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 Apr 30, 2022

7 Steps in Framing your Information & Records Management Policy

It is quite hard to imagine the amount of information a business owns and how they plan to manage that with keeping security and compliance in mind. With an information management policy, you can clearly lay out what kind of information should be maintained, how they must be preserved and when they should be disposed. Here is a framework for setting up your information management policy. 1. Understand your Business-Specific Record-keeping Compliance Before we do anything about setting up an information management policy, it’s good to understand the latest record-keeping compliance from your regulatory and statutory bodies. The amount of rules, regulations, acts and geographical boundaries of these regulatory bodies also differs. They continue to update their policies frequently that it becomes very difficult for businesses to keep pace with the change. Once we know what is needed to be maintained to meet the compliance, the rest becomes easier. 2. Take Inventory of existing Information Establish a baseline to find out what is that you are protecting. Sources of information, their original point of creation through its end of the journey. This will help shortening the horizon. Also understand how the information has been handled and stored so far. What percentage of information is stored in a physical manner, how much of them in Digital media and what is the gap? Take an inventory of existing storage in the form of paper files stored on-site and off-site. The maximum you can do here will help you assess the support you require. 3. Itemize records for Retention This is a highly subjective topic for your industry and the type of specific business you are into. However, you will still need to determine what rules apply to your company. Usually records that should be retained fall within one of these four categories: Company Incorporation & Contracts Business Development and materials Customer service records Purchasing records Financial records Employee records Form a committee of executives from different business functions within your company so that they bring their perspectives that truly represents your business. Still make sure it is being discussed and agreed unanimously by the top leadership of the organization. Make sure to bring in the expertise of auditors and legal counsel to assist with this process. 5. Deploy & Monitor the Information Management Policy Ensure detailed processes, comprehensive records management governance policies and more importantly introduce unbiased audits. Establish timelines for each business unit and department for cleaning up their records – for both electronic and paper files. Make this exercise with moderation and as a group activity in a systematic manner so that learning can be passed on easily. 6. Protect Data from unauthorized removal or archiving Before rolling out the information policy, ensure you have implemented lots of precautions to protect the data in all formats, stored in a centralized place or in a decentralized manner, that users are not able to easily manipulate, make copies, steal information and lose information purposefully. Also make sure to frequently take backups of users who are on the go or working remotely. Ensure every endpoint is protected from copying or transferring information without prior permission. Work closely with the IT Teams to make sure both physical and digital records are preserved in an integral manner. 7. Strictly monitor WFH and BYOD policy The pandemic has certainly altered the dynamics and businesses need a whole new level of preparedness to ensure business continuity in case of any eventuality. It has become essential that organizations now allow employees to bring their own computers to work. This has serious implications in maintaining a systematic information management because it creates crossover between data that is controlled by an individual versus the company. Consult with Information Technology Teams to effectively pen out meaningful information management policy with these new dynamics being introduced. Like we said initially it is very difficult to quantify the value of information. At least we can make a sincere attempt on it by starting to take care of the abundance of information – which become KNOWLEDGE, that is so proprietary to the business. Start your efforts in preserving the collective knowledge of your business by establishing a sound information management policy. Should you need any assistance, consult records and information management professionals (RIM). They are familiar and experts in framing a personalized information management policy for your business. KAYMAN Records Management is one of the Records and Information Management companies in Chennai, India that helps multiple leading businesses manage their information effectively and efficiently.

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