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 Feb 14, 2022

Known & Unknown Regulations that govern Business Records Retention in India

Known & Unknown Regulations that govern Business Records Retention in India As governed by the Indian Labour and Employment Laws, every employer is mandated to maintain business records for multiple years. ‘Records Retention" is a vital aspect of Statutory Compliance. The laws and acts that mandate records retention is a long list and hence this makes it a challenging process for businesses. Whether it is in the digital format or in the physical paper-based files, employers should ensure that they preserve such records for a stipulated number of years. Failing to preserve such records may attract penal provisions under respective Acts. List of ACTS that govern records-keeping compliance The Employees’ Provident Funds and Miscellaneous Provisions Act, 1952 (“PF Act”) No business is an exemption to this act. A business with over 20+ employees MUST register with EPFO and even businesses that have under 20 employees may voluntarily register with EPFO. Because of the salary drawn by employees have economic significance, experts suggest a minimum of 10 years for which businesses are supposed to maintain the records. The EPFO has issued a detailed FAQ on their occasional inspection policy for auditing records retention. The Employees’ State Insurance Act, 1948 (“ESI Act”) Under the ESI Act, 1948, any establishment which has more than ten employees in the organisation and having a maximum salary of INR 21,000 per month should get registered with ESI Act. This ESI ACT aims to offer socio-economic protection to the population employed in the organised sector and their dependent members. Under this insurance scheme, individuals can avail of financial assistance during medical emergencies due to occupational hazards, sickness, and maternity. The ESI Act, mandates employers to preserve required records for a period of five years. The ESI Regulations under Rule 32 (Register of Employees), 66 (Maintenance of Accident Book) and 102-A (Inspection Book), describes the type of records to be maintained as well as the Record Retention period as stated above. The Code on Wages, 2019 (“Wages Code”) The enactment of the Code on Wages, 2019 represents a significant overhaul of India's labour laws in relation to provisions governing. It is an elaborate law, comprising of a total of 69 sections, that has many new interesting facets. The Wages Code enforces employers to maintain records, returns and notices under Section 50. The Forms, Registers and Wage Slips are required to be maintained. However the ACT doesn’t dictate on how long these records are to be maintained. The Minimum Wages Act, 1948 (“MW Act”) An Act to provide for fixing minimum rates of wages in certain employments. The Act mandates the employer to maintain the records for a period of 3 years. The Acts’ Rules 26 (Form of registers and records), 26A (Preservation of registers), 26B (Production of registers and other records) and 26C (Provision for alternative forms). Under Minimum Wages Act,1948 an inspector can demand registers & records for a period of last three years authoritatively. Failure to produce records will attract inquiries and actions. The Payment of Wages Act, 1936 (“Wages Act”) The Wages Act, under Section 13A, mandates employers to maintain registers and records as prescribed it in the Payment of Wages Rules, 1937 and all such records should be preserved for a period of 1 year to 3 years. The Payment of Bonus Act, 1965 (“Bonus Act”) The Bonus Act under Section 26 mandates employers to maintain prescribed records without specifying the time-frame. The Equal Remuneration Act, 1976 (“ER Act”) The Equal Remuneration Act under Section 8 and by virtue of the Equal Remuneration Rules, 1976 under Rule 6 mandates the employer to maintain registers and records but do not specify as to how many years of records have to be preserved. The Contract Labour (Regulation and Abolition) Act, 1970 (“Contract Labour Act”) The Contract Labour Act, under Section 29 mandates the principal employer and contractor to maintain registers and records as prescribed and by virtue of Rule 80 (3) under Chapter VII of the Contract Labour (Regulation and Abolition) Central Rules, 1971 mandates that all such registers and other records shall be preserved in original for a period of three years. The Building and Other Construction Workers’ Act (Regulation of Employment and Conditions of Service) Act, 1996 (“BC Workers Act”) The BC Workers Act by virtue of Rule 241 (8), under the Building and Other Construction Workers’ (Regulation of Employment and Conditions of Service) Central Rules, 1998, mandates the employer to preserve the prescribed records in original for a period of three years. State-wise Legislations The States have their own respective rules as governed under other enactments viz., the Factories Act, Labour Welfare Fund Act, Shops and Establishments Act, Professional Tax Act, The Maternity Benefit Act, etc., prescribing the preservation period for the records. For example, the Tamil Nadu Clinical Establishments (Regulations) Rules, 2018 mandates that medical records shall be maintained for a period of Not less than 10 years. Also, the Tamil Nadu Shops and Establishments Rules, 1948 demands that the registers, records and notices relating to any calendar year shall be preserved till the end of the next calendar year. How to meet these records keeping compliance? While maintaining records is definitely not any business’ core activity, NO BUSINESS IS EXEMPTED from doing so. The complications get multifold when certain acts don’t specify exact time frame for which they suggest preservation of these records. It is imperative to stay on top of these unclear and changing regulations that may penalize your business and disrupt business continuity for not maintaining business records. Consult a professional Records Management Company like KAYMAN VAULTS who can assist in meeting records-keeping statutory compliance.

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