Selecting Legal File Boxes Ideal for Your Firm’s Requirements

An Overview of Legal File Boxes

Legal file boxes come in a variety of sizes and are designed specifically to contain full legal-size documents and files. In general terms, a legal file box will be 15 inches wide and 10 inches deep and will be able to hold up to 2.4 cubic feet of files. Wide-style legal file boxes will be 12 inches deep and 18 inches wide. Legal file boxes are manufactured for easy insertion and removal of files. Some boxes have locking lids while others do not, and deeper boxes typically have reinforced lids. Some boxes have handles on the side, while others do not. The one constant among legal file boxes is that they are able to hold an entire file of legal size documents, but they can also be used for other types of files as well. Standard hanging folders will fit in legal filing boxes. For example, a legal hanging folder that contains standard, 11-by-8.5-inch documents will also work if the envelope or file in the hanging folder is an infinite 11-by-8.5-inch file. But for files that are legal in size-15 by 9 inches-the hanging folder is not going to work. For those instances, most legal file boxes will have a track that fits special legal hanging folders . The legal hanging folders also slide in and out of the box just like their letter-size counterpart, and have the same approximate quarter-inch height to the folder so it fits efficiently. Because hanging folders are only partially open, the interior of a file box also contains file folders. Though some file boxes do not offer interior file folders, most will have them. Historically, these file folders, which also have tabs, are legal or dark green. They are more durable than your everyday file folder because they are cut from heavy-duty cardboard that has been treated to resist water damage. Other file folders are constructed of colored ledger papers, which offer a bit of individuality while also providing the benefit of keeping files organized and separated. Perforation lines along the bottom of the file folders make for easy-sized alteration. If you need a shorter file folder, simply tear it off along the perforated line. If you should need a shorter folder, just tear it off along the perforated line. If you need a shorter folder, tear at the next perforated line to give you a file folder about a half-inch shorter than a letter-sized folder, at about 10.75 inches in length.

Advantages of Legal File Boxes

Legal file boxes offer a variety of advantages for anyone looking to simplify the organization of their files. Both at the personal and business level, the boxes are great for keeping documents organized while providing added protection.
The boxes are able to store a significant number of documents, giving the user a substantial amount of organizational space without taking up too much room in their office, home or car. For the active organizer, legal file boxes can even be used for storing loose folders of documents for periods of time, keeping them both organized and protected from harm.
Because of their size and portability, legal file boxes offer a safe alternative to storing documents in places like the trunk of a car, the glove compartment, or other spaces where security is always of concern. Security is an important factor for documents, particularly those of a legal nature. By storing these documents in a legal file box, the user can not only protect the documents from damage, but they can also do so without risking the document’s security.
When looking for file boxes for offices, legal file boxes are a great option for this exact reason. They can provide a safe place at the office for legal documents to be stored, but also have the same benefits that come with storing them at home or in the car.
The boxes are also highly portable, and can be stacked on top of each other to save space. When documents are stored in drawers, cabinet or boxes, they can make it difficult to find specific documents that are needed quickly. Legal boxes allow for easy labeling and reorganization so a certain box can easily be accessed whenever necessary. This is particularly beneficial for employees who travel frequently between locations and need to carry documents with them.
Finally, stacking legal file boxes allows for simple categorization of documents, which provides for easy access and reference when needed. This is especially important for business-level use, because of the frequent need for review of legal documents, accounts, contracts, and other information for clients and customers. By storing these boxes on shelves, filed or in cabinets, the user can instantly categorize these various documents and access them quickly. Organizing the boxes allows users to easily pack up and move files when necessary as well, reducing the need for extra trips during a move.
When looking for storage options for legal documents, consider using file boxes as a way of keeping the documents organized, accessible, and secure.

Essential Features of Legal File Boxes

When purchasing legal file boxes, there are a few key features that will help you ensure that the boxes you select are sturdy and will work well for your files. Some of the features that you should consider include: Material Legal file boxes are typically made out of cardboard or plastic. Cardboard boxes can fold away for easy storage, while plastic boxes may be more durable. That said, plastic boxes may end up becoming more expensive than cardboard if you need a large number of boxes. Durability With any type of file box, you will want something sturdy enough to hold the records inside while still being able to stack. Plastic boxes may be able to hold up more weight, while cardboard boxes are likely to break down before you would expect on long-term use. Lid Another thing to think about is whether the box has a lid and whether the lid slides over the side of the box or folds down over it. If the box is going to be in a less visible part of the office, it is probably fine to have the lid slide over the box. But if the boxes are going to be in an area where they can be seen, you may want the lid to fold down over the boxes for a neater appearance. Stackability If you are going to be stacking the boxes, you will want boxes that are specifically designed for stacking. Not all boxes are stackable, so if you are going to be using them that way, make sure to look for boxes that will not crush or buckle under the weight of additional boxes.

Preferred Materials for Legal File Boxes

Choosing the Right Legal File Boxes for Your Office Needs
Each type has its benefits and features and drawbacks. We’ve picked our favorite file box materials below, and listed them from least costly to most expensive.
Cardboard
Not much to say about cardboard file boxes. They’re quick and easy to obtain, folded and placed anywhere you need them, and serve their purpose well for short and medium term storage. Downsides include that they’re not water resistant, so a spilled drink could ruin your documents. Also, cardboard will lose its protective properties in very hot or cold situations as well, so fragile files should be kept in cases instead of boxes. Lastly, cheap cardboard boxes are weak, and can easily buckle or tear if transporting files.
Plastic
Plastic file boxes range in durability, size and capacity, and strength, but are they nearly always more durable than cardboard boxes. Plastic boxes stand-up to liquid, temperature changes, and are not going to buckle or tear. They can also be made in a variety of colors. Plastic boxes also have an added benefit: they don’t contain an acid that contains cardboard, which can damage or discolor your files over time.
Metal
Metal is the heaviest duty file box material. Metal boxes are typically used for archival purposes. Metal containers, like plastic boxes, are temperature change resistant and water resistant but are not chemically inert like plastic containers. The downside of using metal boxes is their cost, as they’re the more expensive than both plastic and cardboard file boxes.

How to Organize Files Efficiently in Legal File Boxes

When deciding how to use a legal file box, there are generally two schools of thought. Some prefer to keep it simple by filing files alphabetically or chronologically and others use court dates as a base as well as filing by privileges. The point is to keep it simple and avoid trying to file too much in one box.
I tend to favor the alphabetically ordered approach as I feel like it makes locating documents much easier . For corporate clients, I tend to file alphabetically according to letter or process such as loan or creation for instance, while personal clients may be filed according to credit or real estate for example. I would recommend using court dates as a guide only when filing by privilege. Using a few simple rules, you can successfully organize files in your legal boxes so that you have instant access to exactly what you need when you need it.

Legal File Boxes Compared to Digital & Cloud Based Storage Options

With the growing demand for everything to be digital these days, you may be questioning whether or not you actually need physical legal file boxes in your office. The pros and cons of each should be carefully considered before making a decision. File boxes allow you to keep hard copies of important cases and documents, accessible at all times during regular business hours. They also allow you to keep an archive of casework in a separate location for long-term storage. Digital storage takes up virtually no space and allows for unlimited storage, as long as you have the proper bandwidth for your network. Digital storage provides a level of convenience that is hard to match with physical boxes. You can access the box from anywhere with an internet connection or if your firm has a cloud server, anytime with the proper permissions and security clearance. It’s also much easier to search for relevant documents if you’ve named them properly and used a method to categorize them within the system. Boxed files on the other hand require you to go through stacks of physical boxes & papers to find what you are looking for. There are two schools of thought when it comes to the use of digital storage solutions. You either put everything online in a cloud-based system or keep only certain documents online, like briefs, personal information, and sensitive documents. The cloud-based solution allows you to collaborate with team members, send documents to clients, and share documents with outside legal teams connected to specific cases, as well as store an offsite backup for every case in a secure location. Document retention is something that more and more offices are struggling with as employees use their own devices to access office data, making it harder to keep track of what has been changed and by whom. Solutions are available to remedy this in digital storage solutions, but not in traditional file boxes. This is important to take into consideration when deciding whether to start moving everything online or not.

Protecting and Maintaining your Legal File Boxes

To ensure a longer, healthier life for your legal file boxes, you must develop the right maintenance and care protocols. As you are well aware, the documents that are stored in legal file boxes and bankers boxes can be confidential or sensitive in nature. That being said, it is imperative that you develop a strong defense plan for your file boxes. The following are best practices that will help maintain and protect legal file boxes:
Organized Storage
It seems rather obvious, but filing cabinets and boxes should be organized in a manner that makes it easy for you to access the documents inside. With this rule in mind, be sure to design a filing system that keeps like documents together.
Storage Location
Always be sure to keep your file boxes in a relatively cool, dry and moisture-free setting. If you are utilizing cardboard file boxes, keep them off the ground to prevent contact with moisture. When storing file boxes on shelves, be sure that they are sturdy as tall stacks of file boxes can easily topple over. On that note, always keep file boxes that are stored on the floor to the corners of the room (it’s recommended to keep them behind a locked cabinet).
Climate Control
Depending on the sensitivity of the contents, you may want to consider allocating a climate-controlled area for legal file boxes. These areas typically offer ultraviolet light protection, temperature and humidity control and water protection.
Water Damage and Mold
Although you cannot always prevent water damage to legal file boxes, you can take steps to minimize the risk of mold. Use silica gel packets in your file boxes. Silica gel can absorb up to 40% of its weight in moisture. It is important to be aware of your humidity levels and to replace silica gel packets regularly. You may also want to look into utilizing silica gel canisters. These larger canisters can absorb more humidity than packets, and you can reactivate them by placing them in the oven at low temperature.
The Better Business Bureau recommends using commercial file boxes or bankers boxes with the highest archival quality that are chemically inert and 100% recyclable for the best protection.

Eco- Friendly and Sustainable Options for Legal File Boxes

Law offices are feeling the pressure to make smarter, environmentally-friendly choices in their supply purchasing and storage systems. Fortunately, there are sustainable and eco-friendly options available for all your legal filing needs. For example, choose 100% recycled content paper boxes, such as those made from post-consumer waste. These boxes also keep plastic out of landfills and produce fewer carbon emissions than new paper boxes. Businesses can also use sustainable boxes made from sturdy, renewable materials such as hemp, for zero-carbon hand made boxes. Legal file boxes can also be made from non-polluting biodegradable wheat straw pulp and non-toxic paper pulp . These boxes are made from non-toxic chemical, bleach, and acid-free products to keep hazardous chemicals out of the atmosphere as they decompose.
Businesses can also choose to buy boxes that are certified by the Forest Stewardship Council, which ensures wooden boxes are sustainably harvested and made from trees that have been grown, located, and harvested well. These boxes also keep more trees standing by using recycled wood chips and sawdust to make new boxes.
Finally, businesses can save money by selecting document box storage systems that are easy to recycle or reuse. For example, buying boxes that can be nested or stacked can minimize storage space and can facilitate moving to a secured storage facility or shredding center.