Document & Records Management Purpose-Built for Canadian Municipalities
A comprehensive electronic document and records management system (EDRMS) serving as the municipal corporation's official records repository — managing creation, classification, storage, retrieval, retention, and disposition of all corporate records. Supports digital-born documents, digitized paper records, physical box tracking, and MFIPPA freedom of information processing. Delivered as a full source code licence.
Search Speed
FIPPA Compliant
Retention Automation
Certified & Compliant
SOC 2 Type II Certified
Annual third-party audit of security controls covering availability, processing integrity, confidentiality, and privacy — verified against AICPA Trust Services Criteria.
ISO 27001 Aligned
Information security management system aligned to international standards for risk management, data protection, and continuous improvement of security posture.
WCAG 2.1 AA Compliant
Full keyboard navigation, screen reader compatibility (JAWS, NVDA, VoiceOver), 4.5:1 color contrast ratios, and semantic HTML — ensuring every staff member and citizen can access records regardless of ability.
MFIPPA Compliant
Built-in FOI request processing with 30-day deadline tracking, AI-powered redaction tools (s.6–15), access audit trails, records retention schedule enforcement, and disposition workflows aligned with MFIPPA obligations.
Canadian Data Residency
All documents and records stored and processed exclusively in Canadian data centres. No cross-border data transfers. Full data sovereignty contractually guaranteed — not just a policy statement.
PIPEDA Compliant
Consent management, data minimization, breach notification workflows, and right-of-access/correction mechanisms aligned with Canada's federal privacy legislation for all records containing personal information.
The Journey
From Fragmentation to Clarity
Scattered Records, Compliance Risk
Corporate records live in network drives, email inboxes, filing cabinets, and departmental systems with no classification scheme. Staff spend 20+ minutes searching for a single document. 40% of records have no retention schedule. FOI requests require manual assembly from multiple repositories.
Hidden Cost of Records Disorder
FOI preparation takes 8–12+ hours per request. Physical records in offsite storage with no tracking. Retention schedules in spreadsheets — records accumulate for years past eligibility. No audit trail for sensitive document access. Compliance audits reveal systematic gaps.
One Repository. Every Record. Full Control.
Civic Document & Records Management replaces scattered storage with a single corporate repository — AI-powered classification, automated retention enforcement, integrated FOI processing, physical records tracking, and full-text search. Every record classified, every access logged, every retention schedule enforced.
Engineered for Records Excellence
Designed to achieve 100% classification of new records, any-record retrieval in under 2 minutes, FOI response preparation in under 4 hours, disposition processing within 6 months of eligibility, and 100% barcode tracking of physical records — all within Year 1.
Measurable Impact
Engineered for Impact
Records Classified
Every new official record classified and stored in the corporate repository using the municipal file classification system — with AI auto-classification achieving 70%+ accuracy and continuous learning from staff corrections.
Record Retrieval
Any record retrievable in under 2 minutes through full-text search across all documents — content, metadata, and OCR text from scanned documents — with advanced filtering by date, department, classification, and document type.
FOI Compliance
100% MFIPPA response compliance within the 30-day statutory deadline — with AI-powered redaction, automated responsive records assembly, exemption tracking, and preparation time reduced from 8–12 hours to under 4 hours.
Disposition Processing
Records eligible for destruction processed within 6 months of eligibility through automated retention calculation, disposition approval workflows, destruction certificates, and legal hold enforcement.
Platform Health
Always On. Always Secure.
Uptime SLA
SLA commitment
Municipality Scale
Population range
Record Retrieval
Any record searchable
Deployment Timeline
For 50–200 staff
The Challenge
Why the Status Quo Fails
Canadian municipalities (population 5,000–100,000+) manage hundreds of thousands of corporate records across dozens of departments — bylaws, contracts, correspondence, reports, maps, photos, and physical files. Without a central records management system, classification is inconsistent, retention schedules go unenforced, FOI requests risk statutory deadline breaches, and audit trails are nonexistent.
Corporate records scattered across network drives, email inboxes, filing cabinets, and departmental SharePoint sites with no consistent classification scheme. Staff spend 20+ minutes per search. Records are duplicated across systems with no authoritative version.
Retention schedules tracked in aging spreadsheets with no automated enforcement. Records eligible for destruction accumulate for years. Legal holds communicated via email with no systematic tracking. Destruction certificates are paper-based and inconsistent.
MFIPPA freedom of information requests require manual assembly of responsive records from multiple repositories. Redaction is done page-by-page in PDF editors. 30-day statutory deadline compliance is at risk. No tracking of exemptions applied or third-party notices sent.
Paper records in offsite storage tracked via spreadsheets or not tracked at all. Box retrieval takes 24–48 hours. File-out tracking is manual with no overdue alerts. Storage costs escalate with no visibility into what can be destroyed per retention schedule.
No systematic logging of who accessed, viewed, downloaded, or modified corporate records. Sensitive documents — legal opinions, personnel matters, land negotiations, closed session materials — lack appropriate access controls and monitoring.
Estimated Annual Cost of Status Quo
$170K – $340K
Every resident deserves a government that remembers who they are. Civic Document & Records Management was designed to make that standard — one record, one platform, one consistent experience across every department and channel.
Product Vision
Civic Document & Records Management
The Solution
Civic Document & Records Management
Civic Document & Records Management provides a single, comprehensive EDRMS purpose-built for Canadian municipalities. It manages the entire records lifecycle — creation, classification, storage, retrieval, retention, and disposition — for both digital and physical records. Built-in MFIPPA FOI processing, AI-powered classification and redaction, and complete audit trails ensure compliance with the Municipal Act, Archives and Recordkeeping Act, and MFIPPA. Delivered as a full source code licence for complete municipal ownership and control.
Document Lifecycle
Create, classify, store, and manage documents with version control, check-in/check-out, and approval workflows.
Create, classify, store, and manage documents with version control, check-in/check-out, and approval workflows.
Automated Retention
Apply municipal retention schedules automatically based on document classification with destruction eligibility tracking.
Apply municipal retention schedules automatically based on document classification with destruction eligibility tracking.
FIPPA Access Controls
Role-based access permissions aligned with FIPPA requirements including personal information protection and access request management.
Role-based access permissions aligned with FIPPA requirements including personal information protection and access request management.
Full-Text Search
Search across all stored documents including scanned records with OCR — find any document in seconds.
Search across all stored documents including scanned records with OCR — find any document in seconds.
Email Archiving
Capture and classify emails as corporate records with automated retention and integration with common mail platforms.
Capture and classify emails as corporate records with automated retention and integration with common mail platforms.
Legal Hold & Destruction
Place legal holds to prevent destruction during litigation, and manage authorized destruction with certificate generation.
Place legal holds to prevent destruction during litigation, and manage authorized destruction with certificate generation.
Who Benefits
Purpose-Built for Every Stakeholder
Municipal Clerk
Complete corporate records stewardship and FOI compliance
- Single corporate repository for all official records — bylaws, contracts, correspondence, council resolutions, and committee minutes — with full version control
- Retention schedule enforcement with automated disposition eligibility calculation, destruction approval workflows, and certificate generation per municipal bylaw
- FOI processing dashboard with 30-day deadline tracking, AI-powered redaction (s.6–15), exemption documentation, and appeal tracking with IPC
- Complete audit trail of all records access, modification, and disposition — supporting auditor and council oversight requirements
- Auto-generated records management compliance reports for council — classification rates, retention compliance, FOI statistics, and storage utilization
Complete corporate records stewardship and FOI compliance
- Single corporate repository for all official records — bylaws, contracts, correspondence, council resolutions, and committee minutes — with full version control
- Retention schedule enforcement with automated disposition eligibility calculation, destruction approval workflows, and certificate generation per municipal bylaw
- FOI processing dashboard with 30-day deadline tracking, AI-powered redaction (s.6–15), exemption documentation, and appeal tracking with IPC
- Complete audit trail of all records access, modification, and disposition — supporting auditor and council oversight requirements
- Auto-generated records management compliance reports for council — classification rates, retention compliance, FOI statistics, and storage utilization
AI-assisted classification and lifecycle management
- AI auto-classification assigns records classification codes upon upload with 70%+ accuracy — reducing manual classification effort while ensuring consistent application of the file plan
- Hierarchical file classification system (file plan) with primary, secondary, and tertiary subjects — browsable, searchable, and cross-referenced
- Physical records management with barcode tracking, storage location mapping, retrieval request processing, and destruction coordination
- Retention compliance dashboard showing records eligible for disposition by classification and department — with legal hold tracking
- Document scanning and digitization workflows with OCR for full-text searchability of scanned documents
Full source code ownership and enterprise search
- Full source code licence — not SaaS. Your municipality owns the code, controls the deployment, and modifies without vendor dependency
- Enterprise search across all records regardless of format — full-text content, metadata, and OCR text with sub-2-minute retrieval
- Canadian-hosted infrastructure with two data centres (Toronto, Montréal) — no cross-border data transfer concerns
- Microservices architecture supporting 50 to 5,000+ concurrent users with independent scaling per service
- Integration with existing systems — Microsoft 365, SharePoint, Active Directory, scanners, and municipal line-of-business applications
Streamlined FOI request processing with AI assistance
- End-to-end FOI request processing — intake, records search, responsive record assembly, review, redaction, decision letters, and fee calculation
- AI-powered redaction automatically detects personal information and recommends exemptions with MFIPPA section references (s.6–15)
- 30-day statutory deadline tracking with automated notifications at milestones — plus 30-day extension management per MFIPPA s.20
- Third-party notification workflow management where required (s.21 notice) with response tracking
- Annual FOI reporting — requests by department, compliance rates, exemptions applied, appeal statistics per MFIPPA requirements
Departmental records compliance and self-service access
- Department-scoped access to records with role-based permissions — staff access their own department's records by default with cross-department access by approval
- Department records compliance dashboard showing classification usage, training compliance, and transitory records clean-up status
- Self-service document upload with metadata templates and AI-assisted classification — no records management expertise required
- Email records management with Outlook integration — capture emails as corporate records with metadata preservation
Quick Reference
At a Glance
What Municipalities Say
Trusted by Municipal Leaders
Hear from the CAOs, IT managers, and front-line staff who transformed their municipalities with Civic Document & Records Management.
“Civic Document & Records Management is designed so that within the first six months, any corporate record can be retrieved in under two minutes — giving Clerks the confidence that every bylaw, agreement, and council resolution is at their fingertips.”
Municipal Clerk
Projected outcome
Mid-size municipality · 45,000 residents
< 2 min
Retrieval Target
Proven Results
Customer Success Stories
Real deployments. Real outcomes. Explore how Ontario municipalities transformed their operations.
Success Story
City-Tier Municipality
80,000 residents residents · Projected deployment in under 14 weeks · ROI modelled within 14–18 months
Challenge
Corporate records scattered across network drives, email inboxes, and filing cabinets with no classification scheme. FOI requests taking 12+ hours to process. 3,000+ boxes in offsite storage with no tracking system. Retention schedules in a 15-year-old spreadsheet.
Outcome
Projected deployment with full source code licence across all departments in under 14 weeks. Designed to classify 100% of new records, achieve any-record retrieval in under 2 minutes, and process FOI requests within the 30-day deadline — per spec Year 1 targets.
Key Results
< 2 min
Retrieval Target
100%
Records Classified
< 14 wk
Deployment
Get Started
Ready to Transform Constituent Service Delivery?
Schedule a consultation with our municipal solutions team to discuss your requirements, see a live demonstration, and receive a tailored implementation proposal.