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 Mar 22, 2022

Digital vs Electronic Documents

Going paperless is become a movement and happening across many businesses now. Going Paperless truly transforms any organization to improve workflows and streamline records management, as digitization offers faster data retrieval, minimal errors, and fewer records storage costs. By going paperless your business is fast getting ready to conduct business in a modernized manner in a collaborative manner. By going paperless, are we clear if we are referring to Digital Documents or Electronic documents? Do we all know the exact difference? Many of us use these terms digital and electronic interchangeably. What are Digital Documents? Digital documents are paperless. They are generated as a non-physical record or created as one by means of digitization of records. They can be easily manipulated when provided required privileges. What are Electronic Records? Electronic Records are static. They are mostly non-modifiable. File formats such as PDFs, Jpegs, and other scanned document formats. One can still manipulate them with a little more effort. What’s the Difference between digital documents and Electronic Records? Though ‘digital documents’ and ‘electronic records’ sound like the same thing, they too actually are not. Digital Documents are born digital. They can be easily exchanged with others and actively collaborated upon. Such digital documents carry updates as it moves along in the approval chain. Examples: E-Invoices, Payroll records, etc. Electronic documents however are static and are often not easily manipulated. They are made to be compatible with electronics like computers and other gadgets. Examples are scanned documents, scanned images, scanned photographs, PDF Files, etc. Caution while Digitizing Records Digitizing records or creating electronic records – ensure you protect the privacy and integrity of data. Digital and Electronic documents are often easily manipulated with the increased awareness of computing and the availability of advanced tools. They are also vulnerable to any data breach, data theft, data leakage, etc. Necessary security audits, encryption of data, vaulting, security policies are important. Examples of Digital Documents Digital documents serve a variety of purposes, though some of the most common examples include personnel records, legal documents, internal communications, applications, and invoices. 1. Personnel records Typically, the HR Function or Finance Function maintains Personnel records. Personnel records include details like employee’s application, job description, salary records. Hiring documents, performance reviews, and compensation records. 2. Legal documents Documents like non-disclosure agreements, background checks, and medical records are legal in nature. It is advantageous to digitize these records as they are easily searchable, distributable, editable, and occupy lesser records storage space while providing a seamless experience for users. 3. Internal communications Any records that are being circulated using computers internally that drive communication and collaboration are being referred to as digital documents. Examples like employee handbooks, circulars, and office communications like email, chats that can be shared within a few seconds. 4. Invoices E-Invoicing eliminates the need to scan individual documents into systems saving time and cost for printing, packaging, and postage. Invoices travel across businesses, clients, banks, partners, and government bodies for tax filing and return filing processes. Going digital is important. However, maintaining physical records or electronic records is important too as regulatory bodies demand hard copies to be stored for a certain number of years. As you go along with your paperless journey, you need to clearly understand these finer details. Educate your employees and implement detailed records management standard operating protocols (SOPs). By partnering with a records management company you can handle your physical, electronic, and digital records in a unified manner. Consult KAYMAN Records Management Services. Documenting Peace of Mind.

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