The first step in designing and planning shelving systems consists of making a precise plan detailing the shape, dimensions and any special features of the room. Note:

• Corners.
• Location of doors and windows.
• Accessibility to the room.
• Equipment: pillars, posts, ventilation ducts, sight holes, lighting, radiators etc.
• Ceiling height.
• Etc.

Precautions required:

1. Floor evenness
2. Floor load
3. Wall lining systems

A detailed analysis of all the factors affecting good information management is essential when designing an effective storage solution. Among other things, the planner must identify the customer’s operating methods and organisational strategy.

Based on this amassed data, a storage solution suitable for the specific needs of each company can be developed. The filing approach must be supported by a study of the current and future situation of the company regarding:

• Building constraints
• Requirements of the organisation
• User needs
• Information Media

The more frequently a document is referred to, the closer it must be located to the user. The larger the number of users of a document, the more centralised the storage location must be, so that the document is accessible to all those who need it. The frequency of use and the number of users are determining factors when locating documents in relation to the workers.

There are three types of document location:

• Individual or shared storage
• Group Storage
• Archive storage