Metal filing cabinets are a staple in many offices and organizations thanks to their durability, security, and practicality for storing documents and files. A key feature of metal filing cabinets is their ability to lock, providing an extra layer of security and preventing unauthorized access to sensitive contents. There are several types of locking mechanisms used on metal filing cabinets, each with their own advantages. Understanding how these locks work can help you choose the right cabinet for your needs and properly secure what’s inside.
Common Lock Types
There are three main types of locks used on metal filing cabinets:
Key Locks
Key locks are the most basic type of lock used on metal filing cabinets. They consist of a keyhole into which a physical key is inserted and turned to lock and unlock the cabinet.
Key locks are simple and convenient to use. The key can usually lock and unlock all drawers in the cabinet. However, the security they provide is limited since duplicate keys can be made or keys can be lost, leaving the cabinet vulnerable. Key locks are best suited for lower-security environments.
Combination Locks
Combination locks provide enhanced security over key locks. Rather than using a physical key, combination locks require entering a numeric code to unlock the cabinet.
Combination locks offer a few advantages. There is no physical key that can be lost or stolen. The code is difficult for unauthorized people to guess or crack through trial and error alone. Each drawer usually has its own unique code for added security.
However, combination locks can present some hassles. Users have to memorize or securely store the code. If the code is forgotten, the cabinet may need to be broken into. Entering longer, more complex codes also takes more time and effort when accessing the cabinet frequently.
Electronic Locks
Electronic locks take cabinet security to the highest level. These locks use keypads, scanners, or even biometrics like fingerprints to control access.
Electronic locks are very difficult for unauthorized people to bypass. Features like timed access, logged entry records, and temporary codes provide extensive control over cabinet access. Different drawers can be programmed with unique codes.
The downsides of electronic locks include their higher upfront cost and greater likelihood of technical malfunctions over time. Without power, the electronic lock will not disengage. More complex settings may require professional installation and configuration.
Lock Location
In addition to the lock type, the location of the locking mechanism on a metal filing cabinet is also important to consider:
- Individual drawer locks – Each drawer has its own lock. This allows for setting different access levels for each drawer. However, individual locks can be inconvenient if you need to access multiple drawers regularly.
- Central lock bar – A central lock bar spans the width of the cabinet. Locking it engages pins that secure every drawer. This makes unlocking all drawers at once quick and simple. But it limits the ability to lock drawers individually.
- Both central lock and individual locks – Some cabinets include both options, providing the versatility to lock drawers both centrally and individually. Naturally, this increases cost and complexity.
Lock Design Factors
Several other factors related to the lock design impact the security of a metal filing cabinet:
- Number of pins – More locking pins makes the lock physically harder to pick and defeat. At least four is recommended for sufficient strength.
- Gauge rating – This indicates the thickness of the metal in the lock housing. Higher gauges like 16 or 18 gauge provide enhanced pry resistance.
- Lock locations – Placing the locks inside deeper recesses with small access points prevents tools or objects from reaching the keyhole to tamper with the lock.
- Exterior housings – Housings made from tough materials like steel offer further protection for the locking mechanism against brute force.
Choosing Cabinet Locks
With all of these lock options and design factors, choosing locks for your metal filing cabinet may seem complicated. Here are some tips to pick the right locks:
- Assess your security risks – Consider potential threats like theft, vandalism, or unauthorized access to guide lock selection. More valuables or sensitive items warrant stronger locks.
- Balance security with convenience – The most secure electronic locks tend to require more time and effort to open. Offices that access files constantly may prefer quicker key or combo locks.
- Standardize locks when possible – Using the same lock types, locations, and codes on all cabinets simplifies maintenance and security management.
- Select durable reputable brands – Opt for established lock brands like Sargent & Greenleaf, Schlage, or Kaba that are known for quality in the lock industry.
- Check certifications – Locks certified to standards like UL 768 Group 2 High Security offer validated pick and drill resistance.
By carefully choosing locks suited for your specific filing needs and environment, you can enjoy robust security and optimized convenience. Always inspect locks regularly and replace them at the first sign of malfunction or wear for lasting protection. Proper locking practices by staff are also critical.
Locking a Metal Filing Cabinet
While high-quality locks are essential, properly engaging the locks also matters. Here are some best practices for securely locking metal filing cabinets:
Close All Drawers
Prior to locking the cabinet, close all drawers fully. The locking mechanism is designed and aligned to operate correctly only when all drawers are closed. Leaving a drawer even slightly ajar can jeopardize the integrity of the lock.
Check for Obstructions
Before turning the key or entering the combination, give drawers a quick double check to ensure no items are obstructing them from closing fully. Remove any items blocking drawers.
Engage the Locking Mechanism
Use the key or enter the combination and complete the full motion or sequence required to engage the locking mechanism. Tug gently on drawers to verify the locks are engaged. Locks may not be fully engaged if the motion is not completed.
Store Keys Securely
Never leave keys unattended near or on top of the cabinet. Lock keys away securely out of sight and access of others. For electronic locks, carefully control access to codes and change them periodically.
Vary Lock Locations
If using individual drawer locks, make a habit of locking different random drawers each time rather than the same ones. This adds complexity that hampers attempts to pick the lock.
By adhering to good practices and protocols for cabinet locking, you can maximize your protection against break-ins.
Improving Security
While high-quality locks provide the foundation for securing filing cabinets, additional measures can make tampering even harder:
Use Locking File Bars
Install locking file bars horizontally across drawers to block the drawers themselves from opening, even if the lock is compromised. Locking bars engage into the cabinet frame.
Bolt Cabinets Together
Bolting filing cabinets together makes them harder to lift and remove from the premises if someone attempts to steal the whole cabinet.
Bolt Cabinets to Floors/Walls
For the ultimate anti-theft protection, bolt cabinets to the floor, wall, or both. Securing to the building structure with concealed floor and wall brackets deters thieves.
Store Off-Site
If extremely critical documents need safeguarding, storing cabinets in an off-site secure location like a bank vault mitigates local security risks. This also protects files in the event of disasters on-site.
Install Alarm Systems
Fitting cabinets with alarm contact switches activates an alarm if the drawers are opened without disarming the alarm first through the proper code or sequence. Sophisticated alarms even notify security providers.
Video Monitoring
Positioning cabinets within view of security surveillance cameras enhances oversight and deters unauthorized activity. Avoid positioning cabinets near exits or corners.
Unauthorized Access Prevention
While locks primarily prevent unauthorized file access outside of work hours, additional measures can also stop unapproved access during work hours:
Limited Key Duplication
Only allow making duplicate keys from official authorized sources. Never label keys with the corresponding cabinet numbers or location.
Restrict Key Access
Issue keys or lock combos only to select staff that need cabinet access. Keep combinations confidential and use unique ones for each cabinet and drawer. Require key return upon termination.
Knockout Key Systems
Numbered knockout keys track who accesses cabinets by requiring users to remove their assigned key from the block when accessing. Removed keys signal who is responsible.
Entry Logs
Mandate logging cabinet access including date, name, time, drawer(s), and purpose via logbooks. Periodically audit logs to detect any unauthorized or suspicious access.
Temporary Access Cards
Require staff to check out temporary access cards from security to unlock cabinets for each use period. Cards limit access to set times and can be tracked.
Whenever locks or access protocols are changed, immediately replace all existing keys and communicate the changes. Consistently enforcing strong access control measures curtails unsanctioned file use.
Maintaining Locks
Proper maintenance ensures filing cabinet locks continue operating optimally:
- Lubricate lock components per the manufacturer’s recommendations, using lubricants specified for the lock material.
- Routinely inspect locks for signs of visible damage or loosening that could allow tampering or malfunction.
- Replace lock cylinders and keys if a key is lost, keeping the replacement ratio of new to old keys adequate.
- Hire a professional locksmith annually to inspect locks and implement any upgrades to security features or hardware.
- Update locks to newer high-security models if vulnerabilities are found with existing locks, or after a set period of 5-7 years.
With consistent lock inspections, replacements, and maintenance as needed, metal filing cabinets can maintain the highest level of security and protection for sensitive documents and valuables. Investing in robust locks and sound locking practices provides vital defense against unauthorized entry.
Frequently Asked Questions About Metal Filing Cabinet Locks
There are many common questions people have about the locks used to secure metal filing cabinets. Here are answers to some of the top frequently asked questions:
How easy is it to pick filing cabinet locks?
It requires moderate skill to pick basic key locks on filing cabinets, but can be achieved in 1-2 minutes with proper pick tools. Combination and high-security locks are more difficult, taking 10+ minutes for skilled pickers. Electronic locks are very challenging to pick without the codes or credentials.
Can I mount a padlock on the filing cabinet?
Yes, you can add a padlock to the locking mechanism or bars for extra security. Be sure the padlock aligns properly so the shackle cannot be slipped off. High-quality, hardened steel padlocks are recommended over lightweight versions.
What should I do if my filing cabinet keys are lost/stolen?
Immediately rekey or replace the locking cylinders to ensure security with new keys. Search thoroughly for keys before assuming loss, then promptly report lost keys so unauthorized use can be prevented.
Why won’t my combination lock open the file cabinet?
If you are certain the combination is correct, the lock may be faulty and need replacement. Combination locks can also get stuck over time due to wear or damaged components. Try gently wiggling while entering the combination.
Can electronic locks on filing cabinets be hacked?
Basic keypad electronic locks are vulnerable if model/brand specifics can be ascertained to determine bypass methods. More advanced locks with encrypted codes that change dynamically are far more hack-resistant through electronic means.
How do I reset the combination on my filing cabinet lock?
Combination locks have reset procedures, often by using a special sequence with the existing combination, or via a reset lever/button. Check the product manual or contact the lock manufacturer for your specific model’s reset method.
Properly functioning locks and keeping cabinet keys controlled are critical to prevent unauthorized access and maintain security. Following best practices for lock types, combinations, and maintenance keeps your filing cabinets and their contents secure.
Conclusion
Metal filing cabinets provide sturdy and organized document storage. But their most crucial feature is the ability to lock securely and prevent unauthorized access to sensitive contents. Choosing the right lock type and design for your specific security needs ensures your cabinets provide robust protection against intruders.
Key locks offer simplicity and convenience. Combination locks provide enhanced confidentiality through coded access. Electronic locks take cabinet security to the highest level through features like biometrics. Where locks are located, number of locking points, strength ratings, and durability also factor into overall cabinet security.
Properly engaging locks, restricting access to keys and combinations, bolting cabinets in place, alarming them, and maintaining the locks in peak condition provides multilayered security. Following best practices for cabinet lock use, replacement, and upgrades enables long-term, maximum document protection so you can confidently store critical files in your locked metal filing cabinets.