The Filing Room

14/01/2026

A KRA tax audit is not just about what you filed. It is about what you can prove.

During an audit, the Kenya Revenue Authority relies on documentation to verify income, expenses, payroll, VAT, and ownership structures. Missing invoices, incomplete records, or poorly archived files can significantly increase risk, even where taxes were correctly paid.

In this article, we outline the core documents KRA commonly requests, how far back auditors can legally go, and why strong records management is essential to protecting your organisation during an audit.

At The Filing Room, we help banks, insurers, law firms, NGOs, and corporates remain audit-ready through secure storage, digitisation, and compliant records systems built to withstand scrutiny.

Read the full article here:
https://filingroomkenya.com/what-documents-does-kra-require-during-a-tax-audit-in-kenya/

For professional records management support:
[email protected]

+254 20 2663263

A Kenya Revenue Authority tax audit can be stressful, particularly for organisations that are unsure what documentation they may be required to produce. Many businesses assume that filing returns and paying taxes is enough. In practice, KRA audits are evidence-based exercises. The outcome often depe...

31/10/2025

How Kenya’s New Cybercrime Bill Impacts Your Document Storage

Kenya’s Computer Misuse and Cybercrimes (Amendment) Act, 2024 is reshaping how organisations handle information, and it’s not just about IT anymore.

From banks to law firms, NGOs to accountants, every business that stores or processes data is now expected to prove that information is protected, traceable, and responsibly managed.

The law introduces tougher penalties, stricter audit trails, and new accountability standards, even for physical records. A misplaced file can now carry the same risk as a data breach.

At The Filing Room, we help organisations stay compliant through:
-Secure off-site storage
-Digitisation & indexing for instant retrieval
-Chain-of-custody tracking
-Certified destruction
-Records management consultancy

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...

18/10/2025

Winning a tender can transform your organisation, but the process is highly competitive, and even a single missing document can disqualify your bid.

In Kenya, tender applications require much more than strong technical and financial proposals. Procuring entities demand complete compliance records, from CR12s and KRA certificates to audited financial statements and sector-specific licenses.

In our latest article, we break down:

What a tender application is and why documentation matters

The core documents every applicant must prepare

Common pitfalls that cost organisations opportunities

How centralised filing systems give you a competitive edge

With over 25 years supporting banks, law firms, accountants, NGOs, and corporates, The Filing Room helps businesses keep their records organised, retrievable, and always up to date, so you never miss a bid.

📧 [email protected]
📞 +254 20 2663263
🌐 filingroomkenya.com

https://filingroomkenya.com/what-documents-are-required-for-tender-applications-in-kenya/

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 c...

08/10/2025

What does SHIF actually cover?

Kenya’s Social Health Insurance Fund (SHIF) has replaced NHIF, but many employers and employees are still asking the same question: what does it really provide, and what does it mean for compliance?

In our latest article, we answer the most common questions, including:

✅ What medical services are included
✅ Who is covered under SHIF
✅ How contributions work for employers and employees
✅ What records must be maintained for compliance

Clear answers, practical guidance, and the records you’ll need to protect your organisation.

📧 [email protected]

📞 +254 20 2663263
🌐 filingroomkenya.com

https://filingroomkenya.com/what-does-shif-cover-answers-to-frequently-asked-questions/

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. Th...

26/09/2025

Nairobi’s role in the United Nations is expanding.

With major investments underway at the Gigiri campus — including a USD 265 million conference facility set to host up to 9,000 delegates — Kenya is cementing its place as a global diplomatic hub.

But what about reports of UN agencies like UNICEF, UN Women, and UNFPA moving headquarters to Nairobi? The reality is more nuanced: while Nairobi’s UN footprint is growing, final decisions on full relocations have not yet been made.

In our latest article, we explore:
✅ What is confirmed — and what is still under discussion
✅ The economic and diplomatic benefits for Kenya
✅ Risks around housing, infrastructure, and governance
✅ What this means for Kenyan businesses and professional service providers

📧 [email protected]

📞 +254 20 2663263

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 ...

29/08/2025

Confidentiality is the cornerstone of client trust.

From legal files to financial records, Kenyan organisations handling sensitive data must comply with the Data Protection Act (2019) and global standards like GDPR. But compliance goes beyond storage — it’s about controlled access, secure digitisation, and certified destruction.

In our latest article, we explore how lawyers, accountants, insurers, and banks can protect sensitive client data — and how The Filing Room supports them with over 25 years of trusted expertise.

For lawyers, accountants, insurers, and banks, records are more than just documents — they are the backbone of client trust. Within these files lie sensitive details: financial transactions, contracts, medical histories, legal strategies, and personal identification data. Protecting this informati...

05/08/2025

Is your business documentation complete and compliant?

Whether you're running a startup, NGO, accounting firm, or financial institution, having the right records on hand is not just good practice — it's a legal necessity in Kenya.

In our latest article, we break down the essential documents every business should have, including:

certificate of incorporation and CR12

KRA PIN, tax returns, and audited accounts

trade licenses, NTSA logbooks, NHIF/NSSF registration

sector-specific permits and compliance records

employee files, contracts, and internal policies

Poor recordkeeping can lead to audit failures, missed tenders, or reputational risk. We help you avoid that.

Read the full checklist and learn how The Filing Room can help you protect and organise your business records:

https://filingroomkenya.com/what-documents-are-essential-for-a-business-to-have-in-kenya/

📧 [email protected]
📞 +254 20 2663263
🌐 filingroomkenya.com

10/07/2025

Running a multi-branch organisation? Here’s what you need to know about managing your records.

As your business grows, so does the complexity of your document management. Without a central system, records across branches can quickly become disorganised, inconsistent, and vulnerable to compliance risks.

In our latest article, we explore:
✅ The hidden challenges of managing records across multiple locations
✅ How to build a centralised, efficient, and secure records system
✅ Practical solutions like barcoding, scan-on-demand, and branch-wide file tracking
✅ How The Filing Room supports banks, insurers, NGOs, and corporates across Kenya

Whether you have 3 branches or 30, a decentralised filing system can cost you time, money, and compliance. We can help you stay in control.

📞 +254 20 2663263
📧 [email protected]
🌐 filingroomkenya.com

https://filingroomkenya.com/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 count...

19/06/2025

Tax Records: 5 Years Isn’t Always Enough

In Kenya, the law says keep your tax records for 5 years. But the Kenya Revenue Authority (KRA) can — and does — go back decades if fraud is suspected. And if you can’t prove your case? You could face:

🔴 200% penalties
🔴 1% interest per month (compounded)
🔴 Legal and reputational risk

At The Filing Room, we help organisations go beyond basic compliance — with secure storage, digitisation, and long-term document retention solutions tailored to protect you when it matters most.

Learn what the law really requires
Discover how to protect your organisation
Be ready if KRA ever comes knocking

Read the full article: https://filingroomkenya.com/why-you-should-keep-tax-documents-longer-than-the-law-says/

📧 [email protected]
📞 +254 20 2663263

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 su...

01/06/2025

Is your organisation managing its records correctly?

Poor records management doesn’t just slow down operations — it exposes you to legal, financial, and reputational risk. In Kenya, the Data Protection Act (2019) and other regulations have made compliance a non-negotiable priority.

In our latest article, we highlight the Top 5 Records Management Mistakes made by Kenyan organisations — and how to fix them.

📂 Disorganised filing systems
🔐 Insecure data storage
🗑️ Improper destruction of records
📋 No retention policies
🚫 Uncontrolled access to sensitive information

At The Filing Room, we’ve spent over 25 years helping banks, insurers, NGOs, and legal firms stay compliant, efficient, and secure.

🔗 Read the article and get practical steps to protect your records:

09/05/2025

Since the introduction of Kenya’s Data Protection Act (DPA), 2019, every organisation handling personal data must meet strict requirements for how that data is stored, accessed, shared, and ultimately destroyed — whether physical or digital.

At The Filing Room, we help institutions stay compliant with tailored solutions for:

📁 Secure off-site records storage
🔐 Certified destruction with traceability
💻 DPA-compliant digitisation
📊 Onsite audits and policy consultancy

We work with banks, insurers, NGOs, and law firms across Kenya to ensure their records management practices align with legal standards — and reduce operational risk.

📂 Understand the DPA
⚠️ Identify common compliance gaps
✅ See how we can support your compliance journey

Professional, legal, and reliable records management — because compliance is more than a checkbox.

📞 +254 20 2663263
📧 [email protected]

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 accou...

25/04/2025

As we move deeper into 2025, the importance of proper records management continues to grow. For organisations in Kenya—whether in finance, law, retail, or the NGO sector—compliance, security, and efficiency are no longer optional. They are essential.

In our latest article, we examine the full landscape of document management services available in Kenya. From meeting KRA’s 7-year retention rules to navigating the demands of the Data Protection Act, we explore the practical steps businesses can take to ensure their records are protected, accessible, and compliant.

Drawing on over 25 years of experience, The Filing Room outlines how off-site storage, digitisation, secure destruction, and on-site registry support can help organisations of all sizes manage their records more effectively.

📞 To discuss your organisation’s needs or arrange a free survey, contact us at +254 20 2663263 or [email protected]

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, acces...