As businesses in Kenya grow and expand their operations across regions, counties, or even countries, one challenge often goes unnoticed until it causes real disruption: records management across multiple branches. Whether you're operating a national bank, a regional insurance firm, an NGO with county offices, or a corporate with satellite teams, managing documents consistently and securely across locations becomes increasingly complex. At The Filing Room, we’ve worked with multi-branch organisations for over 25 years — and we understand what’s required to keep control, stay compliant, and improve efficiency at scale. The Challenges of Multi-Branch Records Management When records are managed independently at each branch, the problems multiply quickly: Inconsistent Filing SystemsEach branch may develop its own naming conventions or storage methods, making company-wide retrieval time-consuming or impossible. Lack of Central OversightHead offices often have limited visibility into what records are held where — a major risk during audits or litigation.

How your organisation manages its records isn’t just a matter of efficiency — it’s a matter of legal compliance. Since the enactment of the Data Protection Act (DPA), 2019, all entities handling personal data in Kenya are required to uphold strict standards of security, transparency, and accountability. Whether your records are stored on paper or in the cloud, your document management practices must now align with the law. Here's what that means — and how you can start. What Does the Data Protection Act Require? The DPA, enforced by the Office of the Data Protection Commissioner (ODPC), governs the processing of personal data. This includes how data is collected, stored, accessed, shared, and ultimately destroyed. Key principles include: Lawful and transparent processing Purpose limitation (data should only be used for specific, legitimate purposes) Data minimisation (only necessary data should be kept) Storage limitation (data should not be retained longer than

Are your business records a hidden liability or a strategic asset in 2025? In Kenya’s fast-paced economy, proper document management is non-negotiable. From Kenya Revenue Authority (KRA) retention rules to the demands of a digital-first world, businesses face pressure to keep records secure, accessible, and compliant. Disorganised files waste time, space, and money, whilst risks like floods or tampering loom large. Thankfully, a range of document management services in Kenya can help, from off-site storage to digitisation. This guide explores your options and spotlights why The Filing Room Kenya stands out as a trusted partner with 25+ years of expertise. Let’s dive into the world of records management Kenya! The Stakes of Proper Records Management Why prioritise document management? For Kenyan businesses, it’s about survival and success. Compliance: KRA mandates seven years’ retention for tax records, and the Data Protection Act 2019 demands secure handling of personal data. Non-compliance risks

Are you spending too much on document storage without realizing it? As Kenyan businesses grow in 2025, managing records efficiently is a must—yet it comes with a price tag. Rising office rents, compliance demands from the Kenya Revenue Authority (KRA), and operational headaches make document storage a hidden cost driver. So, what’s cheaper: keeping it in-house or outsourcing archiving to a provider? Let’s break down the document storage costs in Kenya and run a cost-benefit analysis to find out. What Does In-House Records Management Really Cost? Space: Office rent averages $0.78–$1.16 per square foot monthly. Fifty boxes might take 50 square feet (filing cabinets included), costing $39–$58/month—$465–$698/year. Labor: A part-time clerk to organize and retrieve files could earn $116–$233/month, adding $233–$465/year. Extras: Filing cabinets ($155–$388 upfront), pest control, and repairs pile on costs. Plus, there’s the risk of audit penalties or losses from floods or theft—hard to quantify but real.Total?

As Kenyan businesses gear up for 2025, the pressure to manage documents efficiently is higher than ever. From small startups in Nairobi to established firms in Mombasa, companies face growing challenges in records management that impact productivity, compliance, and profitability. Whether it’s navigating space constraints, meeting legal requirements, or keeping up with digitization costs, these pain points are all too familiar. In this article, we’ll explore the top 10 document management challenges for Kenyan businesses in 2025 and provide actionable solutions, drawing on expertise from industry leaders like The Filing Room. Let’s dive in! 1. Limited Physical Storage Space Challenge: Kenya’s urban centers, like Nairobi and Kisumu, are seeing rapid business growth, but office space remains expensive and limited. Storing years’ worth of paper records onsite eats up valuable square footage that could be used for operations or staff. Solution: Opt for outsourcing document storage to a secure offsite facility.