Archive shelves - practical solutions for storing documents

05.09.2025.

Properly chosen archive and document storage solutions not only help maintain order but also significantly simplify daily work and optimize space usage.
In this article, you’ll learn about the difference between document cabinets and mobile archive shelving, and discover which type of storage solution is the best fit for your office or organization’s needs.

Why offices and organizations need quality document and archive shelving
Modern offices and institutions are required to handle increasingly large volumes of documents and files. Even in today’s digital age, not everything can exist solely in digital form – legal documents, contracts, invoices, and archival materials still require secure and convenient physical storage.

Well-organized document cabinets and archive shelving provide several key benefits:
Quick and easy access to documents – Employees can easily locate necessary files, saving valuable search time.
Improved organization and productivity – A well-organized storage system helps maintain a professional and orderly office environment.
Optimized space usage – The right storage solutions save floor space while ensuring safe document storage.
Security and compliance with archival requirements – Especially important for storing legal and financial records that must remain in paper format in accordance with regulatory requirements.
A sustainable investment – High-quality shelving and cabinets last for years, allowing for efficient planning of office space and budget.

When to choose a document cabinet vs. mobile archive shelving
Selecting the right storage solution not only keeps your office organized but also boosts productivity and optimizes workspace usage. Let’s explore when to choose document cabinets and when mobile archive shelving is the smartest choice!

Document cabinets – security and quick access for daily operations
Document cabinets are ideal for storing frequently used files, such as contracts, invoices, or internal policies. They provide secure storage and easy access for employees, enabling them to retrieve important documents in seconds.
Additionally, document cabinets can seamlessly complement your office interior, matching other furniture and contributing to a cohesive workspace design.

Mobile archive shelving – space efficiency for large document volumes
Archive shelving or mobile shelving systems are ideal solutions for storing large amounts of documents in a limited space. These systems optimize room usage since aisles are only opened when needed, freeing up additional floor space.
A good rule of thumb is to consider investing in mobile archive shelving if your document storage needs already require four or more cabinets.
Due to their efficiency and storage capacity, mobile archive shelving is often chosen by museums, government institutions, and other organizations that require secure, long-term storage for large quantities of documents and materials.

Types of document shelving
When selecting document shelving, it’s essential to consider both the volume of documents you need to store and the frequency of access. This will determine the size of the cabinet and its placement – whether it needs to be within arm’s reach or can be stored in a separate utility room.

Freestanding document cabinets
Freestanding document cabinets are ideal for offices that require quick and easy access to documents. Options range from larger document cabinets with five shelves to more compact solutions, such as two-shelf document cabinets, offering just as much efficiency for smaller storage needs.

Document cabinets for high-volume storage
Cabinets designed for long-term document storage ensure both secure organization and convenient access to important files. For example, a five-shelf document cabinet from JB Line provides generous storage capacity while maintaining order and visibility.

Lockable cabinets for added security
Lockable document cabinets are perfect for sensitive files that require restricted access. For instance, SBM document cabinets are equipped with secure locking systems, ensuring safe storage. These cabinets come in various sizes, feature a modern design, and seamlessly blend into any office environment.

Mobile archive shelving
Mobile archive shelving is an excellent solution for locations with limited space but large volumes of documents, such as corporate archives, libraries, museums, and government institutions. These shelving systems provide easy access to records while maintaining maximum organization and categorization.

How mobile shelving systems work
These shelves are mounted on tracks, allowing you to create one or more aisles only when needed. This maximizes usable space and eliminates unnecessary floor space loss associated with traditional fixed shelving.

Advantages compared to traditional shelving
Compared to fixed shelving, mobile archive shelving:
Saves space, as it only requires one aisle width when open.
Provides convenient access to large document volumes.
Enhances organization, making it easy to categorize documents by type or date.

Flexible customization for any space
Mobile shelving systems can be customized in height, width, and number of shelves, ensuring every organization can find the perfect storage solution based on their document volume and space

requirements.

Document and archive shelving – designed for employee comfort
Choosing the right shelving system not only optimizes space but also improves workflow and boosts employee productivity. A well-organized workspace makes it easier and faster to locate files, reduces confusion and daily stress, and fosters a positive office environment. This, in turn, improves employee well-being and client satisfaction.