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 24, 2023

Top 10 Best Practices in Employee Records Management

Effective employee records management is essential for businesses to maintain accurate and up-to-date employee information, comply with legal requirements, and ensure that sensitive information is protected. Here are the top 10 best practices for employee records management: Establish a centralized employee record system: This will ensure that all employee records are stored in one central location, making them easily accessible and easy to manage. Human Resource Managers typically tie-up with a leading records management organisations like Kayman Vaults to manage these records. Maintain accurate and up-to-date employee information: Ensure that all employee information is accurate and up-to-date, including personal information, employment history, and performance reviews. Develop a record retention policy: Establish guidelines for how long employee records should be kept and when they should be destroyed. Ensure compliance with legal requirements: Familiarize yourself with applicable laws and regulations regarding employee records management, including data privacy regulations. Establish a secure storage environment: Employee records contain sensitive information, so it is important to store them in a secure environment, whether it is in paper or electronic form. Implement access controls: Limit access to employee records to authorized personnel only, and establish a process for granting and revoking access. Train employees on records management procedures: Educate employees on how to properly handle and manage employee records to avoid errors or breaches of confidentiality. Conduct periodic audits of employee records: Regularly review employee records to ensure that they are accurate, complete, and up-to-date, and that they comply with legal requirements. Develop a disaster recovery plan: Prepare for disasters by creating a disaster recovery plan that includes procedures for recovering employee records in the event of a disaster. Create a process for disposing of records: Develop a process for disposing of employee records that are no longer needed, such as through shredding or other secure destruction methods. By following these best practices, businesses can improve their employee records management processes, comply with legal requirements, and ensure that sensitive information is protected. This will help to avoid legal or financial penalties associated with non-compliance, minimize risks, and improve overall operations. Here is a list of employee records that businesses typically maintain: I. Basic employee information, such as name, address, Social Security number, date of birth, and emergency contact information. II. Employment application and resume, which may include information on education, previous work experience, and references. III. Offer letter or employment agreement, which outlines the terms and conditions of the employee's employment, including job title, compensation, benefits, and start date. IV. Performance evaluations, which provide an assessment of the employee's job performance and progress over time. V. Disciplinary actions and related documentation, which include warnings, reprimands, or other actions taken to address performance or behavioral issues. VI. Time and attendance records, which document the hours worked by an employee, including any overtime or vacation time taken. VII. Payroll and tax records, including W-4 forms, pay stubs, and other tax-related documentation. VIII. Training and development records, including certifications and professional development courses taken by the employee. IX. Medical and health-related records, including workers' compensation claims, disability accommodations, and medical leave requests. X. Separation or termination documentation, including exit interviews, final pay stubs, and COBRA election forms. XI. It's important to note that the specific employee records that a business maintains may vary depending on the industry, job function, and legal requirements in their jurisdiction. Kayman Vaults offer offsite record management services - specializing in lifecycle management records - that caters to document storage, scanning, electronic document management, and shredding needs. To know more about kayman Vault contact

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