Automated Data Governance & Information Lifecycle Management Case Studies

Use cases for federated search, ongoing AI classification, and automated retention schedules.

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Sound familiar?

  • Content scattered across repositories
  • Accumulated ROT
  • Unenforced retention
  • Regulatory deadlines at risk
  • AI on bad data
  • Staff can't find files
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Modern Data Governance & Information Lifecycle Management

Trusted by highly regulated, content-rich organizations across government, legal, financial services, energy, and healthcare.

ATIP/FOI Response Readiness

Locate responsive records across GCDOCS, SharePoint, and email in minutes. Meet the 30-day ATIP and 20-day FOIA statutory deadlines without manual repository-by-repository searching.

Defensible Disposition Against Approved Schedules

Apply Library and Archives Canada disposition authorities and NARA schedules automatically to every record. Capture a full audit trail for every classification and disposition action.

Unstructured Data Inventory Before Migration

Identify ROT, duplicates, and sensitive content across GCDOCS, SharePoint, and network drives before migrating. Move only what belongs in the new environment.

OSFI & FINTRAC Audit Readiness

Classify and locate records required for regulatory examination across SharePoint, OpenText, and core system repositories. Demonstrate governance on demand without last-minute scrambling.

PII & Sensitive Data Exposure Reduction

Identify personal and financial data sitting unprotected across SharePoint, OpenText, and network drives. Reduce PIPEDA breach exposure before regulators ask.

Retention Enforcement Across Core Systems

Apply OSFI and FINTRAC mandated retention schedules automatically to every connected system. Eliminate manual tagging and policy gaps entirely.

Safety & Operational Records Governance

Classify and retain engineering documentation, safety records, and inspection reports against NERC , CNSC , NRC , ECCC , and EPA requirements automatically.

File Share Cleanup Before Platform Migration

Eliminate ROT from decades of accumulated engineering files across SharePoint, OpenText, and network drives before migrating. Move only what belongs in the new environment.

Asset Documentation Discovery

Find critical operational records across SharePoint, OpenText, and engineering document management systems in seconds. One federated search covers every system without migration.

PHI & PII Classification Across Clinical Repositories

Identify and secure patient data, research records, and regulatory submissions across SharePoint, OpenText , and EDMs. Reduce HIPAA and PIPEDA breach exposure before it occurs.

FDA 21 CFR Part 11 & HIPAA Compliance Readiness

Apply retention schedules to clinical and research content automatically across every connected repository. Demonstrate audit-ready governance on demand under FDA 21 CFR Part 11 .

Regulatory Submission Record Management

Classify, retain, and locate FDA submission documentation across research repositories and EDMs. Ensure records are findable, governed, and protected when regulators ask.

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Testimonials from Enterprise Organizations

"Visibility is everything. If we didn't have Shinydocs, there's no way we could have disseminated what was in all those shares to make business decisions on data. It's probably the most transformative thing that we've done digitally."

Jay Hitchcock Director of the Digital Transformation Office · Bruce Power
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27%
Storage Cost Reduction
98%
Records Under Active Governance
20 Years
Backlog Cleared in 12 Months
4.5x ROI
On Governed Content
$408k
Saved in Year One
Days Min
Regulatory Response Times

Challenges Shinydocs Data Governance Software Solves

Challenge Shinydocs Solution
Information spread across multiple repositories Federated search with no migration required — find content across every connected system from one interface.
Legacy content and ROT accumulation Ongoing content cleanup — redundant, obsolete, and trivial data identified and disposed of with a full audit trail.
Data that accumulates faster than teams can manage it Automated retention schedules applied to every classified record from creation forward.
AI tools drawing from ungoverned, inaccurate content Continuous classification and cleanup ensures AI tools draw from clean, accurate, governed data.
Lack of productivity and disorganized files Staff find files in seconds from one governed interface — regardless of which repository the content lives in.
Regulatory deadlines at risk Federated search surfaces responsive records in minutes — not days. Meet ATIP, FOIA, audit, and discovery deadlines consistently without manual hunting across repositories.
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Automated Data Governance & Federated Search

An information lifecycle and records management platform designed to reduce risk, improve compliance, and increase internal visibility.

  1. Inventory & eDiscovery

    Every repository scanned, tagged, and scored. Find files across repositories from one place without migrating any content.

  2. PII & Data Classification

    High-confidence AI flags all content across every connected system. ROT and duplicates identified and addressed simultaneously.

  3. Humans Review Edge Cases

    Ambiguous content routed to a qualified reviewer with context. Reviewers only see what genuinely requires a decision.

  4. Defensible Disposition of ROT

    Redundant, obsolete, and trivial data disposed of with a full audit trail. Automated governance keeps content clean going forward.

  5. Retention Schedule Enforcement

    Schedules automatically applied to every classified record. Your retention policy becomes enforced reality, not documented ideal.

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