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 Aug 06, 2021

5 Reasons why you should never rent an apartment for record management.

The heap of records is an inevitable curse that accompanies business growth. No matter how much you try, physical records will be there with a constant increase in volume as time flies. Storing this growing number of files is a struggle. Some organizations prefer an in-house storeroom to keep all these files, while some others go for renting an apartment or house to keep those paper files. But both are disastrous ideas, which may bring huge losses to your company. In this article, we will outline five specific reasons that stand against renting an apartment for record management. 1. SECURITY The foremost issue with renting apartments for storing records is its security. Legal documents along with other important records need top-notch protection, which is expensive to arrange. When renting an apartment for record-keeping, a lack of security can lead to information breaches or theft. In rented apartments, companies are compelled to compromise on security, which puts their whole reputation at stake. Protection against natural calamities is another risk. With the increased amount of global warming, cities irrespective of geographical location are facing calamities like floods. Saving important documents from these disasters is also important. But rented apartments won’t give any such protection. If your company need any, you have to implement it separately, that makes your job more difficult. More need for manpower, more expenses and more stress is what these rented apartments bring. 2. RECURRING COST Renting apartments for records storage itself is an expensive process. Keeping that aside, some other spending needs to be done on the areas of storage racks and file boxes to keep the files in the house. When you are renting a house, no extra furniture or settings to keep the files organized will be available. You need to buy it extra. Also, after arranging the files in the rack, timely maintenance is needed, which adds to the extra loss of money. The payment for employees to deal with the shifting and maintenance of records, the transportation charges, the expense to arrange security and many such expenditures will pop up, putting a hole in the company’s budget. 3. DISTANCE It is not always possible to rent houses for record management near your office. A lot of times your staff members need to travel a few kilometers to reach these apartments to get a file. With the unpredictable nature of the business industry, you should always be prepared to meet the need to access any record on short notice. The distance between your office and the rented apartment will be a big barricade to cross in such circumstances. An increase in the distance also brings difficulties in the transportation of new documents. You need to put a big effort into carrying the new files to the rented apartments, bringing you more difficulties in terms of cost and time. 4. CLIMATE & PEST CONTROL The whole point of storing documents is their safety. Coming to legal documents especially, no forms of loss cannot be permitted, because it can affect the organization’s future. Keeping the files at the correct temperature is a vital part of the physical documents’ health. But no rented apartments/ houses will have facilities to regulate the temperature. The humid climate will have a negative impact on paper files and you need to install temperature control units, which is significantly pricier, to ensure the durability of these files. Temperature variations can also bring attacks from pests and insects. Your documents will be subjected to attacks from insects, which can cause permanent loss of valuable information. Renting houses for storing records increase such threats of temperature inconsistency and attack from pests to your records. 5. SYSTEMATIC INDEXING AND ACCESSIBILITY If you rent a house for record management, it can take away a considerable amount of time from your employees working hours for indexing them. Houses will not be built for storing documents, and obviously, they won’t come with facilities to do such a thing. You have to work from scratches to build such a place and systematically organize the files. Because of these hectic work processes, many times, organizations tend to simply dumb the documents in these rented houses which in turn bring more issues. High chances are there to get the important data lost in the piles of papers. Also, you need to put extra effort retrieve a file from the mess. This will keep your employees away from essential job responsibilities and the time will be lost in retrieving documents. Utilizing the space of a rented house for a long will be expensive and dangerous. A practical solution for this dilemma is to hire a professional records management company to do the work for you. They will be highly effective than renting a house or using your valuable office space. Kayman has the trusted records management facility physical records management in Chennai and operates across PAN India. Consult Kayman to learn more about the benefits of engaging a RIM Vendor instead of storing business records without renting a house.

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