Product Experience
Every role. One platform.
From front-counter staff handling resident requests to the CAO reviewing council-ready reports — every role has a purpose-built journey. Explore how Civic Document & Records Management works for your team.
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See Civic Document & Records Management handle a complete resident service request — from intake through resolution and council reporting.
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Explore the Interface
Click through the actual Civic Document & Records Management interface. Navigate between the dashboard, resident profiles, service requests, and reports to see how everything connects.
148K
Total Records
+3.2% vs last month72%
Auto-Classified
+8% vs last month100%
FOI Compliance
0% vs last month0
Overdue Dispositions
-100% vs last monthRecent Activity
Council resolution uploaded and auto-classified
Clerk's Office · 2 min ago
FOI request #FOI-2026-042 — records search assigned
FIPPA · 5 min ago
Retention batch #RB-084 approved for destruction
Records · 8 min ago
Box #BX-1247 retrieved from offsite storage
Records · 15 min ago
Contract signed electronically — all parties executed
Legal · 22 min ago
Role-Based Journeys
One Platform, Every Perspective
Select a role to explore their complete journey through Civic CRM — from day-one onboarding to daily workflows and strategic outcomes.
Clerk
From Corporate Records to Council Compliance
Follow the Clerk's journey through the corporate records lifecycle — from document capture and classification through retention enforcement, disposition processing, and FOI oversight. Complete control over the municipality's official records repository with full audit compliance.
Capture
Records intake
Documents enter the repository through multiple channels — drag-and-drop upload, bulk import, email capture via Outlook integration, scanner integration, and digital mailroom processing. Each document is timestamped with source tracking.
The Document Repository Engine (spec 1.1) captures incoming records from all channels in real-time. Drag-and-drop upload for individual documents, bulk import for batch operations, Outlook integration for email records, scanner integration for paper digitization, and digital mailroom processing for incoming correspondence. Metadata capture at upload ensures every record has title, author, classification code, department, and document type.
Classify
File plan assignment
AI auto-classification assigns records classification codes upon upload with 70%+ accuracy. High-confidence documents are filed automatically; low-confidence documents queue for records staff review. The system learns from corrections.
The AI Classification Model (spec 8.1) identifies document type (correspondence, contract, bylaw, policy, report, invoice, application), extracts key metadata (date, author, department, subject, reference numbers), and assigns classification codes per the municipal retention schedule. Confidence scoring routes high-confidence documents to auto-filing and low-confidence documents to the Classification Queue Manager for staff review. Continuous learning from corrections improves accuracy over time.
Declare
Official record status
Declare documents as official corporate records — triggering retention schedule assignment, immutability (no further edits), and security classification inheritance. Undeclared documents remain working documents.
The Records Declaration Engine (spec 2.3) transforms working documents into official records. Declaration triggers: retention schedule assignment based on classification code, document immutability (only superseding or annotating permitted), and security classification inheritance from the parent folder. Record status transitions: active → semi-active → inactive as retention periods progress. Complete audit trail of the declaration event including declarer, timestamp, and classification code.
Retain
Schedule enforcement
Automated retention calculation determines when each record becomes eligible for disposition. Legal holds suspend disposition for litigation, audit, or FOI requests. Nightly engine identifies eligible records and queues for approval.
The Retention Calculator Engine (spec 3.2) runs nightly: record date + retention period = eligibility date. Legal Hold Manager (spec 3.2) prevents disposition of records under hold regardless of retention eligibility. Custom trigger events: project completion, fiscal year end, employee separation. The Disposition Workflow Engine (spec 3.3) queues eligible records for the approval chain: records manager → department head → clerk — per the municipal records retention bylaw.
Dispose
Authorized destruction
Destruction approval workflow ensures proper authorization per bylaw. Destruction certificates record what was destroyed, when, by whom, and authorization. Archival records transferred to municipal or provincial archives.
The Disposition Workflow Engine (spec 3.3) routes eligible records through the approval chain. Batch disposition processes records with the same classification and retention. The Destruction Certificate Generator produces permanent evidence: records destroyed, date, method (secure shredding for paper, secure deletion for digital), authorization chain, and classification codes. The Archives Transfer Manager (spec 3.4) prepares records with archival value for transfer to municipal archives or Archives of Ontario with RAD-compliant descriptions.
Report
Compliance oversight
Auto-generated records management reports: classification rates, retention compliance, FOI statistics, storage utilization, and disposition activity. Council-ready reports with no manual compilation.
Repository Statistics Dashboard (spec 7.1) shows total records by classification, department, and format with growth trending. Retention Compliance Dashboard (spec 7.2) flags overdue dispositions and tracks legal holds. Department Compliance Tracker (spec 7.3) scores department filing behavior. FOI Analytics Dashboard (spec 5.6) shows request status, compliance rates, and trend analysis. All reports auto-generate for council submission — no staff compilation effort.
Clerk Journey
0 / 6
Step 01
Capture
Records intake
Documents enter the repository through multiple channels — drag-and-drop upload, bulk import, email capture via Outlook integration, scanner integration, and digital mailroom processing. Each document is timestamped with source tracking.
The Document Repository Engine (spec 1.1) captures incoming records from all channels in real-time. Drag-and-drop upload for individual documents, bulk import for batch operations, Outlook integration for email records, scanner integration for paper digitization, and digital mailroom processing for incoming correspondence. Metadata capture at upload ensures every record has title, author, classification code, department, and document type.
Step 02
Classify
File plan assignment
AI auto-classification assigns records classification codes upon upload with 70%+ accuracy. High-confidence documents are filed automatically; low-confidence documents queue for records staff review. The system learns from corrections.
The AI Classification Model (spec 8.1) identifies document type (correspondence, contract, bylaw, policy, report, invoice, application), extracts key metadata (date, author, department, subject, reference numbers), and assigns classification codes per the municipal retention schedule. Confidence scoring routes high-confidence documents to auto-filing and low-confidence documents to the Classification Queue Manager for staff review. Continuous learning from corrections improves accuracy over time.
Step 03
Declare
Official record status
Declare documents as official corporate records — triggering retention schedule assignment, immutability (no further edits), and security classification inheritance. Undeclared documents remain working documents.
The Records Declaration Engine (spec 2.3) transforms working documents into official records. Declaration triggers: retention schedule assignment based on classification code, document immutability (only superseding or annotating permitted), and security classification inheritance from the parent folder. Record status transitions: active → semi-active → inactive as retention periods progress. Complete audit trail of the declaration event including declarer, timestamp, and classification code.
Step 04
Retain
Schedule enforcement
Automated retention calculation determines when each record becomes eligible for disposition. Legal holds suspend disposition for litigation, audit, or FOI requests. Nightly engine identifies eligible records and queues for approval.
The Retention Calculator Engine (spec 3.2) runs nightly: record date + retention period = eligibility date. Legal Hold Manager (spec 3.2) prevents disposition of records under hold regardless of retention eligibility. Custom trigger events: project completion, fiscal year end, employee separation. The Disposition Workflow Engine (spec 3.3) queues eligible records for the approval chain: records manager → department head → clerk — per the municipal records retention bylaw.
Step 05
Dispose
Authorized destruction
Destruction approval workflow ensures proper authorization per bylaw. Destruction certificates record what was destroyed, when, by whom, and authorization. Archival records transferred to municipal or provincial archives.
The Disposition Workflow Engine (spec 3.3) routes eligible records through the approval chain. Batch disposition processes records with the same classification and retention. The Destruction Certificate Generator produces permanent evidence: records destroyed, date, method (secure shredding for paper, secure deletion for digital), authorization chain, and classification codes. The Archives Transfer Manager (spec 3.4) prepares records with archival value for transfer to municipal archives or Archives of Ontario with RAD-compliant descriptions.
Step 06
Report
Compliance oversight
Auto-generated records management reports: classification rates, retention compliance, FOI statistics, storage utilization, and disposition activity. Council-ready reports with no manual compilation.
Repository Statistics Dashboard (spec 7.1) shows total records by classification, department, and format with growth trending. Retention Compliance Dashboard (spec 7.2) flags overdue dispositions and tracks legal holds. Department Compliance Tracker (spec 7.3) scores department filing behavior. FOI Analytics Dashboard (spec 5.6) shows request status, compliance rates, and trend analysis. All reports auto-generate for council submission — no staff compilation effort.
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