A completed move leaves behind a body of documentation that has value beyond the day of the job. Move records — the inventory, the signed service agreement, the delivery confirmation, the payment receipts, and the job file — may be needed months or years later for insurance purposes, legal matters, or personal reference. Bestcare Movers stores all client records securely and accessibly for the periods required by professional and legal standards in Kenya.
What Records Are Stored
Bestcare Movers retains a complete record for every job carried out. This includes the signed service agreement, the final pre-move inventory with condition notes, the post-move delivery confirmation, photographic documentation of the move, the full invoice and payment record, and any correspondence — by email, WhatsApp, or letter — between the company and the client.
For moves where transit insurance was taken out, the insurance documentation is also retained. For moves where a damage claim or dispute arose, the full documentation related to the issue — inspection reports, correspondence, resolution records — is retained separately from the standard job file.
Digital Storage Standards
Bestcare Movers stores records in a digital format backed up to secure servers. Physical documents are scanned and indexed against the job reference number so that any record can be retrieved quickly and accurately. The digital filing system is protected by access controls to ensure that client records are only accessible to authorised Bestcare Movers staff.
How Long Records Are Retained
Records are retained for a minimum period aligned with Kenyan commercial and tax law requirements. For most job records, this is a minimum of seven years. Records related to damage claims or disputes may be retained for longer where an ongoing legal or insurance matter requires it.
Requesting Your Records
Clients who need access to records related to their past moves with Bestcare Movers can request these through the client relations team. Records are provided within a reasonable timeframe and in the format most useful to the client’s needs.
Reach out to Bestcare Movers today for a moving company that handles your records with the same care it gives your belongings.