If you’ve ever tried to store a large-format drawing or historical map, you know the struggle. Roll it up, and it eventually refuses to lie flat again: permanently curled like it’s auditioning for a paper tube commercial. Fold it, and you’re asking for creases, tears, and a conservation nightmare. For architects, local councils, museums, and galleries managing collections of blueprints, technical drawings, or heritage maps, improper storage isn’t just annoying: it can destroy irreplaceable documents.

The good news? There’s a better way. Let’s talk about plan chests, vertical filing systems, and the best practices that keep your large-format materials in pristine condition for decades to come.

The Problem With Rolling and Folding

Rolling seems like the obvious solution when you’re dealing with A0 or A1-sized plans. But here’s what happens: the fibres in the paper develop a “memory” of being curved. Over time, that rolled document refuses to flatten out, making it difficult to view, scan, or display. You end up fighting with curling corners every time you need to reference it.

Folding is even worse. Every crease is a weak point where the paper can tear, especially if it’s frequently handled. For historical maps or architectural drawings that need to last generations, folding is essentially planned obsolescence.

The archival community has a clear consensus: flat storage is the gold standard. It’s the only method that truly minimises physical stress on large-format documents while keeping them accessible and protected.

Why Flat Storage Is King

Flat storage in plan chests or map cabinets does exactly what it says on the tin: it keeps your documents lying flat, just as they were created. No bending, no rolling, no compromising the integrity of the paper or the information printed on it.

Here’s why it works so well:

Eliminates physical stress. Documents stored flat aren’t fighting gravity or their own shape. There’s no tension on the fibres, which means no curling, warping, or edge damage over time.

Protects from light and dust. Enclosed drawers shield documents from UV exposure (which causes fading) and airborne particles that can scratch delicate surfaces or embed themselves in textured materials like vellum.

Makes handling easier. When you need to retrieve a specific drawing, you simply open the drawer and lift it out. No unrolling, no wrestling with rubber bands or tube caps. It’s fast, safe, and reduces the risk of accidental damage during access.

Preserves detail. Technical drawings, blueprints, and heritage maps often contain fine lines, annotations, and colour details that degrade when subjected to repeated flexing or rolling. Flat storage keeps everything intact.

For organisations managing hundreds or thousands of large-format items, this method isn’t just best practice: it’s essential.

Plan Chests: The Workhorse of Flat Storage

Plan chests (also called flat file cabinets or map cabinets) are multi-drawer units specifically designed for storing large sheets. Each drawer is shallow: typically around 50mm to 75mm deep: which prevents over-stacking and makes it easy to sift through documents without disturbing the entire collection.

How they work:

Plan chests come in various configurations, from compact five-drawer units perfect for small studios to towering ten-drawer systems suited to busy council archives. The drawers are sized to accommodate standard formats: A0, A1, A2, and so on: so your documents fit neatly without excess space that invites sliding and shifting.

Most quality plan chests are built from steel, which provides durability and protection against fire, moisture, and pests. At Rackline, our UK-manufactured steel plan chests are engineered with this in mind: robust construction that stands up to decades of daily use in demanding environments.

Best practices for using plan chests:

• Don’t overfill drawers. If you’re forcing the drawer closed or feeling resistance, you’ve stacked too many sheets. Compression causes impressions, where the weight of upper documents leaves marks on those below.
• Use interleaving materials. For delicate surfaces: think pastel sketches, charcoal drawings, or fragile heritage maps: separate each sheet with acid-free tissue or glassine. This prevents transfer damage and protects against abrasion.
• Organise by size. Keep like-sized items together within each drawer. This maintains even weight distribution and makes retrieval more efficient.
• Label everything. Clear labelling on drawer fronts and document folders speeds up access and reduces the need to flip through entire stacks.

Vertical Plan Filing: The Space-Saving Alternative

If your workspace is tight or you need frequent access to active plans, vertical plan filing is worth considering. This system stores documents upright in hanging sleeves or pockets, similar to how you’d file folders in a traditional filing cabinet: but sized for large-format sheets.

When vertical filing makes sense:

• High-frequency access. Architects working on multiple concurrent projects often need to grab specific drawings quickly. Vertical filing lets you flip through plans like pages in a book, without disturbing other documents.
• Limited floor space. Vertical units have a smaller footprint than traditional plan chests, making them ideal for urban offices or compact design studios.
• Active vs. archive distinction. Use vertical filing for current projects and plan chests for long-term archive storage. This hybrid approach balances accessibility with preservation.

Important considerations:

Vertical storage puts more stress on the paper than flat storage, particularly along the hanging edge. It’s suitable for robust technical drawings on good-quality paper, but not ideal for fragile historical documents or delicate artwork. Always use reinforced hanging sleeves to distribute weight evenly.

Sector-Specific Applications

Different organisations have different needs when it comes to storing large-format materials. Here’s how plan chests and vertical systems serve three key sectors:

Architects and Design Studios

You’re juggling dozens of projects, each with multiple revisions, site plans, and technical specifications. Plan chests give you organised, accessible storage for completed projects, while vertical filing keeps active drawings within arm’s reach. Index your drawers by project number or client name, and you’ll never waste time hunting for that elusive elevation drawing again.

Local Councils and Planning Departments

You’re the custodians of historical planning maps, land surveys, and infrastructure records: some dating back a century or more. These documents have legal and historical value, so preservation is paramount. Plan chests with acid-free folders and proper environmental controls (away from direct sunlight and HVAC systems) ensure these records remain usable for future generations. Consider separate storage for blueprints, which require unbuffered materials to prevent chemical degradation.

Museums and Galleries

Your collection might include oversized manuscripts, antique maps, or large-format artwork. Here, conservation takes centre stage. Plan chests with shallow drawers allow you to store items without stacking them dangerously high, and the enclosed environment protects against fluctuating humidity and light exposure. For particularly delicate pieces, consider custom enclosures within drawers: rigid boards or archival folders that provide an extra layer of protection.

Best Practice Tips for Long-Term Preservation

Regardless of your sector, these guidelines will help you get the most out of your storage system:

Use acid-free and lignin-free materials. Standard folders and tissue can leach acids into your documents over time, causing yellowing and brittleness. Invest in archival-quality enclosures: they cost a bit more upfront, but they’ll save you from costly conservation work down the line.

Create an indexing system. A simple spreadsheet tracking what’s in each drawer (by project, date, or catalogue number) saves enormous amounts of time and reduces unnecessary handling. The less you need to physically sift through documents, the better.

Monitor your environment. Keep your plan chests away from windows, radiators, and air conditioning vents. Temperature swings and humidity cycling are enemies of paper preservation. Aim for stable conditions: around 18-22°C and 40-50% relative humidity if possible.

Inspect regularly. Set a schedule to check your storage areas for signs of pest activity, mould, or environmental damage. Early detection prevents small problems from becoming disasters.

Train your team. Make sure everyone who accesses the storage system understands proper handling techniques: supporting large sheets with both hands, never dragging documents across each other, and always closing drawers fully to keep out dust.

The Rackline Edge

At Rackline, we manufacture steel plan chests right here in the UK at our Stoke facility. Our cabinets are built to last, with heavy-duty steel construction that protects your valuable documents while standing up to the demands of busy workplaces.

We offer a range of sizes: So whether you’re storing massive site plans or compact technical drawings, we’ve got you covered. Our plan chests can also be custom-finished to match your office or archive aesthetic, blending seamlessly into your workspace.

If you’re unsure which configuration suits your needs, or if you need advice on setting up a proper archival system, we’re here to help. You can explore our full range here.

Get Your Storage Sorted

Storing large-format drawings and maps doesn’t have to be a nightmare. With the right equipment and a bit of best-practice knowledge, you can keep your documents pristine, accessible, and protected for the long haul.

Whether you’re an architect managing project archives, a council preserving historical records, or a museum safeguarding cultural heritage, investing in proper flat storage pays dividends. Your future self: and anyone who needs to access those documents years from now: will thank you.

Ready to upgrade your storage? Take a look at the dedicated plan chests page here, call us on 01782 770144, email us: info@rackline.co.uk, or fill in the form below and one of our team will be in touch.