Municipal Information Governance in Ontario
Your information governance software for federated search, data cleansing, AI data classification, and information lifecycle management.
Search repositories from one place and enforce retention schedules automatically, without migration.
- Year-one savings
- $408K
mid-size municipality
- Return on investment
- 4.5×
avg. Ontario deployment
- Staff hours recovered
- 10K+
500-staff municipality, yr 1
- Content under management
- 98%
post-deployment coverage
Based on documented Ontario public sector deployments. Use the ROI estimator below for an estimated return for your organization.
Ontario municipalities using Shinydocs Pro
Automated Information Governance for Ontario Municipalities
An automated, end-to-end information governance software, built to clean, classify, search, and govern content where it already lives. Your team continues to work within the same systems, with no disruption.
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01🔍
In-Place Federated Search
Search across SharePoint, Teams, Cloud, OneDrive, Exchange, file shares, Laserfiche, Documentum, OpenText / eDOCS, and Network file shares.
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02🏷️
AI Data Classification
AI scans each repository to identify PII, ROT, duplicate, and stale files. You know what you have and where it lives at all times.
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03🧹
Data Cleansing + ROT Removal
Data with no value is disposed of, and continuous scanning and cleansing prevents the backlog from ever returning.
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04✅
Automated Information Lifecycle Management
PII and sensitive content is identified, and retention schedules are enforced to support MFIPPA compliance and fast FOI response.
Information Governance Challenges We Eliminate
Manual records management was never built for the volume modern municipalities produce. Here is where it breaks down, and what replaces it.
Without Automated Governance
- Files sit scattered across systems and teams cannot find what they need.
- FOI requests require manual searches across multiple repositories.
- Retention schedules exist on paper, but are never enforced.
- Storage costs are inflated by redundant and obsolete records.
- MFIPPA compliance obligations go unmet.
- FOI requests take weeks or months to complete.
With Shinydocs
- Clean, reliable data, with duplicate, stale, and ROT files disposed of defensibly.
- AI classification tags every record, so teams find content across repositories.
- Federated search removes silos from one place, with no migration.
- AI-ready content keeps systems accurate for Copilot and future workloads.
- Retention enforced automatically to support MFIPPA and fast FOI response.
- Staff spend less time searching and more time delivering services.
No RFP Required for Ontario Municipalities
Shinydocs is pre-qualified under the Ontario VOR — the province has already completed competitive procurement on your behalf. Cite Tender #18914 and you're done.
Ontario Vendor of Record: Active & Pre-Qualified
Any Ontario Ministry or Broader Public Sector body, including municipalities, school boards, hospitals, and public libraries, can engage without issuing an RFP. One reference number is all your procurement team needs.
- Procurement Status
- ✓ Active
- 1
Reference the VOR
Cite Tender #18914. No RFP needed.
- 2
Environment Scoping
We map your repositories — with no obligation.
- 3
Custom Proposal
Pricing built around your actual environment.
- 4
Sign Work Order
Simple SOW aligned to VOR terms.
- 5
Go Live in Weeks
No migration. No disruption to your staff.
Customer testimonial
"What years of dedicated capacity could not achieve, automation delivered in months — records management applied across every repository, with real visibility for the first time."
Automated Information Governance Software ROI
Adjust the sliders to match your organization's details. Outputs are built on published research and documented Ontario government deployment results.
Based on IDC/McKinsey: staff recover ~5% of their workday (approx. 2 hrs/week) from reduced document searching and manual filing when content is properly managed. Avg. Ontario municipal fully-loaded cost ~$48/hr (salary + benefits).
Shinydocs' Ontario deployments show ~25% duplicate removal. At avg. $0.004/file/month in storage + manual classification labour avoided, each 1M files represents measurable annual savings.
Documented 27% storage reduction from duplicate removal and defensible disposal across Ontario public sector deployments.
- Est. year-1 savings
- —
- Staff hours recovered
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- Annual storage reduction
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How these numbers are calculated: Year-1 savings = staff productivity savings (staff × 2 hrs/week × 48 weeks × $48/hr) + storage savings (monthly cost × 12 × 27%) + file management savings (files ÷ 1,000 × $6). Staff hours = staff × 96 hrs/yr recovered. Storage reduction = monthly cost × 12 × 27%. All figures are estimates.
Your MFIPPA exposure is real and quantifiable
MFIPPA and Ontario municipal records law create genuine legal risk when retention is unenforced. Attaching a number to the cost of inaction strengthens any council proposal.
Your FOI request process can be transformed
Referencing Ontario VOR Tender #18914 removes the single biggest blocker in most approval conversations. Your council can act immediately — no RFP, no delay.
Even a conservative ROI case is compelling
Storage savings alone often recover year-one costs. Staff hours recovered add a productivity layer that resonates with CAOs and finance leads.
Staff won't feel a thing
No migration, no retraining, no system changes. Framing this as background automation — not an IT project — removes the anxiety that sinks most technology proposals at council.
Your strongest first move: a free government information management assessment
Request a scan of a sample of your repositories. You'll receive a summary report with real data on what you hold, how much is redundant or obsolete, and where your MFIPPA compliance exposure sits — giving your funding proposal evidence-based numbers rather than estimates.
Information Governance in Your Municipality's Control
Automation handles the volume. Your team keeps the authority. You define the rules, approve every action, and stay compliant at each step.
Set Custom Retention Schedules
Define retention rules that meet your MFIPPA and municipal schedule obligations. Shinydocs applies them exactly as written, across every repository.
You Decide on Disposition
Nothing is deleted without your approval. Defensible disposition runs on your authority, with a full audit trail for every action.
Edge Cases Go to Human Review
Ambiguous content routes to a qualified reviewer with context. People decide the close calls, so governance stays accurate and compliant.
Getting Started
You don't need a big team to start
Getting started is light — you and your IT Manager are enough for a first call. We bring a public-sector specialist and a technical lead, already briefed on your environment.
Book a MeetingFrequently Asked Questions
Proven in Ontario's Municipal and Public Sector
Results from data governance deployments across Ontario municipalities and public sector organizations.
- Government files managed
- 4M+
- Duplicates removed
- 25%
- Storage reduction
- 27%
- Backlog cleared in 12 months
- 20 yrs
Ready to Solve Your Municipal Records Management Backlog in Ontario?
Procurement is taken care of. A free environment assessment shows exactly what you hold, what's costing you, and what's putting you at risk.
