Compliance & Data Protection
Security & Compliance
Enterprise security and regulatory compliance for Document Records Management
Canadian Municipal Compliance
Municipal & Provincial Regulations
Purpose-built for Canadian municipalities, with full alignment to federal, provincial, and municipal legislation governing public-sector data management.
Ontario, Canada
End-to-end FOI processing with intake, assignment, search, AI-powered redaction, exemption documentation, decision letters, fee calculation, and IPC appeal tracking — all within statutory timelines.
Ontario, Canada
Automated retention schedule enforcement per municipal bylaw with disposition approval workflows, destruction certificates, and perpetual corporate record preservation for bylaws, minutes, and financial records.
Ontario, Canada
Records lifecycle management from creation through disposition with archival transfer capabilities for records of enduring value, supporting provincial recordkeeping requirements.
Ontario, Canada
WCAG 2.1 AA accessible interfaces for document management — keyboard navigation, screen reader support, accessible PDF generation, and high-contrast themes across all user interfaces.
Ontario, Canada
Security classification and access controls for health-related records — restricted access enforcement, audit trails, and breach notification workflows for personal health information.
Ontario, Canada
Retention schedule management ensures records required for legal proceedings are preserved beyond minimum limitation periods with legal hold capabilities to prevent premature destruction.
Ontario, Canada
Security architecture aligned with Ontario's cyber security framework — encryption at rest and in transit, MFA enforcement, anomaly detection, and security incident response procedures.
“Compliance is not a feature we bolted on after launch — it is the architectural foundation every line of code is written against. Canadian municipalities deserve a platform that treats their legislative obligations as first-class requirements.”
Civic Engineering
· Platform Architecture TeamRegulatory Compliance
Industry Frameworks
Beyond municipal legislation, satisfies internationally recognized compliance frameworks.
Pre-loaded classification codes aligned with Ontario municipal record types for standardized file classification.
- Pre-loaded TOMRMS classification codes with primary, secondary, and tertiary levels for consistent municipal records filing
- Automated classification suggestion based on document content analysis using TOMRMS code taxonomy
- Retention schedule enforcement per TOMRMS-recommended retention periods with configurable municipal overrides
- Cross-reference mapping between TOMRMS codes and municipal functional classification for hybrid systems
- TOMRMS code update management with version tracking when classification scheme is revised by the province
Canadian archival description standard used for records transferred to municipal or provincial archives.
- RAD-compliant descriptive metadata fields for records identified for archival transfer — title, dates, extent, and provenance
- Fonds-level and series-level description support for organizing archival records per RAD hierarchy
- Archival transfer packaging with RAD-conformant finding aids generated automatically from records metadata
- Provenance tracking maintaining original order and creator information per RAD principles of arrangement
- Export formats compatible with provincial archival management systems for seamless records transfer
International standard for records management — principles and concepts for creation, capture, and management of records in all formats.
- Records creation and capture controls ensuring documents are registered with metadata at point of creation or receipt
- Classification and indexing enforced at capture with mandatory metadata fields per ISO 15489 requirements
- Access control and security classification applied per record with four-level sensitivity model (public through restricted)
- Retention and disposition controls with automated schedule enforcement, approval workflows, and destruction certificates
- Records management policy framework documented and auditable per ISO 15489 governance requirements
Canadian General Standards Board standard for electronic records as documentary evidence — ensuring admissibility of electronic records.
- System integrity controls ensuring electronic records are not altered after capture — write-once storage and hash verification
- Record reliability documentation demonstrating the system routinely creates and stores records in the normal course of business
- Authentication mechanisms including digital signatures, timestamps, and certificate-based verification for record provenance
- Audit trail evidence supporting admissibility — complete chain-of-custody from creation through any access or migration
- Migration and format conversion procedures that preserve record integrity with before/after verification and documentation
Data Sovereignty
Canadian Data Residency
All municipal records and documents are stored exclusively within Canadian data centres, ensuring compliance with provincial data sovereignty requirements.
Hosting
Canadian Only
Centres
3 Redundant
Encryption
AES-256
Sovereignty
PIPEDA / MFIPPA
Platform Security
Security Capabilities
Click any capability to explore the technical details behind each security layer.
Auditability
Audit Trail Features
Every action is logged, timestamped, and immutable — providing the complete audit trail required by provincial legislation and municipal accountability standards.
Document Access Logging — Every document view, download, print, and export logged with user, timestamp, IP address, and action type for complete chain-of-custody accountability.
Classification Change Tracking — Audit trail for every classification code change — original code, new code, reason for reclassification, authorizing user, and timestamp for records management compliance.
Disposition Event Recording — Complete disposition lifecycle logging: eligibility calculation, approval workflow steps, destruction confirmation, and certificate generation with authorized signoff.
FOI Processing Audit — End-to-end FOI audit trail: intake, assignment, search, redaction decisions, exemption citations, fee calculations, decision letters, and IPC appeal correspondence.
Administrative Change Logging — System configuration changes logged: retention schedule modifications, permission changes, classification scheme updates, and security policy adjustments with before/after values.
Legal Hold Tracking — Legal hold events captured: hold placement, scope definition, custodian notification, acknowledgement receipt, hold modification, and release authorization with full timeline.
E-Signature Verification — Signature events logged: signing request, signer authentication method, signature timestamp, certificate validation, and tamper-evident seal verification for legal admissibility.
Security Event Alerting — Real-time alerts for: failed authentication attempts, access to restricted records outside business hours, bulk download activity, and privilege escalation attempts with automated incident response.