When a dispute arises, documents stop being routine records and become critical evidence. Whether it is a commercial disagreement, employment claim, regulatory investigation, or procurement dispute, the outcome often depends on what can be proven through documentation. For law firms and organisations in Kenya, this creates an immediate obligation to preserve relevant records. While the term “litigation hold” is more commonly used in other jurisdictions, the principle applies equally under Kenyan law. Once a dispute is anticipated, organisations must ensure that all relevant evidence is protected, accessible, and intact. What is a litigation hold? A litigation hold is the process of identifying, preserving, and safeguarding all documents and data that may be relevant to a legal dispute. This includes both physical and digital records, such as: contracts and agreements correspondence and emails financial records and invoices internal reports and memos HR records and communications system data and backups Importantly, a

Kenya’s Judiciary has been implementing wide-ranging reforms aimed at reducing case backlogs, improving efficiency, and modernising court operations. Central to these reforms is the digitisation of court registries and the increasing use of electronic filing systems. While these changes are designed to improve access to justice, they also place new responsibilities on law firms, NGOs, corporates, and institutions involved in litigation. Proper case file management is no longer optional. It is now a critical operational and compliance requirement. What Is Changing in Kenya’s Court Registries Over recent years, the Judiciary has introduced e-filing platforms, digitised parts of court registries, and begun consolidating records across divisions. Courts increasingly rely on electronic copies of pleadings, submissions, and rulings, even where original paper documents still exist. Despite this progress, the system remains largely hybrid. Physical case files still play a role, particularly for historical matters and evidentiary records, while digital submissions are now

In 2024, Kenya took another major step in tightening its data governance framework with the introduction of the Computer Misuse and Cybercrimes (Amendment) Act. The new law expands how data security, access, and accountability are defined — and the implications reach far beyond IT departments. For any organisation that stores, processes, or handles information — whether in digital or paper form — compliance now means more than simply preventing hacks. It’s about proving that every piece of information under your care is protected, traceable, and responsibly managed. At The Filing Room, we view this as part of a broader shift: cybersecurity is no longer just a technical issue, but a records management one. Understanding the 2024 Cybercrime Amendment Act The 2024 amendments strengthen Kenya’s existing Computer Misuse and Cybercrimes Act, 2018 to reflect the evolving digital environment. Key updates include: Expanded definitions of “access” and “data” — The Act now

Winning a tender can open new doors for your organisation. Whether you’re a bank bidding for a government contract, an NGO seeking funding, or a law or accounting firm competing for consultancy work, the tender process is one of the most reliable ways to secure business in Kenya. But tenders are competitive — and unforgiving. Missing even one mandatory document can disqualify your application, no matter how strong your technical proposal or pricing. That’s why organised, up-to-date recordkeeping is essential. In this article, we explain what a tender application is, outline the core documents required, and show how centralised filing systems can make your organisation “tender-ready” at all times. What is a tender application? A tender application is a formal bid submitted by a business or organisation to supply goods, works, or services to a government body, NGO, or corporation. When tenders are advertised — through public notices, procurement portals,

SHIF—Kenya’s Social Health Insurance Fund—has become a frequent topic of discussion among employers, employees, and compliance officers. As new health insurance legislation replaces or supplements components of NHIF, many want clarity on coverage, obligations, and what records must be kept. This article answers the most common questions and outlines practical steps for employers and professionals. What Is SHIF? SHIF is established under the Social Health Insurance Act, 2023, with regulations published in 2024 to operationalize the scheme. It is managed by the Social Health Authority (SHA) and is intended to provide universal health insurance coverage in Kenya, reducing reliance on out-of-pocket payments. What Does SHIF Cover? While benefits may evolve over time, the current framework indicates that SHIF benefits will include: Outpatient care: consultations, general practitioner services, referrals Inpatient and hospitalisation services: ward stay, surgeries, intensive care (within approved network) Diagnostics, lab tests, and imaging: when prescribed by network providers

The United Nations’ Nairobi campus (UNON) is undergoing significant upgrades and expansion. While some reports suggest that global headquarters of agencies like UNICEF, UN Women, and UNFPA might relocate here, no final decision has yet been confirmed. This article examines what is known now, what remains speculative, and what the implications could be for Kenya — particularly for businesses, records managers, legal and accounting firms, and providers of professional services. What is confirmed The UN General Assembly has approved two major construction projects at UNON, totalling nearly USD 340 million. One is the Conference Facilities Project (CFP), with a budget of ~USD 265.6 million. This project will upgrade conference infrastructure: expanding capacity from the current ~2,000 participants to ~9,000. It includes a new 1,600-seat Assembly Hall, improved meeting rooms, enhanced accessibility, and modern infrastructure. Construction is expected to start at the end of 2026, with completion by 2030. The office

Running a business in Kenya involves more than just providing a service or product — it requires a strong, well-maintained foundation of legal and operational documentation. Whether you’re launching a new company or managing an established firm, having the right records in place is critical for compliance, audits, tenders, credit access, and growth. At The Filing Room, we’ve spent over 25 years helping organisations — from NGOs and law firms to financial institutions and retailers — secure, organise, and retrieve their most important business documents. Here's a practical guide to what every business in Kenya should have on file. 1. Core regulatory and registration documents These apply to nearly all registered businesses in Kenya, regardless of sector: Certificate of incorporation / business name registrationProof that your business is legally recognised by the Registrar of Companies. This is generated through the eCitizen portal. KRA PIN certificateA personal identification number (PIN) is

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

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

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