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 Jan 31, 2022

Unknown & Unnoticed aspects in Records Management

It is often heartbreaking to realize that not many organizations understand the strategic importance of the Records management function. Records management is more than simply collecting and storing records. Instead of looking at only one outcome – which often is getting required documents on time, we need to carefully observe our interaction with records at each and every step in the process. You will be surprised to read about how simple things we take for granted in everyday work life accumulate into huge aspects – in the form of financial losses, degraded employee morale, compromised information security etc. In this blog post we try to bring light to some aspects that are usually not noticed or known, citing findings from authentic research on Records Management. 1) Photocopy It! The Mantra that guzzles the office budget “A document is photocopied almost 19 times, on average.” Is this negligent? Maybe! But only to limited thinking of treating ourselves as an Employee. Think it from a large business perspective. When hundreds and thousands of records of a records-intensive business are photocopied for not-so-justifying reasons in a careless manner – it certainly dents the overall administrative budget. Upon doing this, imagine the added costs and confusions attached towards storing those duplicated documents either in-house or at a records storage facility. 2) It’s better to Outsource than Self-Managing It When most businesses think about records management – they only think it from a cost-saving or effort-saving perspective. Never from a strategic perspective. Let’s look at some of the aspects here. Often businesses come into the conclusion of self-managing records because they have large infrastructure that can accommodate any volume of physical records storage. The same way, they assume that they have the required man-power who can manage storing and retrieval of files. In the process of doing so, they end-up investing in file cabinets, storage boxes etc. Other aspects like electricity, pest-control, lighting, space & labor costs go unnoticed. Businesses fail to understand how better that infrastructure and manpower can be utilized if not allocated for Records storage. 3) Losing Track of the Big Picture An average of INR 8400 worth of time is spent each day looking for documents” Simply storing files can only create ruckus and chaos in a workplace. Everyone involved will have their own understanding of records. That is just costly and highly ineffective. Not everyone at your organization will search for files. It would be mostly strategic employees who might have to refer to records before taking informed decisions. Imagine the amount of time they will be spending with office help resources available to locate the document, put it back and forth. Just imagine the size of your business. Can you afford to waste a nominal average estimate of INR 8400 each day for 260 working days a year – That is a whopping INR 21,84,000 loss per annum. 4) Getting used to Human Errors “About 7.5% of all records get lost” This is very bad! More than anything when we are accustomed to human errors, a business cannot prosper. If there is a work culture that is used to Misplacing, losing and recreating paper records it is an alarming thing. The sad part is, it will take a significant amount of money, effort and time to course-correct that attitude. 5) Losing Money without even realizing “Cost for records storage and records maintenance are Not the same” Printing, copying, sorting and filing documents cost a lot of money. It is estimated to cost about INR 17,50,000 to fill a four-drawer filing cabinet. In addition, it costs an additional INR 1,47,000 per year to maintain physical records safe and secure. Are we taking these into account when we calculate the return on investment in a business? We take things for granted. We assume everything with respect to our business is just fine. If you care to eliminate these unknown and unnoticed losses to your business, begin your process to implement a systematic records management. Consult KAYMAN Records Management - a trusted records management company in Chennai with a lot of proven case studies in implementing holistic information management and having a state-of-the-art records storage facility.

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