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Municipal Digital Document Discovery & Information Governance

Find, understand, and organize documents across shared drives, email, and legacy systems to support compliance, records management, and digital transformation.

What we have to offer

ShinyDocs® helps municipalities discover, classify, and manage documents across shared drives, legacy systems, and cloud platforms.

It enables local governments to gain visibility into their unstructured information, reduce risk, improve records management, and prepare for modern governance, compliance, and digital transformation.

ShinyDocs® allows municipalities to find, understand, and govern their data before migrating or digitizing it.

What Problem Does
ShinyDocs® Solve?

Know What Content (Documents, Files, Media, Records, and Data) You Have and Find What You Need.

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Most municipalities store decades of documents across multiple locations such as:
  • Shared network drives
  • Personal user folders
  • Legacy document management systems
  • Email attachments
  • Cloud storage platforms
  • External storage devices
Common challenges include:
  • No visibility into what documents exist
  • Duplicate and redundant files
  • Outdated or unmanaged records
  • Difficulty responding to FOIP/FOIA requests
  • High risk of retaining sensitive information
  • Complex and expensive system migrations
  • Lack of alignment with municipal records retention policies

These environments often contain millions of files with little or no structure.

Without understanding their information environment, municipalities face significant operational and compliance risk.

ShinyDocs® solves this by discovering, analyzing, and organizing municipal data at scale.

What Are the Benefits of ShinyDocs®?

Complete Document Discovery

ShinyDocs® scans municipal file systems and repositories to identify and catalogue documents.

Benefits:

✅ Full visibility into unstructured data

✅ Identification of redundant and duplicate files

✅ Understanding of document ownership and age

✅ Insights into file types and usage

Data Cleanup & Risk Reduction

ShinyDocs® identifies unnecessary or high-risk documents.

Benefits:

✅ Removal of redundant and obsolete files

✅ Reduced storage costs

✅ Lower legal and compliance risk

✅ Improved records governance

Records Classification

Documents can be automatically classified based on municipal records policies.

Benefits:

✅ Faster implementation of records retention schedules

✅ Improved compliance with information governance standards

✅ Easier records management modernization

Migration Readiness

ShinyDocs® prepares municipal data for migration to modern systems.

Benefits:

✅ Reduced migration costs

✅ Faster system upgrades or replacements

✅ Clean and structured data environments

✅ Reduced risk during system transitions

FOIP / FOIA & Legal Readiness

ShinyDocs® improves response capabilities for information requests.

Benefits:

✅ Faster document discovery

✅ Improved legal defensibility

✅ Reduced staff time searching for records

✅ Greater transparency

Integrations

ShinyDocs® works across a wide range of municipal systems and platforms.

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Document Management Systems

Supports integration and discovery across:

  • Laserfiche
  • SharePoint
  • Network File Shares
  • Cloud Storage Platforms
  • Legacy Records Systems
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Records Management Programs

ShinyDocs® integrates with municipal records governance frameworks and classification structures to support:

  • Retention policy alignment
  • Records cleanup initiatives
  • Information governance modernization
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Digital Transformation Initiatives

ShinyDocs® often serves as the first step before implementing modern digital systems, including:

  • Document management platforms
  • Workflow automation systems
  • Municipal digital services platforms such as FARMER

Delivered by GovernmentFrameworks.com

GovernmentFrameworks.com helps municipalities modernize governance through technology.

Our mission is to:

Improve governance through modern technology and services designed specifically for municipal governments.

GovernmentFrameworks delivers solutions across:

  • Forms and digital services
  • Workflow automation
  • Records management
  • Public service modernization
  • Executive reporting and analytics

GovernmentFrameworks is an approved supplier through Canoe Procurement Canada, allowing municipalities to procure solutions quickly and compliantly.

Book a Demonstration

Discover how organizations are transforming efficiency and compliance with Shinydocs®’ innovative document management solutions.

Request a Demo

Additional Resources

For more information, product images, and videos:

www.shinydocs.com

 

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