Every office eventually hits the same wall: files on the floor, supplies in the break room and a conference room slowly turning into a storage closet. Buying more cabinets rarely fixes it on its own. The fix is knowing what you store, choosing pieces that fit the job and putting them where people actually use them. Here are four tips that get you there.
Tip 1: Audit what you store before you buy anything
Most offices store more than they need. Before sizing any storage solution, walk the space and sort what you find into four groups:
- Active: used weekly. Needs to be within arm's reach of the people who use it.
- Reference: used occasionally. Can live in shared storage nearby.
- Retained: kept for legal or policy reasons. Can move to high-density or off-floor storage.
- Disposable: past its retention period or duplicated digitally. Should leave the office.
Measure the active and reference groups in linear feet of files or number of bins. That number, not a guess, determines how many cabinets you need. Check your own records retention policy before discarding anything in the retained group.
Tip 2: Match the storage type to the job
Each storage type solves a different problem. Picking the wrong one wastes floor space or leaves drawers nobody can open.
| Storage type | Best for | Space it needs | Watch out for |
|---|---|---|---|
| Mobile or fixed pedestal | Personal items and active files at each desk | Fits under or beside the worksurface | Too few drawers for heavy paper users |
| Lateral file | Shared team files, counter-height dividers | Wide and shallow, modest clearance to open | Tall units need anti-tip interlocks and anchoring |
| Vertical file | Tight wall spaces with deep clearance in front | Narrow but deep, drawers pull far out | Blocks aisles when drawers are open |
| Overhead bin | Binders and supplies at a workstation | Mounted above the worksurface on panels | Can block light and reach for shorter users |
| Storage tower or wardrobe | Coats, bags and personal items in open plans | Small footprint, full height | Tall units need secure placement |
| Bookcase or open shelving | Reference materials, display, supplies | Shallow along walls | Visual clutter if not kept tidy |
In an open plan, lateral files often do double duty. A row of counter-height laterals between workstation clusters defines a team zone, gives a surface for shared printers and holds files, all in one footprint.
Tip 3: Place storage where it works, and where it is safe
Storage that is far from the work does not get used. Storage that blocks an aisle becomes a hazard. When you lay out storage, follow these rules:
- Keep active storage at the desk. One pedestal per workstation is the baseline.
- Put shared storage next to the team that owns it, not in a central room nobody passes.
- Leave clearance for open drawers. A drawer pulled fully out should not cut into an aisle or exit path.
- Anchor tall units. Tall cabinets and bookcases should be secured against tipping, and file cabinets should have working interlocks that allow one drawer open at a time.
- Put heavy items low. Top drawers loaded with paper make cabinets unstable.
- Lock what needs locking. Files with personnel, financial or client information belong in keyed storage with keys tracked.
The easiest time to get placement right is during layout. Office Station's free space planning places storage alongside workstations so clearances and aisles are accounted for before anything is ordered.
Tip 4: Buy pre-owned storage and spend the savings elsewhere
Steel filing and storage is built to last for years of heavy use, which makes it one of the smartest pre-owned furniture purchases. A lateral file from a quality manufacturer does not stop working because it spent a few years in another office. Pre-owned storage from brands like Steelcase, Haworth, Allsteel, Kimball and Knoll typically costs a fraction of new, and it is often available far faster.
Office Station sells pre-owned furniture as an independent reseller, not an authorized dealer. Manufacturer warranties generally do not transfer to pre-owned pieces, so a careful inspection matters.
Pre-owned storage inspection checklist
- Every drawer opens and closes smoothly on its slides, fully loaded
- Anti-tip interlock allows only one drawer open at a time
- Locks work and keys are included, or a rekey plan is in place
- No dents that affect drawer operation or cabinet squareness
- Leveling glides are present and adjustable
- File bars or hanging rails are included in each drawer
- Finish and color match the other pieces in the zone
- Condition grade confirmed: A like new, B very good or C good
Grade choice depends on location. Storage in a back hallway or file room works fine at C grade. Laterals lining a client-facing area deserve A or B. Browse current pre-owned office furniture for what is in stock.
When storage is leaving, not arriving
Storage planning also happens in reverse. If you are consolidating, relocating or closing an office, the cabinets you no longer need have resale value. Office Station provides a written net offer on office furniture liquidation, calculated as resale value minus removal cost. When that number is positive, you get paid. Empty every drawer and gather the keys before the walkthrough, since locked cabinets with no keys are harder to resell.
For a full move, corporate relocation and office decommissioning services cover the rest of the space, including an itemized inventory and a photo-documented broom-clean handback.
Estimate what your old furniture is worth
Questions about storage for your space? Email hello@officestation.com.
Frequently asked questions
What is the best storage for a small office?
Start with a pedestal at each workstation for personal items and active files, then add a short run of lateral files for shared records. Lateral files can double as a counter or divider, which saves floor space in a small office.
Lateral or vertical file cabinets?
Lateral files are wide and shallow, so they fit along walls and aisles and make good room dividers. Vertical files are narrow and deep, so they fit tight wall spaces but need more clearance in front to open. Choose based on the space in front of the cabinet, not just the footprint.
Is pre-owned filing storage worth buying?
Usually, yes. Steel storage is durable, and pre-owned pieces from brands like Steelcase, Haworth and Allsteel often cost a fraction of new. Check drawer slides, locks, keys and anti-tip interlocks before you buy, and ask for the condition grade.
Do manufacturer warranties cover pre-owned storage?
Generally not. Office Station sells pre-owned furniture as an independent reseller, not an authorized dealer, and manufacturer warranties generally do not transfer. That makes inspection and condition grade more important.
What should I do with old storage when I move?
If you are relocating or closing an office, old filing and storage can be part of a liquidation. Office Station provides a written net offer based on resale value minus removal cost. Make sure cabinets are emptied and keys are located before the walkthrough.
