividers use a colour-coded system for categorisation of documents. These dividers comprise of typing labels, writing labels, and sticky labels. Colour index and dividers are made from 100% recycled materials.

Index Card Boxes

Index card boxes and drawers offer a long-term solution for holding and organising thousands of index cards pertaining to specific files. These are available in three distinct styles, which are Lift lid holder, Cabinet drawer holder, and Sliding holder.

Lift lid holder consists of an easy-to-lift protective lid. It is a great way to hold index cards. The lift lid holder is available in compact size for desktop use.

Cabinet drawer index card holder is is a high capacity holder that can store thousands of index cards and is available in several colours.

The sliding lid index card holder is a more stylish holder that can accommodate anywhere from 200 to 400 cards.

Index Cards and Record Cards

There is a wide variety of branded index cards available for professional and personal use. These index cards are available in a variety of sizes, with the widely used size being 127x76mm. The other popular sizes of index cards include 203x127mm and 152x106mm.

Storage Boxes

Storage boxes are heavy duty office accessories that can be used for storing documents and a variety of files or filing systems. The storage boxes can be categorised under corrugated storage box and plastic storage box.

Corrugated card storage box is made from 100% recycled material and is environmentally friendly. The standard dimension of this type of storage box is 95x240x310mm (hwd). The corrugated card storage box is highly durable and can accommodate foolscap and A4 documents.

Plastic storage boxes are stronger than the corrugated box and are available in a range of transparent colours. These can accommodate both A4 and foolscap documents.

Binders

Binders are highly economical and useful solutions for organisations and are available in different forms. They can be categorised based on their size. There are three distinctive sizes available. The A4 binders measure 297 x 210mm and can be used for storing documents, loose sheets, fliers, reports, brochures, and much more. They are available in a variety of colours.

Printout binders are available in 390x280mm dimension and are made from heavyweight polyethylene. These binders are available in a variety of sizes and colours. These are available in 370x280mm dimension with 152mm filing capacity. This second category of printout binders is made from board or accohide.

Binding Covers

Binding covers are essential binding accessories that help in providing a professional look, feel, and finish to documents. These are available in different transparent and translucent colours and can be categorised on the basis of materials used. Binding covers can accommodate both A3 and A4 size sheets and documents.

Cardboard Binding Covers

Cardboard binding covers are made from 100% recycled material and offer a textured finish. These are mostly available in 250gsm and 140 or 250 micron clear covers.

Plastic Binding Covers

Plastic binding covers are the most popular binding covers used by professionals, available in a range of colours, including 140micron transparent white.

Leather Look Binder Covers

Leather look binder covers add a classic touch and feel to documents. These are normally made from high quality leather and are available in different size options.

Ring Binders

Ring binders are available in a variety of shapes, sizes, and colours. They also vary according to the number of rings, like the 2 ring binders, 2 ring binders, and 4 ring binders. The shape of the rings is mostly O and D shape rings. The commonly used ring binders are made from PVC or plastic.

Presentation Folders

Presentation folders are commonly referred to as report folders. The aim of the presentation folders is to make your document or report highly presentable and professional. The standard presentation folders comprise of a clear plastic cover and are made from PVC or polypropylene. These folders are highly durable and are available in a range of colours. Presentation folders can store several un-punched documents, which are secured using a sturdy sprung clip. The different types of presentation folders available include:

Coloured folder packs: These consist of colour code document folders that help in easy filing. Coloured folder packs can hold as many as 30 sheets of A4 size paper and are available in green, blue, raspberry, purple, and grey. Some of these folders also comprise of a clear pocket on the front cover that makes it easier to store the title page.

Low capacity presentation folders: These folders are made from durable wipe clean polypropylene and are available in several colours. One of the salient features of these folders is that the front cover has extra space to hold business card. These are available in A4 size and have a storing capacity of 10 sheets.

Large capacity presentation folders: These presentation folders are made from plastic or polypropylene and can store as many as 250 sheets of A4 size paper.

Common size presentation folder: This is the standard presentation folder and has a capacity to hold 30 A4 size sheets. It is available in black, red, and blue colours and consists of a 3mm spine. Most of these standard presentation folders are made from plastic or polypropylene. These folders are also available with the flat bar filing mechanism feature for accommodating punched papers.

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