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

Common Records Management Conflicts and How to deal with them?

Records Management as a business function attracts a lot of conflicts as it seriously intertwines across people, processes, and technology. If not handled these conflicts may ruin workplace harmony, trigger work duplication, raise compliance issues, and worse bring down the overall productivity of an organization. Let’s take a look at some of the conflicts around Records Management Function and how we can solve them. Inter-Department Conflicts Records Management is often not centrally owned management. It is one of the classic examples of decentralized business functions. Obviously, it attracts conflicts. The records management committee is represented by executives across different business functions like records management, compliance, administration, IT, HR, Finance, and legal teams. However, the records management process is driven by employees across all departments and at multiple levels. Each function thinks that theirs is a unique and different process. Documenting Standard Operating Procedures (SOP) for each and everyone records management transaction is vital here to avoid conflicts. The uniformity will reduce conflicts and also will bring up insights on how to generalize records management across the enterprise. Data Privacy Conflicts Records Management may not be a happening function like Sales or Marketing or Production. But it is one of the concealed business functions that drive all of it. Records are the backbone of any organization. Every decision ever made is being backed by records – physical or digital. Maintaining records within an organization is a different specialty by itself. Protecting the privacy and integrity of these records is important as it may affect the competitive edge, brand image, or reliability of any organization. Only when processes are clearly laid out on the access privileges records are secure. That’s why in-house records management is very complex as many employees could get access to most documents if not monitored closely. Accountability Conflicts As we discussed since the ownership is decentralized so is the accountability of streamlining the records management process too. There will always be discussions around “you should have” or “you could have” because no employee would like to take ownership of any mistakes. Following records management SOPs can be difficult on any hectic day. For example: “returning the records” as per the documented policy and ensuring it reaches exactly the same location as per the indexing often gets missed out. But with practice, it is possible and becomes handy. Implementation Conflicts After all, offices are driven by a team of professionals who are driven to meet business goals. In the process of doing so, they get things done – whether or not following internal business processes. When something is not blocking employees’ priority is not given due attention. That way records management is not adopted diligently by many organizations. Employees work their way around processes and people to focus just on aspects that generate revenue, increase profit, reduce expenses or improve customer relationships. They don’t often focus on internal business processes as they assume it will be taken by someone within the organization. Mergers & Acquisition Conflicts Large companies grow faster by acquiring or merging or partnering with other organizations. When this happens businesses go through months of integration. Though the parental organization often takes a lead in implementing its business processes over others, often time they have to adapt their process to absorb and accommodate the incoming company’s workflows. Such situations demand a lot from records managers in studying business processes, documenting, consulting, implementing important changes across the enterprise, and training employees. Addressing these conflicts is of monumental importance as it can eliminate a lot of complexities within both companies. Physical Vs Digital Records Conflicts As organizations start digitizing their records, there are always conflicts that happen around decisions of what documents to and what not to scan, index, store, or retire. Digitization of records is vital as we embrace digital transformation. However, compliance from institutional bodies and regulatory authorities demands to store physical records too. Physical Records are still viable for two main reasons. They bring an additional Security backup to electronic records. Also, there can be only one original record and it cannot be easily manipulated considering the advancements with respect to electronic records. Client - Vendor Conflicts Businesses do often engage records management companies as professional help in storing and managing records. The Records management company does have its own processes and workflows to be followed. Employees representing the clients need to go through the proper channel and approvals in place to store new records or request for records retrieval. This is a sensitive area where conflicts always arise. Adequate training and proper documentation are important to ensure a smooth flow of information back and forth. By avoiding client & records Management vendor conflicts, one can ensure consistency and timely delivery of records management. As a business, critically evaluate how well you handle these conflicts. End of the day, handling conflicts is not any business priority. They must establish friendlyand well-oiled working relationships among employees and record management vendors. Find answers to these key questions How many conflicts around records management arise in each year? How smooth is your working relationship with the records managementvendor? Are there any records management conflicts you try to address each year? Take professional records management assistance. Consult KAYMAN Records Management Services.

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