Types of Filing Systems and Accessories
Lever Arch Files
Lever arch files are the workhorse of South African record keeping, with larger models capable of holding roughly 500 sheets in a rigid spine that stands upright on a shelf. A4 lever arch files suit invoices, HR records, policy documents and any paper file that gets opened and refiled often. Choose board or polypropylene covers depending on how much handling the file takes.
Ring Binders
A ring binder holds fewer sheets than a lever arch file but opens flat, which suits training manuals and reference sets. Pick 2-ring for light use and 4-ring for heavier files.
Folders & Pocket Files
Folders and pocket files hold loose paperwork without punching, which suits documents that move between people or need to stay in their original order. Use a pocket file for job cards, quotes and handover packs that are opened often but never archived.
Document Wallets
A document wallet closes on three sides, so nothing slips out in transit between offices, sites or clients. Choose A4 plastic folders in this style when paperwork travels.
Punched Pocket Files
Punched pocket files slot into a ring binder and protect sheets from creasing, fingerprints and spills without punching the page itself. They suit price lists, method statements, safety notices and reference documents that are handled every day.
Hanging Suspension Files
Suspension files hang from rails inside a cabinet or crate, keeping records upright and quick to flick through. Choose this format when a department shares one filing system.
Concertina Files
A concertina file separates one subject into labelled sections without a cabinet, which suits tax records and month-end paperwork. Keep one on a desk for documents sorted by date.
Optiplan Filing System
Optiplan filing files, containers and accessories work as one lateral system for cabinets and shelving. Specify Optiplan where filing must scale across a department rather than sit on desks.
How to Choose the Right Filing System
Match the Format to How Often You Open It
Files opened weekly belong in lever arch files or suspension files, while compliance records can go into concertina files or storage boxes. Matching format to frequency saves shelf space and handling time.
Check Capacity Before You Buy
A lever arch file holds around 500 sheets, while a 2-ring binder holds less and a document wallet is meant for short sets. Overfilling any file folder splits the spine and tears pages at the punch holes.
Decide Between Board and Plastic
Board files cost less and suit archive storage on a shelf, while polypropylene covers and A4 plastic folders stand up to handling, damp and transport. Choose plastic for site files, vehicle paperwork and anything that leaves the office, and board for records that stay put.
Buy Singles or by the Box
A single file suits a home study or one new client, while boxes of 10 lower the cost per unit for schools and finance teams. One colour and size across a shelf also makes records faster to find.
Frequently Asked Questions
How many sheets does an A4 lever arch file hold?
Capacity depends on the file's spine width and mechanism, but larger A4 lever arch files can hold around 500 sheets of 80gsm paper. Check the individual product specifications before ordering for high-volume filing.
What is the difference between a lever arch file and a ring binder?
A lever arch file uses a lever mechanism and holds around 500 sheets upright on a shelf, which suits high-volume filing. A ring binder holds less, opens flat and suits manuals and reference sets you page through.
Should I use a document wallet or a pocket file?
Use a document wallet when paperwork travels, because it closes on three sides and holds a set together. Use a pocket file for documents that stay in the office but get handed between colleagues quickly.
How much do lever arch files and ring binders cost?
Prices depend on cover material, ring size and whether you buy singles or boxes, with board files costing less than polypropylene. At Waltons you can compare prices online, check live stock availability and order the quantity your filing system needs.
What filing accessories do I need alongside files and folders?
Add dividers, index tabs, labels and a paper punch so records stay sorted and easy to find inside each binder. Spine labels are worth the effort on archive files, because a clearly marked shelf saves time every time someone goes looking for a document.
Buying for your business? Order filing systems alongside printer paper, ink and toner, storage boxes, desk essentials and office machines in one place. Enjoy free delivery on orders over R500, same-day delivery through our @speed service in selected areas, or Click & Collect from more than 60 Waltons stores nationwide.
