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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Consult With Experts

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 Oct 25, 2021

Why carry White Elephants? Appraise your Records

Why carry White Elephants? Appraise your Records Wikipedia defines “a white elephant is a possession which its owner cannot dispose of and whose cost, particularly that of maintenance, is out of proportion to its usefulness.” Records Management has become a White Elephant for many businesses. An expensive affair that cannot be stopped and yet is a very demanding process too. Organizations reel under tremendous pressure as they operate on thin margins and get affected easily with interdependency among economic variables. Businesses now focus on looking inward for improving efficiency and driving down costs. It's a game that spells Cost Optimization and ROI Maximization across the board – support functions included. Return on Investment in anything and everything influences the decision-making on any projects so that the available budgets are spent wisely on prioritized campaigns. If your records management process is not able to justify its usefulness, it will be soon positioned as a white elephant within your organization and can set back growth. So here are few best practices that can save your records management function from becoming a white elephant: Be specific about your industry-specific norms What is applicable as record-keeping compliance for another industry may not be useful. Learn the depths and specific terms of your business-specific record-keeping compliances requirements. The policies may vary based on the situations, document types, use cases and timelines. Having the right understanding and that too of validated information from the right authority body must be very helpful. Spread the knowledge across all employees who work on storing and managing records. Devise a personalized records management framework Industry specific compliances hold good for all businesses. However, the records management framework can be very special and personalized only for your business. Consult with records and information management (RIM) professionals before finalizing and optimizing for your business. Recognize the value of information and extract the same The positive difference in maintaining a proper record management system will happen when all employees are trained on the value of information. Getting maximum returns out of the stored information can happen after realizing the value. Studies need to be conducted on the in-depth workflows of records across multiple business functions and between internal and external stakeholders. Invest on the right infrastructure Of course no strategic function is cheap to manage so easily. Records Management involves investments in the form of investing on the right infrastructure. Right from the space that occupies for records storage to the hours employees spend on maintaining record register files, everything has to be studied well. The biggest realization for businesses has been about identifying the number of time employees have to spend before creating, storing and retrieving records. Having clarity on the same will help to take strategic decisions like whether to keep records management in-house or to outsource the records management to a professional records management companies. Even before the situation becomes uncontrollable, businesses can invite records management and Information Management professionals for consulting them with industry best practices. Know when to shred it Records retention policies are once again very specific to your industry type and nature of the business. Validate that with the right authority body and act accordingly. Ensure clear documentation and training is completed on the same. This policy will define the life cycle of a document, how long it should be kept, when it should be destroyed and how it should be destroyed. Keep the record retention schedule as public as possible so that it does not go missed. Create reminders as part of the record keeping protocol and delegate staff members with actionable workflows. The cost of storing, maintaining and retrieving documents skyrockets when duplicates of documents and records that were supposed to be shredded long back are still being maintained. Get a Record Retention Certification! Have proof for your record shredding process. This record will also maintain compliance and security of the business and will avoid confusion in the future. You can get this certificate by hiring a record management company to manage your records. They can help you with a document shredding certificate after destroying it safely. Audit & Optimize the process The real results come when there is sufficient amount of audit happening on the overall progress of records management. Internal stakeholders or external agencies can be invited to conduct Records maintenance audits that will ensure no bias. Make sufficient documentation in place to capture key insights and the recommendations are completed to address the gaps. Train the workforce - again and again Reduce records management risks by educating employees about the entire records lifecycle and their role in managing it properly. Records Management Training generally covers the importance of recordkeeping and how to create, archive, protect and destroy records. Insufficient or no training increases the risk that staff may mismanage records and breach the record-keeping protocol and the retention and disposal schedule. The value of each employee in preserving the organization’s reputation and maintaining an ethical workplace must be well communicated. Employees may assume many things when not given ample information on Who to contact with suspicions, concerns or questions. Please cover all such information as part of the training. Take Professional Assistance from Record Management Companies Need support with implementing and maintaining systematic records management? Consult KAYMAN. Kayman is one of the best offsite record management companies in Chennai, that can help you with the collection, storing, retrieval and shredding of records! The highly secure document storage system of Kayman will keep your files safely and will destroy them on time. Hire Kayman Vaults— Documenting Peace of Mind!

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