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 Apr 24, 2023

Top 10 Global Best Practices in Records Management.

In today's world, organizations generate and maintain an enormous amount of information, which can be critical to their operations and decision-making processes. Effective records management is, therefore, an essential practice for all organizations to ensure that they can locate, retrieve, and use information effectively and efficiently. Here are the top 10 global best practices in records management: i. Develop a Records Management Policy: The first step in implementing an effective records management program is to develop a policy that outlines the organization's approach to managing its records. The policy should cover all aspects of records management, including the creation, retention, storage, and disposal of records. The leadership team at Kayman Vaults has over 40 years experience in records management and we will help you to shape your records management policy that is robust and stands the test of time. ii. Conduct a Records Inventory: Conducting a records inventory is an essential part of any records management program. It helps organizations identify the types of records they create, where they are stored, and how long they need to be retained. Kayman Vaults conducts an onsite audit to give you the best picture of your records. iii. Implement a Classification Scheme: A classification scheme helps organizations categorize their records based on their content and context. It helps to ensure that records are stored and retrieved efficiently and that the appropriate retention and disposal schedules are applied. Kayman Vaults classification scheme evolved over years and across clients, which can meet all industries. iv. Establish Retention and Disposal Schedules: Retention and disposal schedules are critical components of a records management program. They provide guidance on how long records should be retained and when they should be disposed of. These schedules must be based on legal and regulatory requirements, as well as the organization's operational needs. When you onboard with us we will share the best practices of your industry to help you better. v. Use Standardized File Naming Conventions: Standardized file naming conventions ensure that records are named consistently and accurately, making them easier to locate and retrieve. They should be easy to understand and reflect the content of the record. vi. Use Metadata: Metadata provides information about a record's content, context, and structure. It helps to ensure that records can be located and retrieved efficiently and that the appropriate retention and disposal schedules are applied. vii. Implement a Records Storage and Retrieval System: Records storage and retrieval systems are critical components of a records management program. They provide a centralized location for storing and managing records and ensure that records can be retrieved quickly and efficiently. At Kayman Vaults, we have a sound policy and you will inherit for your organisation. viii. Provide Records Management Training: Records management training is essential for all staff who create or manage records. It should cover all aspects of records management, including the organization's policies and procedures, classification schemes, retention and disposal schedules, and storage and retrieval systems. ix. Conduct Regular Audits: Regular audits are essential to ensure that the organization's records management program is working effectively. They help to identify any gaps or weaknesses in the program and provide opportunities for improvement. x. Monitor and Review the Records Management Program: Monitoring and reviewing the records management program is essential to ensure that it remains effective and relevant. It provides opportunities to identify areas for improvement and to make changes as necessary. In conclusion, effective records management is critical for all organizations to ensure that they can locate, retrieve, and use information effectively and efficiently. Implementing these top 10 global best practices in records management can help organizations to achieve this goal and improve their overall operations and decision-making processes. 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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