If you are planning a document archive for a public office or a company, do not start with “which cabinet is the cheapest?”. Start with what kind of records will live here, for how long, and how often they will be retrieved. That is where we begin at Metaf. A good archive is not a row of random cabinets. It is a layout of zones, cabinet families and spare capacity that still works after a few years, not only on day one.
This article answers one specific purchasing question:
How should you choose the archive layout and the right metal cabinet families so the archive is spacious, clear, safe and ready for document growth?
To move straight from orientation to product paths, start here:
- Sector overview
- Solution path: active archives and documents
- Solution path: public offices and administration
The core answer: where to start so you do not buy the wrong cabinets
If I had to condense the whole topic into a short decision logic, it would look like this:
- large volume of binders, archive boxes and files stored for longer periods → usually start with 700 mm deep RMM shelving,
- working archive and frequent document handling → usually start with SBM office cabinets or closed shelving,
- hanging files, case folders and fast retrieval → start with filing cabinets,
- maps, drawings, plans and oversized technical documentation → use SRM cabinets,
- sensitive or access-controlled documentation → a generic open shelf is rarely enough; compare closed, office or reinforced families.
That logic works far better than trying to force an entire archive into one furniture family.
The first questions we would ask in a Metaf archive project
Before you point to a specific model, answer these six questions:
-
What exactly will go into the archive?
A4 binders? Case folders? Hanging files? Archive boxes? Maps A0/A1? HR records? Technical plans? -
How often will somebody come back to those documents?
Every day, several times per week, once per month, or almost never? -
How long will the records stay in the archive?
Short, medium or long retention? Is this an active archive, semi-active archive or long-term archive? -
Does the documentation contain sensitive or personal data?
If yes, capacity alone is not enough. Access control matters too. -
How much usable room do you actually have?
It is not only about whether the cabinet “fits”, but whether it can be used properly. -
How much reserve space will you leave for future inflow?
Without reserve, an archive usually runs out of room faster than expected.
Checklist before selecting archive cabinets
- I have a list of document types that will enter the archive
- I know which records are active and which are long-term
- I know whether I mainly work with binders, folders, boxes or hanging files
- I know the likely 12–36 month document growth
- I know whether the archive should be open, closed or mixed
- I have the room measurement with doors, windows and collision points
- I know which records require tighter access control
- I know whether maps, drawings or oversized files are part of the scope
- I have a rough quantity or project scale
- I know whether I want one standard for several rooms, departments or locations
Legal and organisational reference points: what actually affects archive design
Archive planning usually goes wrong in two ways: either someone buys “whatever cabinet is available”, or someone starts looking for a mythical single standard that tells them the perfect model. In reality, archive design is based on a combination of rules, internal procedures and actual workflow.
| Area | Reference point | What it means for the archive in practice |
|---|---|---|
| Company / office archive organisation | archive instruction and records management instruction | you plan the archive around document flow, classification and transfer logic, not around random furniture |
| Document qualification | archival categories and records schedules | do not put everything into one cabinet type; different retention logic means different zones |
| Archive room conditions | dry, properly lit, ventilated room with spare capacity | the project must include both furniture and room conditions |
| Inventory and access | fast identification of content, clear shelf / drawer allocation | some assets work better in drawers, some on shelves, some behind doors |
| Personal data and sensitive records | appropriate organisational and technical measures | sensitive folders should not sit on an openly accessible shelf |
| Building safety and operation | fire safety and operational procedures | do not plan the room to the absolute limit; leave service and movement space |
Important: there is no single law that tells you “buy a 1000 mm wide cabinet” or “only use 700 mm deep shelving”. Law sets the order, responsibilities and conditions. Furniture dimensions come from document type and operating ergonomics.
How to split the archive into zones instead of mixing everything together
One of the most expensive mistakes is to treat the archive as one undifferentiated pile of paper. A well-working archive usually has at least three or four zones.
| Zone | What belongs there | Access frequency | Family worth starting with |
|---|---|---|---|
| Active / day-to-day archive | current files, case folders, working binders | high | SBM, closed shelving, filing cabinets |
| Semi-active zone | records still needed from time to time | medium | SBM, closed shelving |
| Long-term archive | archive boxes, file batches and records stored for longer periods | low | RMM 700 mm |
| Technical archive | maps, drawings, plans, oversized documentation | depends on workflow | SRM |
| Restricted-access zone | more sensitive documentation and assets | depends on procedure | closed, office or reinforced families |
So the archive should not be planned as one wall of identical cabinets. A mixed layout works much better.
Variant comparison: which family makes sense for which type of work
| Family | Best for | Access to documents | Content control | Typical work model | What to remember |
|---|---|---|---|---|---|
| RMM 700 mm shelving | large volumes of boxes, binders and long-term records | fast, open | low | mass archive, document back-of-house | very good capacity per bay, but not for every sensitive document type |
| Closed shelving | binders, documents and office materials in a working archive | medium | good | administration, legal rooms, offices | a strong compromise between order and controlled access |
| SBM office cabinets | files, binders, active document sets | medium / high | good | public offices, legal rooms, administration | usually the safest all-round standard for paper workflow |
| Filing cabinets | hanging files, case folders, records that must be found fast | very high | very good | active archives, HR, administration | when precision and retrieval speed matter, drawers beat shelves |
| SRM cabinets | drawings, maps and oversized technical sheets | high | very good | technical archives, surveying, infrastructure | do not try to replace them with a normal binder cabinet |
Dimensions that actually matter when planning an archive
When planning an archive, you do not only look at the outer cabinet size. You also look at how the interior works and how much room you need in front of it.
Comparison table: reference models and their dimensions
| Family / model | Use case | Dimensions (H × W × D) mm | Weight | Interior / layout |
|---|---|---|---|---|
| SBM 210 M lx | active archive, binders, files | 1990 × 1000 × 435 | 76 kg | 4 shelves, retractable doors |
| RMM 313 | long-term storage of larger document volumes | 1790 × 1000 × 700 | 54 kg | 5 shelves |
| SZK 322 | hanging files and fast access to current records | 1292 × 518 × 633 | 91 kg | 6 drawers, inside 432 × 585 mm |
| SRM 101 st | drawings, maps and technical documentation | 425 × 970 × 670 | 73 kg | 5 flat drawers |
| RZ 802 lx | working archive, binders and office materials | 800 × 800 × 435 | depending on variant | 1 shelf, closed housing |
Metaf planning standard: how much working space to leave in front of cabinets
These are not rigid statutory requirements. They are practical layout recommendations that help you avoid an archive that becomes frustrating to use.
| Situation | Reasonable minimum working clearance | Comfortable working clearance |
|---|---|---|
| aisle between open shelving rows | 900 mm | 1000–1200 mm |
| operation of cabinets with doors | 1100 mm | 1200–1400 mm |
| operation of filing drawers | 1200 mm | 1300–1500 mm |
| operation of SRM flat drawers | 1000 mm | 1200–1400 mm |
| sorting / support table area | 1200 mm | 1400 mm and more |
If the room is small, do not chase the highest theoretical number of cabinets. In archives, a clear system and usable access are more valuable than a few percent of extra capacity.
When open shelving wins and when a closed cabinet wins
This is one of the main purchasing dilemmas.
Open shelving wins when:
- capacity is the main goal,
- you handle large batches of records stored for longer periods,
- access is already controlled at room level,
- you want simple future expansion.
Closed storage wins when:
- you need stronger access control,
- documents return to daily circulation and should stay organised by team, room or department,
- you do not want content permanently exposed,
- the archive is operationally closer to office work than to a warehouse.
Filing cabinets win when:
- you need fast and repeatable retrieval of one specific file or case folder,
- the archive is active rather than passive,
- documentation is frequently opened, checked and returned.
SRM wins when:
- oversized documentation is part of the scope,
- you do not want to fold, roll or damage large sheets,
- you work in administration, surveying, planning or infrastructure.
Real cabinet photos as practical solutions
Below you will not find decorative catalog imagery. These are concrete examples of how different Metaf families solve different archive problems.
1) RMM 313 — when the archive keeps growing and capacity matters
Model: RMM 313
Family: 700 mm deep shelving
Parameters:
- 1790 × 1000 × 700 mm
- 54 kg
- 5 shelves
When this model makes sense:
- for long-term archive zones,
- for archive boxes, larger batches of files and dense binder storage,
- when you want more capacity per bay without improvisation.
My expert view:
If the archive is expected to grow and you want to avoid chaotic future add-ons, deeper RMM shelving is usually the first candidate for the mass-storage zone.
2) SBM 210 M lx — when documents are still “working”
Model: SBM 210 M lx
Family: SBM office cabinets
Parameters:
- 1990 × 1000 × 435 mm
- 76 kg
- 4 shelves
- sheet thickness: bottom beam 1.0 mm; other elements 0.8 mm
When this model makes sense:
- when the archive is close to everyday administrative work,
- when documents are frequently retrieved and returned,
- when you want a repeatable standard across departments or locations.
My expert view:
This is a very safe starting point for public offices, legal teams and administration. If the archive must stay orderly, predictable and easy to use every day, the SBM family is usually the most stable reference line.
3) SZK 322 — when retrieval speed matters
Model: SZK 322
Family: Filing cabinets
Parameters:
- 1292 × 518 × 633 mm
- 91 kg
- 6 drawers
- internal drawer dimensions: 105 (front 185) × 432 × 585 mm
When this model makes sense:
- for active archives,
- for case folders and hanging files,
- when quick, repeatable retrieval has process value.
My expert view:
If people constantly search for one exact case file, drawers beat shelves. Filing cabinets are not “extra furniture”; they are workflow tools for working archives.
4) SRM 101 st — when the archive includes maps and technical drawings
Model: SRM 101 st
Family: SRM cabinets for drawings and maps
Parameters:
- 425 × 970 × 670 mm
- 73 kg
- 5 drawers
When this model makes sense:
- for maps, plans and technical drawings,
- when you do not want to roll, fold or damage large sheets,
- for public offices, surveying, infrastructure and technical archives.
My expert view:
This is exactly the point where a standard office cabinet stops being a rational choice. Oversized documentation deserves its own family.
Three typical purchasing scenarios and sensible family sets
| Scenario | What you usually store | Sensible family mix |
|---|---|---|
| Small office / small public team with a working archive | binders, current files, some historical records | SBM + closed shelving + 1–2 filing cabinets |
| Medium public office / admin department with a separate archive room | current, semi-active and long-term records | SBM in the active zone + RMM 700 mm in the mass zone + filing cabinets for folders |
| Company or institution with technical documentation | binders, boxes, maps, drawings and project records | RMM 700 mm + SBM or closed shelving + SRM |
The most common archive planning mistakes
-
Buying everything from one family “for simplicity”.
Result: some records are always stored the wrong way. -
No split between active and long-term zones.
Result: prime working space gets wasted on records nobody uses. -
No spare capacity.
Result: random additional furniture appears faster than expected. -
Ignoring document type.
A binder, a hanging file, an archive box and a map do not belong in the same solution. -
Overly tight aisles.
On paper everything fits. In real life nobody wants to work like that. -
Keeping sensitive records on an open shelf just because it stores more.
That is a false economy. -
No consolidated model list for the whole project.
Result: fragmented, inconsistent procurement.
How to prepare a quote request so the conversation moves fast
To speed up selection and pricing, send Metaf these data points:
- whether the archive belongs to a public office, company, legal team or technical unit,
- what document types will be stored,
- what share of the archive is active and what share is long-term,
- whether restricted access is needed,
- how many rooms or locations are included,
- whether you want one standard across the whole organisation,
- room dimensions and delivery limitations,
- which reference models you already shortlisted.
Useful next step:
FAQ
Should archive planning start from the room dimensions or from the document type?
Start from document type and working logic, then move to room dimensions. Otherwise you may buy cabinets that physically fit but do not fit the workflow.
Does open shelving always provide the best capacity?
It usually provides excellent capacity, but it is not always the best choice. If multiple people access sensitive records, a closed or office cabinet may be the better solution.
How much spare capacity should be planned?
In practice it is wise to keep at least a moderate reserve, and often more when document inflow is predictable. Reserve is cheaper than emergency expansion.
When is a filing cabinet better than a classic office cabinet?
When quick and repeatable retrieval of one folder or one case file matters. In active archives, filing cabinets often outperform standard shelves.
What if the archive also includes maps and technical drawings?
Do not mix them with A4 binders. Use SRM cabinets designed for that document class.
Are closed cabinets always better than shelving in public offices?
Not always. In many public-office environments the best answer is a mixed layout: active zones in office or closed cabinets, mass zones in deeper shelving.
Which 2–3 models should I compare first?
A strong starting shortlist is:
- SBM 210 M lx,
- RMM 313,
- SZK 322,
and if oversized records are part of the project, add SRM 101 st.
Variant comparison in one glance
| If your main question is… | Start with |
|---|---|
| How do I fit a lot of documents into one archive room? | RMM 700 mm shelving |
| How do I keep a working archive orderly? | SBM office cabinets |
| How do I retrieve folders faster? | Filing cabinets |
| How do I keep a working archive closed and controlled? | Closed shelving |
| How do I store maps and drawings safely? | SRM cabinets |
CTA: if you want to build the archive without improvisation
If this guide helped you narrow the topic, take the next practical step:
- go to active archives and documents or public offices and administration,
- compare the families: SBM, filing cabinets, RMM 700 mm, closed shelving, SRM,
- shortlist 2–4 reference models such as SBM 210 M lx, RMM 313, SZK 322 and SRM 101 st,
- send one structured request through the inquiry process.
The highest value comes from combining knowledge, catalog structure and one orderly quote request.
That way the conversation starts from a real archive standard, not from vague generalities.
Sources and organisational notes
Useful official background sources for archive planning:
- State Archives – archive instructions: https://archiwa.gov.pl/poznaj/dla-instytucji-i-firm/zarzadzanie-dokumentacja/przepisy-kancelaryjne-i-archiwalne/instrukcje-archiwalne/
- State Archives – records management instructions: https://archiwa.gov.pl/poznaj/dla-instytucji-i-firm/zarzadzanie-dokumentacja/przepisy-kancelaryjne-i-archiwalne/instrukcje-kancelaryjne/
- National Archives in Kraków – company archive organisation: https://ank.gov.pl/co-robimy/nadzor-archiwalny/organizacja-archiwum-zakladowego/
- Regulation of the Prime Minister of 18 January 2011 – records office instruction / records schedule / archive instruction: https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=wdu20110140067
Practical note: exact organisational obligations may differ depending on the type of institution and the class of records. So always design the archive not only around the catalog, but around your own procedures, records schedule and actual document workflow.
