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

10 Questions to Ask your Records Storage Provider

It is indeed a big decision for any business to search, evaluate and finalize a trusted records storage provider. Because it involves a lot of due diligence, thinking and brainstorming before handing over Records Storage – the single most confidential function to an external services provider. Let us help you with some of the key questions to ask your records storage and management vendor so that your decision making process is simplified a bit. Here are ten questions to ask your prospective Records Storage Company. How long have you been in business? The answer to this question is important as it will help you understand the experience of this records management company in storing and managing records in your region, industry etc. Records are stored and maintained for multiple years and it is a constantly evolving process. Only vendors with that number of years of expertise can offer you a reliable service in the long-term. Understand the leaders or founders of the business and their experience in information management, records management etc. Because merely a business can be run. But the passion of the founders in the respective business help them offer personalized service. 2. What is their knowledge and experience of storing records in your line of business? Anyone can start a records storage business. But it is their knowledge and constant upskilling process that can get them adequate exposure and experience in the records-keeping compliance management. Each industry has its own records keeping compliance process. Only when they have handled similar clients, they will be able to support your business in the most appropriate and confident manner. Vendors who have multiple years of experience in storing and managing records can add tremendous value addition when it comes to safely avoiding troubles with compliance issues. 3. How are my records protected when they’re stored offsite? The next biggest question comes to most of the clients are how secure their records will be at an offsite records storage facility. Today the market is so competitive that any leakage of confidential information will ruin a company’s trust and reputation once for all. Evaluate if the vendor has adequate security measures to take care of the records against physical, artificial and natural disasters. High-level security and video surveillance Motion and intrusion detection sensors State-of-the-art fire detection and mitigation systems Protection against sudden Floods 4. How to take inventory of my files and index? Some record storage providers make you inventory and index your boxes before storing them. If you want to save time and hassle, partner with a records storage company that can inventory and index your boxes for you. Trained professionals can organize and index your records so you have an accurate offsite storage inventory. 5. How do I get my records offsite? Another important question will be to understand how records will be safely transported from the company to records storage facility. Each and every time as per the agreed frequency, understand what kind of transportation system is available to collect, store, deliver documents. Also evaluate how secure this transportation system is? How records are packaged, loaded, monitored for tampering on the way etc. What kind of checklists and reports they produce from the point of pick up to delivery? 6. How long does it take for documents to be delivered? Your business needs records on the go for swift decision making. Understand what are different options you have to request and receive your documents. Do they have same day delivery or Next-day delivery? Can they provide Scan-on-Demand delivery? 7. Where is the document storage facility located? It makes a lot of sense to understand where your records will be stored. The location proximity or distance will influence the services to a great deal. Closer within city limits the real-estate costs are very high. The longer the facility the accessorial charges of each and retrieval records will be. If they provide scan-on-demand services, then locations don’t matter and it can offer you significant cost savings over many years. 8. Who can request for a file from your business? Understand their standard protocols on how they grant access to your records repository. You will mostly agree with their approach if their processes are practical and standard. Avoid records storage service providers who don’t validate records requests. Understand how easy they are making the records retrieval request. Also how they are training those users to request for files. 9. How the pricing works? Though it is not the only criteria, Of course pricing is definitely one of the factors in deciding a records storage provider. Is it per box or per file or based on the dedicated storage space you like to contract? What other factors that can influence the pricing? As time passes by, records keep getting generated in volumes and your cost of storage can climb multifold. Evaluate how the pricing works in an incremental manner. Understand their contract terms so that you won’t be surprised at a future timeline. 10. What value adding services do they offer? Records storage is just one of the components of a comprehensive information management program of any organization. Understand if the records storage vendor himself can assist you in any of the services like media storage, document scanning, and shredding so that you have one vendor for your entire records management function. We hope this blog post is useful to evaluate your current and prospective records management vendor. Go ahead and ask them if they can provide a FREE TRIAL for a short time frame. That way you will be confident of their ability to handle your volume of records. Consult KAYMAN Records Management Services. Documenting Peace of Mind.

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