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Records management for multi-branch organisations: Maintain control across locations

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.

Records management for multi-branch organisations: Maintain control across locations2025-07-10T10:32:09+02:00

What counts as ‘Fraud’ under Kenyan Tax Law — and how recordkeeping can protect you

When most people hear the word fraud, they think of intentional deceit or criminal tax evasion. But under Kenyan tax law, the term encompasses a much broader range of conduct — including mistakes and oversights that arise from poor documentation. At The Filing Room, we’ve seen how easily well-meaning businesses can face significant exposure simply because they lack proper records. This article explains what “fraud” can mean in the eyes of the Kenya Revenue Authority (KRA) — and how strong recordkeeping is your best defence. What does the law say? The Tax Procedures Act (TPA), 2015 governs how KRA assesses, investigates, and enforces tax obligations in Kenya. While the standard rule requires taxpayers to keep records for five years, there is a key exception: if fraud, gross negligence, or willful misrepresentation is suspected, KRA may review your records going back indefinitely. But what does that mean in practice? “Fraud” in

What counts as ‘Fraud’ under Kenyan Tax Law — and how recordkeeping can protect you2025-06-29T12:59:09+02:00

Why you should keep tax documents longer than the law says

In Kenya, the law is clear: most organisations are required to retain tax-related records for five years. But what many businesses don’t realise is that meeting this legal minimum does not necessarily protect them from Kenya Revenue Authority (KRA) audits or penalties — especially if fraud is suspected. At The Filing Room, we work with organisations to ensure that their record-keeping practices don’t just meet legal requirements, but protect them from risk. Because in practice, five years isn’t always five years. What the Law Says The Tax Procedures Act in Kenya harmonised the retention period for most tax records to five years — down from the previously required seven years for Income Tax and Excise Duty. This means that, for day-to-day compliance, taxpayers are expected to retain: Copies of tax returns and assessments Invoices and receipts Payment records Contracts and supporting documentation Financial statements and audit reports This five-year timeline

Why you should keep tax documents longer than the law says2025-06-19T11:36:49+02:00

Top 5 records management mistakes organisations in Kenya make

In a business environment increasingly governed by compliance, data protection, and operational transparency, proper records management is no longer optional. Yet many organisations in Kenya — from corporates and NGOs to professional service firms — still make critical mistakes that can lead to inefficiencies, reputational harm, or even legal penalties. Here are five of the most common records management mistakes we see — and how to fix them. 1. No Document Retention Policy The Problem:Many organisations don’t have a clear, documented policy outlining how long various types of records should be retained. This results in unnecessary storage costs, regulatory risks, and difficulty locating important information. The Fix:Implement a records retention schedule that aligns with Kenyan legal requirements and sector-specific guidelines. Review it annually and ensure staff are trained on how to apply it. The Filing Room assists clients in developing compliant, practical retention policies tailored to their industry. 2. Insecure

Top 5 records management mistakes organisations in Kenya make2025-06-01T15:38:34+02:00

Understanding the Data Protection Act in Kenya: What It Means for Your Document Management

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

Understanding the Data Protection Act in Kenya: What It Means for Your Document Management2025-05-05T09:25:42+02:00

What document management services are available in Kenya?

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

What document management services are available in Kenya?2025-04-19T09:01:05+02:00

The ultimate guide to digitizing business records in Kenya

Wondering how to streamline your records in 2025? As Kenya embraces a digital economy—think e-government and Huduma Centres—businesses need efficient ways to manage records. Paper systems can slow retrieval and take up space, while digitization adds flexibility. How do you digitize records in Kenya effectively? This guide covers the process, benefits, and legal must-knows, spotlighting The Filing Room Kenya’s digital archiving solutions—from Scan-on-Demand to High Volume Digitising—that enhance your paper archives. Let’s explore! The Case for Going Digital Why digitize? It’s a smart addition for Kenyan businesses seeking efficiency and security alongside paper storage. Accessibility: Digital files reach you instantly—ideal for teams in Nairobi, Mombasa, or beyond—while paper stays safe. Cost Savings: Cut retrieval costs (e.g., cheaper than physical delivery) and labor ($233–$465/year for a clerk managing 50 boxes). Efficiency: Searchable files speed up workflows, complementing physical records. Security: Digital backups protect against floods or theft, adding a layer to

The ultimate guide to digitizing business records in Kenya2025-04-04T10:53:15+02:00

The Cost of Document Storage in Kenya: In-House vs. Outsourcing

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?

The Cost of Document Storage in Kenya: In-House vs. Outsourcing2025-03-24T13:28:01+02:00

10 document management challenges for Kenyan businesses

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.

10 document management challenges for Kenyan businesses2025-03-07T11:46:54+02:00

The rise of AI-Powered Records Management

At The Filing Room, we’ve been at the forefront of document management and archiving in Kenya for nearly three decades, helping businesses across East Africa secure their records and streamline their operations. As we move deeper into 2025, one trend is reshaping the records management landscape in ways we couldn’t have imagined when we first started: the potential integration of Artificial Intelligence (AI). This isn’t just a buzzword—it’s a revolution making waves globally and beginning to stir interest right here in Nairobi, Mombasa, and beyond. So, what could AI mean for Kenyan businesses, and how is The Filing Room starting to adapt to keep your records ahead of the curve? AI: From Sci-Fi to Filing Cabinets Artificial Intelligence has moved from Hollywood blockbusters to practical business tools, and records management is one area where it’s gaining attention. Globally, companies like Iron Mountain in the USA are leveraging AI to analyze

The rise of AI-Powered Records Management2025-02-21T11:09:09+02:00
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