Facilities Management Case Studies

Space Saving Easi File Improves Efficiency

Whether as an investment or an existing floor plan, space may well be the final frontier. To free more working space in a bustling Los Angeles office, one facility manager introduced a new filing and storage system that not only saved space, it improved filing efficiency and streamlined document retrieval in one of the busiest investment property offices in southern California.

Amy Martin, owner of Universal Property Investments, identified improvements that needed to be made in the office. “Our building really stands out. It has a very modern, very ‘today’ kind of look,” said Martin, “and we wanted the interior to work as well.”

A single vertical Easi File storage unit has the capacity to hold the same number of documents as three 5-drawer flat files, all the while taking up nearly 75 percent less floor space. (as shown)

“We looked at our working area, our common areas, the general floor plan and the ergonomic factors we needed to incorporate into the floor plan to make sure the filing system worked well for everyone,” she explained. Martin considered a variety of alternatives to conserve working space and turned to Easi File

Martin first learned about the space-saving filing and storage system while attending a trade show in Las Vegas last year. “From their detailed product information, we determined the best configuration for our needs. We purchased a vertical file. It greatly reduced the amount of space we were using for filing. Now we can file the same number of blueprints and maps in less than half the space,” said Martin.

“Space saving was a major consideration in selecting the system,” she added. “The compact filing system not only stores more of the documents we use on a day to day basis, but it also improves our filing efficiency.” This growing trend is driving a significant increase in sales of Easi File document storage systems to offices nationwide.

“Sales have increased significantly over the past year,” said Brad Barrett, president of the Irvine, California-based storage and filing systems company. “It’s all because of the need to conserve space while efficiently keeping more records.”

On average, it takes mere seconds to find and retrieve
documents using the Easi File system.

Mr. Barrett explained, “Traditional filing and storage systems were designed for letter or legal-size documents. Through the years, large drawings, maps and charts have been stored in flat files or pigeon holes. However,” he explained, “one Easi File vertical file holds the same number of documents as three 5-drawer flat files, and requires 75 percent less space. “Plus,” he continued, “users find that they can save an average of 68 percent in the time it takes to retrieve and store drawings,” he added.

Improving efficiency was also a primary concern for Martin. “Filing took too much time, because when you needed to get to the bottom drawing, you had to go through every other layout. It was even harder to put everything back where it was.”

Martin continued, “Easi File saves us a lot of time and keeps everything organized. Everything is accessible, easy to get to and very well protected,” she said. “The system offers us greater protection for our documents. They can be safely stored on hanger strips, which eliminates the need to touch them. We can even give the special documents added protection by using the Pro-One protective envelope, which easily slides in and out of the cabinets,” said Martin.

“Without a doubt, this system is an efficient and ergonomically friendly filing and storage system, said Martin. “The vertical cabinets are the perfect solution for storing our maps, property diagrams, architectural documents, and pretty much any other document imaginable. The files hold anything from 11 inches up to 6 feet in size, and this system is highly versatile. Units can be configured to suit our specific filing needs. Plus, with the steel welded construction, these cabinets are built to last.”

“By transferring files into a compact, smaller footprint, we were able to free up a great deal of space. Our one vertical file stores the same number of documents as three 5-drawer flat files and takes less space. We transferred all of the blueprints and floor plans into the new system with room to spare. Because it has a smaller footprint than our old filing system, it saves us a lot of working space,” she said.

“We’re very pleased with Easi File,” said Amy. “It’s extremely easy to use because it’s much easier to look for specific blueprints and refer to documents quickly,” she explained. “And we save time retrieving and storing our drawings.”

For Amy, the accessibility and design set Easi File apart from other storage methods. “I can’t get over how easy it is to use,” she said. “I find it to be much easier to look up specific blueprints and refer to documents quickly.” This is no surprise, considering the Easi File system takes an average time of 10 seconds to retrieve documents.

Transport large documents neatly, safely and conveniently with The Easi File Easi Carrier. The Easi Carrier is the efficient, professional way to transport blueprints, schematics, maps and artwork.

“The files are extremely versatile,” said Amy. “Almost any size and type of document or material may be stored in sequence including plans, maps, film, artwork and digital media. Easi Files offer identification and color coded accessories to make locating and sorting much faster. Dividers separate projects for further organization. All of the cabinets are fitted with a lock for additional security. With the security, document protection, savings in space and improved efficiency, Easi File practically pays for itself,” she added.

“As furniture, it’s really nice too, because it’s a good design. It’s aesthetically pleasing and ergonomically sound. The modular design takes into consideration the future and how our office needs may change. Easi Files make the office more functional, productive, aesthetically pleasing and best of all save time, money and space. We’re happy with our new Easi File system…it does what it says.” You might say it was an ‘Easi’ choice.”

Easi File manufactures the world’s most efficient and ergonomically friendly filing and storage systems. Headquartered in Irvine, California, Easi File is a major provider of vertical steel filing cabinets in a variety of configurations, styles, and all accessories to meet individual needs. Industrial, Commercial and Federal Government (GSA) Supplier.