Conserve O Gram 4/1d: Museum Storage Flat Files

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For more information, see COG 4/1: Selecting Museum Storage Furniture: An Overview.

This Conserve O Gram (COG) details the various types of museum storage flat files that meet best practices in the museum profession. For retrofitting existing storage, see additional COGs in Series 4: Museum Collections Storage.

Museum storage flat files provide protection from dust and particulates, light, and pests. They are ideal for storing oversized archival items and other two-dimensional (2D) collection objects such as maps, blueprints, drawings, or artwork. Flat files come in standard sizes but can be customized to suit most collections needs.

General Pros and Cons

Pros

  • Flat file units are stackable and make efficient use of vertical space.

  • Their tops can serve as temporary work surfaces, facilitating access to collections. Tops should never be used as storage.

  • Visual flat files can showcase some collections, including certain three-dimensional (3D) objects, reducing handling.

Cons

  • It is easy to overfill drawers, making collections access difficult and unsafe.

  • Many commercially available options are not of museum-quality construction and may need to be adapted or retrofitted to meet the collections’ needs.

Considerations When Choosing Flat Files

A grouping of gray and beige flat file stacks.
Figure 1: Flat files. (NPS Photo)

Drawer Suppressors

An open flat file drawer with a red circle showing a drawer suppressor inside.
Figure 2: A drawer suppressor (circled in red) in a flat file drawer. (NPS Photo)

  • Purchase flat files without drawer suppressors, if possible, or remove them if present. These internal accessories are intended to hold materials in place but are not suitable for use with museum collections as they can compress, crease, or otherwise cause physical damage to objects.

Rear Drawer Hoods

An open flat file drawer with a red circle pointing out the rear drawer hood.
Figure 3: Rear drawer hood (circled in red) at back of drawer. (NPS Photo)

  • Rear drawer hoods are commonly found on the backs of flat file drawers and secure contents, preventing objects from sliding out of the back of the drawer.

  • Be cognizant of these hoods when loading or accessing objects in flat file drawers. Don’t overfill a drawer; ensure that all collection objects fit below the rear drawer hood.

Drawer Track Mechanisms

Interior of a flat file drawer showing the track mechanism.
Figure 4: Flat file drawer track mechanism showing degrading paint on the wheel. (NPS Photo)

  • Select flat files with wheeled track mechanisms or ball-bearing suspension extensions. Track mechanisms should operate smoothly when accessing objects to minimize vibrations.

  • Ensure drawers have a track stop mechanism to minimize the risk of unintentionally pulling a drawer completely out of the flat file unit.

  • Choose unpainted metal track mechanisms to prevent degrading paint debris from falling into drawers, impeding smooth operation.

Locking Options

  • Purchase flat files with or without locking mechanisms based on the needs of the collection. Locking mechanisms can secure each individual drawer or lock all drawers in the unit simultaneously.

Installation Concerns

Close up of a flat file stack showing stacking rims between the units.
Figure 5: Stacking rims between flat file units. (NPS Photo)

  • Anchor flat file units as appropriate to ensure the safety of both objects and personnel.

  • Can be stacked one on top of another. Follow manufacturer’s maximum load and height specifications for both flat file units and bases. Use stacking rims between flat file units for additional stability.

  • Use metal bases/risers to raise flat files 6” off the floor to facilitate housekeeping and prevent against water intrusion.

Flat File Types

Standard Flat Files

A stack of standard flat file units on a wheeled base.
Figure 6: Standard flat files. (NPS Photo)

Standard flat files are available in multiple sizes and can accommodate a variety of 2D objects. Choose a flat file large enough to accommodate the largest of the objects that will be stored.

Visual Flat Files

White flat file units with the top drawers pulled out to show the WPA posters inside.
Figure 7: Visual flat files. (NPS Photo)

Visual flat files typically have deeper drawers, each of which has a glass viewing top. They may be used to store 2D objects or 3D objects, such as costumes or uniform components and accoutrements.

Oversized/Custom

Very large white flat file set into a wooden cabinet.
Figure 8: Custom-ordered, oversized flat files. (Photo courtesy of Amanda Cooper, Missouri Historical Society Library and Research Center)

Oversized flat files and flat files with custom dimensions may be purchased to suit most collection needs.

Anne Ennes, Textile Conservator
Shay Henrion, Registrar and Conserve O Gram Editor
Casey Oehler, Museum Curator
Museum Conservation and Collections
Harpers Ferry Center, National Park Service

Formerly issued as Conserve O Gram 4/1
Don Cumberland, Jr. (1993), Museum Specialist
National Park Service

The Conserve O Gram series is published as a reference on collections management and curatorial issues. Mention of a product, a manufacturer, or a supplier by name in this publication does not constitute an endorsement of that product or supplier by the National Park Service. Sources named are not all inclusive. It is suggested that readers also seek alternative product and vendor information to assess the full range of available supplies and equipment.

The series is available on the National Park Service Museum Management Program's website.

Last updated: July 8, 2026

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