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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Consult With Experts

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 Sep 09, 2023

The Hidden Cost of Inhouse Record Management

The digital age has opened up unprecedented opportunities for businesses to store, access, and manage records. Yet, as the volume of data increases exponentially, so do the challenges of in-house record management. What seems like a cost-effective solution in the beginning might become a substantial expense over time, often hidden under layers of direct and indirect expenditures. Let’s begin by deciphering the hidden costs of managing records in-house: Resource Allocation: Allocating personnel exclusively for records management can lead to substantial salary expenses. The cost isn't only financial; these personnel could be utilized in more strategic roles, contributing to the company's core operations. Infrastructure Costs: Physical storage space is expensive. As paper records grow, businesses find themselves allocating valuable office space to storage or renting storage facilities, leading to increased costs. Technology and Maintenance: To manage records effectively, companies invest in databases, servers, backup solutions, and other IT resources. These not only have initial acquisition costs but also require regular maintenance and periodic upgrades. Training and Development: As technology evolves, training staff becomes essential. Continuous training programs, seminars, and courses are a recurring expense for businesses. Security Risks: In-house systems are often more susceptible to breaches if not managed correctly. The resultant costs from potential data breaches – both financial and reputational – can be astronomical. Non-compliance Penalties: Without expertise in records management, businesses might miss out on regulatory changes, leading to non-compliance. The fines and penalties associated with non-compliance can be heavy. Operational Inefficiencies: Ineffective record management can result in wasted time searching for documents, leading to decreased productivity. Enter Kayman Vaults. Our comprehensive approach to external records management offers a solution that not only mitigates these hidden costs but also presents a sustainable, cost-effective alternative. Here's how Kayman Vaults contributes to year-over-year savings: Best Practices Implementation: With expertise in records management, we employ best practices ensuring efficient and compliant storage, retrieval, and disposal of records. Latest Technological Integration: By leveraging state-of-the-art technologies, we ensure data is easily accessible, secure, and stored efficiently. Our clients benefit from the latest without the associated capital costs. Scalability: As your business grows, so does your data. With Kayman Vaults, you don’t need to worry about additional infrastructure or resources. We handle scalability, so you don't have to. Enhanced Security: Our systems are designed with security at the forefront. With regular audits, advanced encryption, and secure storage solutions, we ensure that your data remains protected. Compliance Assurance: Stay updated and compliant with industry regulations. We continuously monitor and adapt to regulatory changes, shielding our clients from potential penalties. In conclusion, while in-house record management might seem like a viable solution, the hidden costs and complexities make it an expensive choice in the long run. Partnering with experts like Kayman Vaults not only assures peace of mind but also ensures tangible financial savings year-over-year.

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