Precautions for using filing cabinets

Precautions for using filing cabinets

Precautions for using filing cabinets

From the perspective of external factors affecting the lifespan of archives, unsuitable temperature and humidity, light, dust, sunlight, mold, water, fire, and mechanical wear can all damage archives. Therefore, it is necessary to equip archives with suitable mobile shelving equipment for safe storage and take measures to meet the technical requirements for archive protection, including temperature and humidity control, light protection, fire prevention, theft prevention, and protection against harmful organisms. The following points should generally be noted when using mobile shelving.

fire prevention

Fire is a direct hazard that can cause significant damage to archives. Therefore, archive storage facilities must take necessary protective measures to meet fire safety requirements. Flammable materials, such as ordinary wood and plastics, should not be used in the decoration and furnishing of archive storage facilities. Instead, fire-resistant and flame-retardant materials should be used, such as fire-resistant doors, fire-resistant curtains, and wiring. Essential fire-fighting equipment, such as fire extinguishers, should also be provided, and companies with the resources may also install fire alarm systems.

Anti-theft

Anti-theft measures are necessary to prevent human-caused damage to archives. Installing appropriate anti-theft facilities, and companies with the resources, can adopt electronic monitoring and alarm systems to ensure the safe storage of archives.

Light protection

Ultraviolet radiation from sunlight has a significant direct damaging effect on the cellulose and lignin in paper, reducing its strength. Therefore, filing cabinets and similar equipment should be placed in areas away from direct sunlight. If this is difficult to avoid, hanging sunshades can be used to prevent light from shining on the files, and prolonged exposure to direct light from lamps should also be avoided as much as possible.

Anti-mildew

In hot and humid environments, archives are highly susceptible to mold growth. Once mold grows on archives, it is very difficult to remove, and mold that penetrates the paper can reduce its durability within a few days. Therefore, the environment in which archives are stored in mobile shelving should be well-ventilated. If mold is found on archives, it can be wiped away with a soft brush or dry cloth dipped in formalin or alcohol, and then allowed to air dry.

pest control

Once archives are infested with insects, they can become riddled with holes and beyond repair. Prevention methods include maintaining good air circulation and keeping archive rooms, mobile filing cabinets, and filing shelves clean and dry. Newly added archives to mobile filing cabinets should be rigorously inspected; any found to be infested with insects must be treated to kill the pests before being placed in the cabinets. Archives already in mobile filing cabinets should be inspected regularly. Any insect infestations should be treated promptly. For effective pest control, specialized insecticides for archives can be placed in the mobile filing cabinets.

dust-proof

Dust can rub against and damage the fibers of archival paper, making the writing and lines illegible. Some dust, such as baking soda and cement, is acidic or alkaline and has a strong corrosive effect on archives. Dust also provides cover for the growth and reproduction of microorganisms and spreads various molds. Therefore, dust prevention is essential for protecting archives. The archive room should be cleaned regularly, and the filing cabinets should be cleaned to prevent dust from contaminating the archives.

High temperature and moisture protection

Archives are most susceptible to mold and insect infestation in hot and humid environments. Where possible, storage facilities should not be located on the top floor of a building or in west-facing rooms exposed to the afternoon sun. The temperature and humidity of the storage facility must be monitored frequently to maintain them within a defined range. To maintain optimal temperature and humidity conditions, two methods are generally used: natural regulation and mechanical control. Natural regulation primarily involves using airtight insulation to prevent heat and moisture buildup, or regular ventilation to reduce temperature and humidity. Mechanical control utilizes electrical equipment such as air conditioners and dehumidifiers to regulate the temperature and humidity of the storage facility.

Prevent mechanical damage to archives

To prevent damage to archives, such as crumpling, folding, tearing, abrasion, and scratching, appropriate storage equipment should be used (generally including dedicated archive mobile shelving, archive room filing cabinets, manual archive mobile shelving, and intelligent archive mobile shelving). Furthermore, archives should be handled with care and gentle handling during use. Damaged archives that have already suffered mechanical damage can be repaired using methods such as mounting and copying.