subject: Fireproof File Cabinets – Is There Such a Thing? [print this page] Fireproof File Cabinets Is There Such a Thing?
Fireproof File Cabinets Is There Such a Thing?
To cut to the chase, "No." Using the term "fireproof" is a bit misleading. Everything has its melting point, and for steel, 2300 degrees F will do the trick. Of course, at that temperature, no safe can withstand the abuse. So, what is meant by the term "fireproof filing cabinets" if there is no such thing?
A better term is perhaps a "fire safe file cabinet" or technically, a fire-rated safe. These safes can give a certain level of protection, a window of opportunity, for firefighters to do their job and douse the flames in most cases. So, for instance, if a safe were given a 2-hr fire-rating, with a construction of 100% steel, this would translate into a 2-hr window in which the fire could be put out before the contents of the safe were in harm's way. When you do purchase a fireproof or rather, fire safe file cabinet, then you want to be sure it is labeled as meeting or exceeding the International Organization for Standardization, typically denoted as "ISO" for short.
Though fireproof file cabinets can't be exposed to temperatures that would melt steel, the chances of that happening are pretty slim before the fire is doused. The exception would be so catastrophic that the loss of data would be the last thing on your plate, so just be sure that the fire-rating is decent (the 2-hr rating is very good, by the way).
**Quick Tip on Fire-Rating: You want to be sure that your insurance company, whether business or home insurance, will recognize the standard that is backing your fireproof filing cabinets. This is really important, as global standards don't necessarily match with U.S.-based insurance companies, so in the event of a fire and loss, you want to be sure first-hand that your insurance carrier recognizes the underwriter of your fireproof file cabinets. The fire-rating for your file cabinets should be underwritten by the UL standards allow for various fire-proof ratings, from 1-hour on up, with the price going up along with the increased protection.
Who Needs Fireproof Filing Cabinets?
With all the afore-mentioned, who exactly needs fireproof file cabinets? The short answer to the question is: anyone who currently is in the market for filing cabinets to begin with. If you're in the medical field, even if you store files at the home office and work from home primarily, you need to protect your patients' data. If you simply have a home office for general purposes, and find you need a central location to keep your important documents such as birth certificates, marriage cert., titles and deed paperwork, then you need to really consider the worst-case scenario and play it safe with a mini filing cabinet that can take the heat, literally.
Think of protecting your best interests in the case of the unthinkable, since fires are never planned to begin with. What would happen in the event that your home or office went up in a blaze? What would you wish you had protected in fireproof file cabinets? It may sound paranoid, but every person who's been devastated by fire has wished the same thing. "Oh, I wish I had kept the kids' pictures," or other cherished documents. Don't let that happen to you or your business.
"But I have my files in a sturdy, metal file cabinet already. It's safe." Sadly, you're likely wrong. Unless the cabinet has been specially engineered to prevent damage from fire, the internal temperatures of the file cabinet can likely exceed 350 F, at least up against the walls of the cabinet. At those temperatures, the chances of spontaneous combustion with the paper products, not to mention any electronic storage media contained therein (they're toast above 125 F), are very high.
OK, So I May Need OneBut What Features Should I Look For Before Buying?
Fireproof filing cabinets come with a specially engineered fire rating, as mentioned above. There are different fire ratings depending on what your needs are, and what you store inside the cabinets. If you store any data files or electronic media such as CD-ROMs or portable, external hard drives, or thumb drives, then you'll need the highest UL fire rating for a fire safe file cabinet. That is, the rating should be set for 125, which stands for the internal temperature maximum, and you ought to get fireproof file cabinets that have a decent burn time.
You'll do well to talk with your insurance agent on the subject, since you will also likely get a break on your premium if you take this extra step to protect your important files and data assets. Rather than going top of the line and buying the highest rated fireproof filing cabinets you can, consider the following.
How integral are these documents to your business or your life in general? If you already have a filing system, you may simply buy a fire safe file cabinet or two and reserve them to protect your most important documents.
How quickly can the fire department reach you? This sounds a bit obtuse, but consider this especially if you live outside of town or in an area where there isn't easy access to firefighting equipment and responders. The more remote your location, or the further you are from a fire station, the higher of a fire rating you want. By that is meant, a 1, 2 or 3-hour rating. This is the rating given with your cabinets that tells you how long the internal temperatures remain at a safe level in the event of a fire.
The better styles of fireproof file cabinets release a liquid upon extreme heat. This liquid is what gives the cabinet a better fire rating. One very important feature that can't be over-stated: is the fire safe file cabinet you're looking at rated as being water proof? That's a very important feature to consider, since fire suppression systems and firemen use plenty of water to douse most fires, you don't want your files to be protected from the heat on the one hand, but soaking wet and water-damaged on the other hand. It seems silly, but be sure that your manufacturer lays that out explicitly before buying.
Another tip is to consider floor space. You can find plenty of fireproof file cabinets that are designed to go under a desk or in a closet, and some even can fit inside a closet or behind a wall if you're really trying to conserve space. The smaller models can even sit atop the larger ones, just be sure to check with the manufacturer's spec's. With various depths and widths and amount of drawers, finding the right style to fit your office or home shouldn't be a problem.
Two more considerations before you purchase fireproof file cabinets: you should be sure the warranty is at least 2-3 years for mechanical problems, and the better manufacturers will back their product with a lifetime or limited lifetime warranty. When you spend the money to upgrade to fireproof filing cabinets, you should get your money's worth and stick to reputable distributors and manufacturers. Look them up with the Better Business Bureau, and other consumer reporting agencies.
The final tip before you purchase, is to be sure that, if you decide to save money and buy used, your dealer isn't selling you a product that's been through a fire and simply re-painted. Even if the fire safe file cabinet seems decent on the outside, the fireproof mechanism will have been expended, and is now simply a file cabinet. Consider that before you buy a used fireproof cabinet.
Styles of Fireproof File Cabinets
With different business models and office or home space, various styles and formats of fireproof filing cabinets are made to suit. There is the traditional, vertical file system that comes in a 2, 3 and 4-drawer format. These will protect your hanging file system, and they also come with various burn ratings. You can buy a 1, 2 or 3 hour burn classification, depending on your level of security and of course your budget. With the reputable companies (such as Schwab Corp. and FireKing), you will be buying from companies that offer lifetime and limited lifetime warranties.
For medical records or legal records, there are also the lateral filing cabinets, which are great for being placed underneath a countertop or desktop, saving plenty of floor space. There are fireproof cabinets that are made to hold cards, notes and checks, and they come in depths of 22" to 31" depths. If you are limited on space, there are various fireproof file cabinets that come in sizes to fit in a cubicle, under a desk, or even inside an existing cabinet.
If you have need for a fire safe file cabinet that includes biometric locks, there are manufacturers out there providing such technology, or you can contact a reputable locksmith and retro-fit existing file cabinets with such a lock. You can have all or some of the drawers lock, in a variety of locking mechanisms.
Fire safe file cabinet styles also include a "mixed media" approach, so you can have a file cabinet that looks run of the mill, but behind the top drawer is a safe to store your valuables. Mixed media cabinets can also serve the dual function of protecting your data files and electronic storage media from temperatures of 125 F or greater, just be sure the fire rating reflects that information for insurance purposes.
