KAYMAN Records Management is an ISO 9001:2015 Certified Records Management Company
Documenting Peace of Mind

Benefits Of storing Files in
KAYMAN Records Storage Facility

  Door Step Pickup & Delivery of Files
  Scientific Indexing of Records
  Quick Retrieval of Documents
  Secure Scanning & Digitization

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Why should you not delay Records Management?

  • Companies - Big or small - Records retention is must by Law, Compliance & Statutory purposes
  • Value is immaterial - availability is a must
  • Disaster need not be abrupt, could be simmering for some time now
  • Lower than your current expenses / Return on Investment is High

Why Choose KAYMAN Records Management Services?

  • Customised Records Management Solution to suit your Business
  • Track and manage the entire life cycle of your records
  • Strict adherence to Safety, Security & Accessibility
  • Process Excellence, Scientific and systematic approach
  • Documenting peace of mind

What is the cost of storing Records?

The cost of storing records depends on the following factors.

  • Count of Boxes
  • Type of indexing
  • Process Performed
  • Digitisation, etc

However, at KAYMAN we provide Free survey and Budgetary Estimate The final cost can only be calculated after a survey of records.

Records Management Services We Offer

KAYMAN is one of the leading Records Management Companies in Chennai that offer holistic records management services.

Records and Documents Storage Services

  • Store your records at our secure offsite document storage facility.
  • Retrieve physical records on-demand
  • Retain records as long as needed by regulatory compliances
  • Pay only for what you store
  • Scale your business records storage to any extent

Records Digitization & Scanning Services

  • Go paperless with records digitization services
  • Extend the life of physical records with document scanning services
  • Turn business records, documents & images into searchable records
  • Streamline documents for easy retrieval and distribution
  • Meet compliance and ensure business continuity

Document Shredding Services

The cost of storing records depends on the following factors.

  • Maintain clean workspaces with shredding services
  • Securely dispose off records at our records storage facility
  • Prevent manipulation of historical records
  • Make use of our Industrial-grade shredders
  • Get certificate of destruction for compliance records

What our customers are Saying?

KAYMAN is one of the few Document Storage Companies in Chennai that caters to multiple industry clients for various records management services.

We rely on KAYMAN records management for our records storage. They are professionals in the information management discipline.

Leading Packaging Company

Our huge pile of records is efficiently scanned and digitized with Kayman Records Digitization Services. Helps us very much to maintain clean offices.

General Manager
Leading Logistics Company

KAYMAN helps us with Medical Records Storage. Medical documents storage is critical for meeting compliance. We digitize our medical files as well.

Leading Healthcare Company


Monthly Basis - Your files are stored in standard sized Records Management boxes and the charges are based on the count of boxes that are stored.

A Records Management box can hold 4-5 Box files or 25 - 30 Flat files (File size does matter)

We provide Doorstep Pickup & Delivery of Files

No Security deposits. No Hidden charges. - Pay for what you use

Store, safe and securely at 1/3 of the cost of renting a Flat or an Apartment

Get A Free Survey And Budgetary Estimate

Home > Blog
 Kayman Vaults Aug 22, 2023

Implementing a Document Retention & Destruction Policy

Document retention refers to the practice of storing, maintaining, and archiving records over a period of time. Retained records will include administrative paperwork, financial information, client forms, staff documentation, and confidential data from your organization. Some organizations may set their own retention policies, while others may carry a legal and regulatory retention requirement. Regardless of whether it’s carried out in house or with consultants, maintaining a document retention and destruction policy is important for businesses of any size. Destroying records too soon can cause legal complications while retaining records too long can lead to disorganization. Your document retention and destruction policy should indicate your specific legal requirements and dictate the duration of storage for each record. An efficient policy provides uniform rules to keep your business organized and legally compliant. What Documents Should Be Part of a Document Retention and Destruction Policy? Depending on your industry, the records you store will vary. However, all sectors should cover storage for the following records: · Employee records · Customer records · Customer/client correspondence · General documents · Spreadsheets · Electronic communications · Invoices, billing, and sales information Your document retention and destruction policy should establish a retention period for each kind of record and cover all kinds of data. Retention periods will depend on the legal requirements, document importance, and the long-term impact in the organizational setting. Destruction policies should include shredding or other means of permanent, verifiable destruction. Regardless of exact retention periods, all businesses should prioritize record organization, protection, and accessibility throughout handling and storage. A document management system (DMS) paired with an effective retention and destruction policy will ensure that your records are handled properly. Why Is Implementing a Document Retention and Destruction Policy Important? Implementing a retention and destruction policy provides everyone in your organization with uniform guidelines for internal processing and documentation. It will identify and categorize confidential information by how and where documents are stored and the required retention period. By implementing a policy, your business will improve in: Efficiency Archiving old files and removing outdated information keeps records organized, reduces mistakes, and drives productivity. A document retention policy within a comprehensive document management process will detail how to organize documents for storage, retrieval, and record keeping. This will make accessing your information easier and more efficient. The policy should also flag the expiration date and detail destruction methods. Compliance Failure to comply with privacy laws can result in huge penalties and legal issues. Company policies should support applicable legal regulations to minimize risk and Money Management Your organization will be able to cut costs related to maintaining unnecessary records, as well as reduce wasted time and money spent on searching for documents in an unorganized system. What Does a Successful Document Retention and Destruction Policy Look Like? A successful retention and destruction policy protects your business and customers while providing a smooth workflow for your day-to-day needs. A reliable system should allow for the following features: · Customized security: Document access should be tailored on a need-to-know basis, allowing access to designated individuals only. · Quick retrieval: Designated individuals should be able to immediately locate data in a centralized storage system and have the ability to edit and share as needed. · Built-in automation: Automatic tracking and maintenance for your records saves time and money.

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