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 Apr 26, 2021

5 Records Management Best Practices

Businesses have a mandate to handle information in a secure, organized and compliant manner so that they operate efficiently, free up resources and attain profitability. At the same time management of growing physical records and digital records is not easy. Your business may have just started or be in any stage in the records management maturity curve. Follow these record management practices so that your efforts are optimal, less exhaustive and cost-effective. 1.Secure Records Storage & Management Your business may be required to adhere industry-specific safety standards in storing records and documents that may have sensitive personal information (SPI) or personal health information (PHI). These records need to be safeguarded from disasters and unauthorized access. Implement climate, fire protection systems, access controls, intrusion prevention systems, and barcode tracking for easy access. 2.File Indexing and Classification Well-indexed and classified records offer easy, instant access at a reduced financial cost. When sifting through 1000s of records that have accumulated over multiple years, one may often come across situations like files misplacement. Delays in hours and days may affect business continuity, damage to vendor relationships and quality of customer service. Introduce scientific file indexing and classification based on age, time, file-type, active usage, access frequency and support of barcode, RFID technologies. 3.Records Retention and Shredding Always stay on top of which records and until what timelines to keep to meet legal and regulatory compliances. Draft and establish a comprehensive document retention policy by consulting with professional records management consultants or companies who can offer personalized guidance on your industry-specific document retention and secure document shredding ideas. 4.Record Information Management Policy Craft a Record Information Management (RIM) Policy and associated procedures to stay compliant with standard operational procedures (SOP), statutory and legal requirements. The RIM policy should be concise, defined roles and responsibilities throughout records lifecycle, training procedures, protocols for access, audits and version control. Let the policy detail procedures for multiple business function-specific record management guidelines. Make it accessible to all employees. 5.Train Employees on Records Management It is imperative you educate employees at all levels in your organization about the importance of maintenance and management of company’s records and its’ policies and procedures. A timely training schedule about updated records management policies will help them stay aware of precautions, evolving compliance and privacy protection regulations and trends. The above best practices along with growing best practices in records management will improve accountability, records retention, policy and procedures, digitization, access, documents disposal and meeting compliance.

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