Ontario Municipal Information Governance
Automated. Compliant. Under Control.
Turn decades of unmanaged content into a governed, searchable database — without migrating your files.
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 Municipal Records Management in Ontario
An automated governance solution that scans your repositories, classifies your content, and brings your information management under control. All while your staff continue to work within the same systems.
Scan Every Municipal Repository
SharePoint, Teams, OneDrive, Exchange, file shares, Laserfiche, Documentum, OpenText / eDOCS, and Network file shares.
Classify Records In-Place
Retention schedules and TOMRMS classifications are automatically applied, wherever your content already lives.
Defensible Disposition of Municipal Records
Redundant, obsolete, and trivial content is identified and defensibly removed with an audit trail.
Maintain MFIPPA and FOI Compliance
PII and sensitive content is flagged automatically for current, audit-ready reporting. MFIPPA and FOI request obligations are met.
⚠️ Records Management Challenges Municipalities Face
Records growing faster than government staff can manage
FOI requests requiring manual searches across multiple systems
Municipal records retention schedules on paper, but not consistently applied
Government storage costs inflated by redundant and obsolete records
MFIPPA compliance obligations going unmet
FOI requests taking weeks because records are scattered across systems
✦ What Ontario Municipalities Gain with Shinydocs
Full information management inventory: every record in every repository tagged, scored, and audit-ready from day one.
In-place records management system: retention applied where content lives, no migration.
AI-ready government content: emails, documents, files, and Teams messages structured and enriched for Copilot and future AI workloads.
Private AI content search: a secure, plain-language search across all your government systems — no data ever leaves your environment.
Staff productivity restored: staff spend less time searching, more time delivering.
"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."
— Director of Information & Technology Services, Ontario MunicipalityNo 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.
Reference the VOR
Cite Tender #18914. No RFP needed.
Environment Scoping
We map your repositories — with no obligation.
Custom Proposal
Pricing built around your actual environment.
Sign Work Order
Simple SOW aligned to VOR terms.
Go Live in Weeks
No migration. No disruption to your staff.
Your Municipality's Automated Records Management 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.
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.
Who Should Be at Your First Records Management Meeting
All you need is a Clerk and IT Manager.
Municipal Clerk
Owns retention schedules, FOI request obligations, and MFIPPA compliance — usually the person who feels the problem most acutely.
IT Manager / Director
Knows what repositories you use and how SharePoint records management and Microsoft 365 are configured. Gives technical sign-off that makes scoping fast.
CAO or Deputy CAO
Connects the data governance and efficiency case to organizational priorities. Their presence shortens approval cycles significantly.
Privacy Officer
Brings a MFIPPA and Freedom of Information and Protection of Privacy Act lens. Involving privacy early means no surprises at sign-off.
Finance / Budget Lead
Having finance at the table from the start means the ROI conversation happens once — not three times through a chain of summaries.
From Shinydocs
A public sector solutions specialist and a technical lead will attend the meeting. They'll come prepared with a preliminary view of your information management environment if you provide basic details in advance.
A 30-minute call helps us understand your municipal records management environment and build a proposal worth taking to your CAO or council.
Proven in Ontario's Municipal and Public Sector
Results from data governance deployments across Ontario municipalities and public sector organizations.
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.
