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Despite the growing volume of electronic records, the reality is that many organizations keep and store physical records as a part of their day-to-day business processes and also for Statutory Compliance. The challenge with managing paper records becomes clear without a system to track its location, access, and safety.
With Kayman Vaults, organizations can manage physical records along with your electronic files for unified, records management. Ensure compliance and timely access to important records and information across the enterprise. Eliminate manual processes by automating the record lifecycle – a modern solution for managing your paper and electronic records.
Record Lifecycle & Unified Policy Management
Kayman Vaults automates the records management process by applying lifecycle default industry specific rules and policies to physical and electronic files.
Track and Manage Physical Records
With advanced searching and saved views, easily locate the records you need, at file/folder or box level, from warehouses to file rooms.
Security and Controlled Access
Meet strict regulatory compliance standards to ensure security with roles and responsibilities that control access functionality available to users and teams.
Optimize Your Archive Space & Reduce Costs during COVID-19 & Beyond
By taking care of your archive, Kayman vaults can help you optimize, re-configure or re-purpose your workspace, office space or archive space in light of COVID-19, comply with social distancing and other health & safety rules.
The benefits of Offsite Records Management services are humongous. Indeed, offloading the records management function to a professional, trusted offsite records management vendor is a strategic decision as it offers the following benefits:
Reduce cost on storage of records - based on Volume sizing (Pay by Box) .
Meet industry specific stringent regulations and compliance.
Maintain confidentiality of documents / information – internally & externally.
Avail Timely Access to your information on-demand.
Implement Integrity of your records.
Ensure Safety of your records against pests, theft, loss, misplacement.
Enhance Security of your records against natural calamities – Fire, flood ,etc.
Boost morale,& confidence of your employees and win your customers' trust
When to use Offsite Records Management?
If your answer is YES to any of the following: If you are unable to:
• Retrieve a required record (information) & within the requisite time.
• Provide Safety & Security to your records.
• Identify your records with retention periods & shred with Certification.
• Establish confidentiality of your information.
•Manage trail (history) of your record movement.
• Demarcate exclusive area for Records Storage.
• Allocate Resources.
• Control Cost - Restrict the virtual value (opportunity cost) of the space allocated.
Explore our Records Storage Management Services
Indexing & Accessorial Services
Collection & Delivery Services
Document Shredding Services
Indexing & Accessorial Services
Timely information access and consumption is possible with systematic file indexing and accessorial services. Kayman Vaults specializes in indexing physical records and electronic media files.
Securely transport and store business records and documents at our office from your office locations using our document collection. Also request for specific records access with our document delivery services.
Compliance and regulatory requirements demand businesses to maintain retention schedules, secure shredding schedules. Kayman Vaults support in document shredding at your office or at our secure facility.