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 Mar 22, 2022

Is Cost alone your Criteria for choosing a records storage vendor?

When it comes to storing and managing your business records cost is definitely one of the deciding factors. But certainly, Cost is not just the single deciding factor. There is so much more than cost and convenience. Let’s take some of the important perspectives that help you get the right records storage vendor. Safety, security, and the ability to produce a verifiable audit trail for your files are equally important considerations. A reliable professional records storage vendor can help your business achieve: Superior Records Security Timely retention management Records keeping regulatory compliance and Disaster-recovery capabilities Flexible and business-friendly contracts Focus on choosing the optimal vendor for your overall records management needs, not the cheapest. Pricing Price is often the single-most decisive factor that many clients use to decide on their records management vendors. But it is not the right way. Indeed, pricing is one of the important factors. To understand how exactly the pricing works. Is it based on Cubic Foot, price per Box, or the number of files, etc? Understand ancillary and accessorial charges, transportation, and account administration Fees. Security Good records management supports good data governance and data protection. Failure to handle records securely and inefficiently will lead to legal troubles and penalizing compliance issues. Records security also supports good governance. Understand how secure is your records storage facility vendor when it comes to handling: Operational risk: If these records are compromised, what are the protocols that will be followed to ensure seamless business continuity. Financial risk: Does the loss or theft of these records affect the ability to protect and document financial decisions or expenditures? Reputational or image risk: If these records were released to the public, would it cause the company to lose its status as a reliable, effective, and accountable company? Physical or security risk: Do these records contain sensitive information that, if in the wrong hands, could cause loss or damage to employees, the company, any physical building, or office? Reliability All records management professionals should already be very familiar with the definitions of authenticity, reliability, and integrity at the national and international levels. Demonstrating reliability is a very good influencing factor when it comes to choosing a records management vendor. Timelines How much time does your staff spend on retrieving records before taking decisions on an everyday basis? What are the timelines? What are the agreed SLAs? How effectively it is being followed? How consistent it has been over time? Make sure you have data on the above to understand the effectiveness and timeliness of your records management vendor. Documentation One of the important aspects when it comes to records management is documentation skills and templates. Documentation helps in attaining clarity across the enterprise and helps very much in the audit purposes. Check for different reports, templates and log details your records management vendor is providing. Customer Service Beyond all work-related matters, exemplary customer service is important for any service we take from vendors. Look at various channels with which they provide timely customer support. Are they working 24/7? (if your business has such a need). What kind of channels through which they make themselves available to be of service? Do they have ticketing systems and address customer queries in a systematic manner? Flexible Contracts Understand the standard contract, clauses, and their implications for the short-term and long-term. Especially if the contracts run over multiple years, that can indicate big trouble. Oftentimes, Record Storage Contracts have unreasonable charges for Permanent Withdrawal of Records. Such contracts will bind clients and levy unjustified or non-escapable fees. Also, look for any signs of Automatic-Renewal Clauses which make it clients difficult to ever get out of the contracts without having to go through an exhaustive exit process. A lot of Records Management Service Contracts get stuck due to poorly defined and binding contracts that don’t allow customers to escape from unreasonable clauses. Kindly make sure you read and understand all clauses of your records management contract before signing them with confidence. Are you in the process of beginning or renewing your records management contract? Take professional records management assistance. Consult KAYMAN Records Management Services.

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