How to Choose the Right Mobile Chart Rack for Your Patient Records

By First Products on Apr 18th 2025

Originally published April 18, 2025 | Updated August 14, 2026

Choosing a mobile chart rack may seem straightforward, but there is more to the decision than counting shelves or comparing dimensions.

The right mobile chart rack should support the way healthcare staff access, organize, move, and secure patient records throughout the day. It also needs to fit the physical environment, accommodate the appropriate chart type, and provide enough flexibility as filing needs change.

First Products Traditional Charting Specialist Dan Mothersbaugh has spent years working with healthcare buyers, nursing directors, administrators, and others responsible for patient record storage. Based on that experience, here are the key factors healthcare organizations should consider when choosing a mobile chart rack.

What Is a Mobile Chart Rack?

A mobile chart rack is a wheeled storage system designed to organize and transport patient charts, medical binders, folders, and other healthcare records or supplies within a facility.

Depending on the configuration, a chart rack may be used in:

Hospitals
Outpatient clinics
Long-term care facilities
Behavioral health facilities
Nursing stations
Medical offices
Records departments
Other healthcare environments using traditional paper charting

Some organizations use mobile racks for active patient records that need to move with staff, while others use stationary or mobile systems for backup, overflow, archival, or transitional filing needs.

1. Start With Mobility and the Use Case

The first question is whether the storage system actually needs to move.

Some records may remain in a stationary location for long-term or less frequently accessed storage. Other storage racks may need to follow nurses, clinicians, or administrative staff from one room, department, or floor to another.

Understanding the workflow helps determine not only whether the rack should be mobile, but also how large it should be and what it needs to hold.

Start by identifying what will be stored in the rack:

Ringbinders
Patient chart folders
A combination of binders and folders
Forms and paperwork
General healthcare supplies
Accessories or equipment used alongside the records

How to Estimate Binder Capacity

When storing medical binders, measure the spine width of a typical populated binder.

Multiply that average width by the number of binders that need to fit on a shelf or within the complete rack. Using actual populated binders rather than empty ones will provide a much more realistic estimate.

How to Estimate Folder Capacity

When storing medical chart folders, measure the average thickness of an active patient folder and estimate the number of charts that need to fit on each shelf.

These measurements help determine:

Total rack capacity
Number of shelves required
Appropriate shelf spacing
Whether dividers are needed
Overall rack size

Mobile chart racks are available in different sizes and configurations, and a more specialized chart configuration may be appropriate when standard storage does not match the workflow.

2. Evaluate Security and Patient Record Privacy

Patient records can contain protected health information, making privacy and access control an important part of healthcare record storage.

The HIPAA Privacy Rule establishes national standards for protecting medical records and other individually identifiable health information.

When evaluating a mobile chart rack, healthcare organizations should consider:

Where the rack will be located
Who will have access to the records
Whether the rack may be left unattended
Whether it will move through public or shared areas
Whether facility policies require locking storage
Whether the entire rack or only certain sections need to be secured

A locking chart rack can be one component of a broader physical safeguard strategy, but healthcare organizations should determine the appropriate controls based on their own policies, environment, and regulatory requirements.

3. Measure the Facility Before Selecting the Rack

Chart capacity is important, but the rack also needs to fit comfortably within the healthcare environment.

Before selecting a mobile chart rack, measure the areas where it will travel and operate, including:

Doorways
Hallways
Elevators
Patient rooms
Nursing stations
Records areas
Storage spaces

Pay attention to the rack's complete footprint rather than only its width.

Consider caster placement, handles, open doors or locking panels, accessories, bumpers, and any items that may extend beyond the main frame.

Do Not Overlook Shelf Clearance

Shelf-to-shelf clearance can be just as important as the overall dimensions of the rack.

Medical binders generally need more vertical clearance than paper folders. If shelves are positioned too closely together, binders may be difficult to remove, replace, or keep upright.

Selecting the correct spacing in advance can help prevent staff frustration and make day-to-day filing easier.

4. Consider Finish and Placement

Function should come first, but appearance can still matter depending on where the rack will be located.

A mobile chart rack positioned in a patient-facing area may need to coordinate with the facility's furnishings and overall environment more than a rack located in a back-office records department.

First Products Mov-it Elite chart rack configurations are available in finish options designed to complement healthcare interiors.

Considering finish during the selection process can help the storage system feel more integrated with the surrounding space.

5. Think Beyond Size and Capacity

Once the basic rack size and storage capacity are established, consider the smaller details that can make the system more useful for staff.

Future Flexibility

Filing requirements can change over time.

A configurable rack can help accommodate changes in binder sizes, chart volumes, or filing methods without requiring a completely new storage system.

As traditional charting systems evolve, flexible storage can make it easier to adjust the rack around new requirements.

For example, additional wire dividers may help organize smaller binders or multiple chart types on the same shelf.

Accessories That Improve Functionality

Accessories can help turn a basic storage rack into a more useful part of the workflow.

Depending on the application, options may include:

Wheel bumpers to help protect walls and nearby equipment
A top work surface for routine paperwork or charting tasks
Additional shelf dividers
PPE holders
Scanner holders
Supply storage
Other application-specific accessories

Accessories should be selected around actual staff tasks rather than simply adding features.

Related Charting Supplies

When purchasing mobile rack systems, it may also be helpful to evaluate the related products used with them.

First Products offers traditional charting and storage solutions including:

Medical chart binders
Patient folders
Divider systems
Chart racks
Storage systems
Related charting accessories

Purchasing compatible charting supplies from one source can simplify product selection and help ensure the components work together.

Mobile Chart Racks During an EHR Transition

Electronic health records have changed the way many healthcare organizations manage patient information, but paper records have not disappeared from every workflow.

Some facilities maintain paper files for specific departments, legacy records, backup processes, downtime procedures, or transitional filing systems.

During an EHR transition, organizations may also maintain a temporary or backup paper filing system while workflows change.

A configurable mobile chart rack can provide flexibility during that process by allowing organizations to adjust shelf layouts, dividers, or capacity as paper-record requirements evolve.

Questions to Ask Before Buying a Mobile Chart Rack

Before selecting a rack, answer the following questions:

Does the rack need to be mobile or stationary?
What type of records will be stored?
How many binders or folders need to fit?
What are the average binder and folder dimensions?
How much shelf clearance is required?
Will the rack travel through narrow hallways, elevators, or patient rooms?
Does the rack need locking storage?
Will it be left unattended?
Would staff benefit from a work surface or additional accessories?
Could filing requirements change in the future?
Will additional charting supplies be needed?
Would a standard or configurable system be the better fit?

Answering these questions before purchasing can make it easier to compare solutions based on the actual workflow rather than simply price or shelf count.

Why a Consultative Approach Matters

There is rarely one chart rack configuration that works for every healthcare environment.

A nursing unit managing active binders may need something very different from a records department storing paper folders or a facility maintaining temporary files during an EHR transition.

That is why First Products takes a consultative approach to traditional charting and storage projects.

The objective is to understand the customer's records, space, workflow, security requirements, and future needs before recommending a configuration.

“We believe in going beyond expectations. We recognize every customer's purchase is important, and we give each one the time and attention they need for a positive buying experience.”

Dan Mothersbaugh approaches the process as a partnership with the customer, helping identify potential challenges before the product is selected.

“With a clear understanding upfront of our clients’ needs and concerns, we can strategize with them to help solve their problems, and, I like to believe, help build confidence with their purchase decision-making.”

Choose a Mobile Chart Rack That Fits the Workflow

The best mobile chart rack is not necessarily the one with the highest capacity or the most accessories.

It is the rack that fits the records, the facility, the staff, and the workflow.

Start by defining what needs to be stored, how the records will be accessed, where the rack will travel, and what security or accessory requirements need to be incorporated.

With U.S.-based manufacturing and configurable traditional charting solutions, First Products can help healthcare organizations select or customize chart racks around their specific application.

Contact First Products to discuss your mobile chart rack and patient record storage needs.

You can also email Dan Mothersbaugh at dmothersbaugh@firstproducts.com.

Frequently Asked Questions About Mobile Chart Racks

What is a mobile chart rack used for?

A mobile chart rack is used to organize, store, and transport patient charts, medical binders, folders, paperwork, and related supplies within a healthcare facility.

How do I determine the right chart rack size?

Measure the average thickness or spine width of the records being stored, determine how many need to fit on each shelf, and calculate the required total capacity. Also measure doorways, hallways, elevators, storage areas, and other spaces the rack will need to navigate.

Can mobile chart racks be locked?

Yes. Depending on the design, chart racks may include locking features to help control access to stored records. Healthcare organizations should choose security features based on their workflow, privacy policies, and applicable requirements.

Can a chart rack hold both binders and folders?

Yes. Configurable racks can support different types of patient records, although shelf spacing, dividers, and capacity should be selected based on the dimensions of the binders and folders being stored.

What accessories are available for mobile chart racks?

Depending on the system, accessories may include shelf dividers, wheel bumpers, work surfaces, PPE holders, scanner holders, and other storage or workflow accessories.

Are mobile chart racks still useful with electronic health records?

Yes. Some healthcare organizations continue to use paper records for certain workflows, legacy files, backup processes, downtime procedures, or transitional filing needs alongside electronic health records.