Open shelving or compact shelving? An archive shelf selection guide

Open shelving is low-cost and movable; compact shelving closes up on rails to give the highest density per square metre, but costs about 5 times as much as open shelving. Which one is suitable is determined by the organisation’s structure, how it operates and where the storage room is located.

When is open shelving preferred?

Open shelving is the most commonly chosen option. It is low-cost, can be adapted to different spaces and is movable. It must always be used together with archive boxes to protect the documents; shelving without boxes leaves documents defenceless against dust, light and humidity.

When is compact shelving preferred?

Compact shelving is suitable for storage rooms where space is limited and the volume of documents is high. Thanks to its rail structure, the shelves close up side by side, the number of aisles falls and the highest density per square metre is achieved. Because of its weight, it is essential to assess the structural condition of the building before installation.

How do open shelving and compact shelving compare?

• Cost: Open shelving is low-cost; compact shelving is about 5 times more expensive.
• Space efficiency: Compact shelving gives the highest density per square metre.
• Flexibility: Open shelving is movable and can be adapted to different spaces.
• Structural requirement: For compact shelving, the structural condition of the building must be assessed beforehand.

What archive materials are needed besides shelving?

• Archive box: Protects against sunlight, humidity, dust, micro-organisms and pests; minimises damage in disasters.
• Map cabinets: Maps and plans smaller than 1.50 × 1.21 m are stored on vertical hangers, and larger ones in horizontal drawers without folding.
• Steel cabinets: Lockable; suitable for confidential document groups in small office archives.
• Folder column: Offers an aesthetic, space-saving solution for standard folders in offices.
• Colour-coded system: Ensures the order of case files and that they are put in the right place.

How do we make the right choice?

The choice is made by evaluating the dimensions of the storage room, the volume of documents, the frequency of access and the budget together. Within our consultancy service, we determine the most suitable option for your organisation among open, closed or compact shelving. For all materials, see archive consumables; for the organisation process, see the physical archive organisation guide.

Frequently asked questions

Can compact shelving be installed in any building?

No. Because of its weight, the structural condition of the building must be assessed before installation.

Do I need to use archive boxes with open shelving?

Yes. Open shelving should be used together with archive boxes; the box protects documents against sunlight, humidity, dust and pests.

Where should you start with your archive?

If you are not sure which step to begin with, we start the first meeting with a feasibility study and an inventory. The digital archive assessment and the initial meeting are free of charge; you can fill in the form on the contact page or call +90 (212) 588 51 44.