Automated Information Governance for Government

Streamline compliance for ATIP, FOIA, and more

Search every repository from one interface, clean up data, and enforce retention schedules — without migrating a single file.

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Complaints received by the Office of the Information Commissioner in 2023–24. Delays and deemed refusals drove the majority.
6,000+

Source: Office of the Information Commissioner, Annual Report 2023–2024

Year-over-year increase in FOIA requests filed at US federal agencies. Manual compliance is no longer a viable strategy.
25%

Source: US Department of Justice, FOIA Reports and Assessments

Outcomes Across Government Deployments

From backlog clearance to faster ATIP and FOIA response times, every metric reflects what information governance looks like when it runs automatically.

Storage Cost Reduction
35%

ROT and duplicates eliminated across every connected repository. Storage spend drops from day one.

Records Under Active Governance
98%

Aligned to Library and Archives Canada and Treasury Board requirements. Every record classified, scheduled, and governed.

Backlog Cleared in 12 Months
20 Years

A two-decade backlog cleared in a single year. No manual review required.

ROI On Governed Content
4.5x

Governed content improves accuracy across GC-approved AI tools, search, and reporting.

Saved In Year One
$408k

Through defensible disposition and reduced infrastructure spend. Savings compound as governance prevents re-accumulation.

ATIP / FOIA Response Times
Days to Minutes

The 30-day statutory deadline becomes a reliable standard, not a best-case outcome.

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Five Steps to a Fully Governed Government Content Estate

Each step is logged, auditable, and runs without leaving the platform. No handoffs between systems. No manual tracking between steps.

  1. Inventory + Federated Search

    Every repository scanned, tagged, and scored. You can search for files across repositories from one place without migration.

  2. PII and Privilege Classification

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

  3. Human Review Where It Counts

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

  4. Defensible Disposition of ROT

    Redundant, obsolete, and trivial content disposed of with a full audit trail. Storage costs drop and governance rules prevent re-accumulation.

  5. Retention Schedule Enforcement

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

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Unstructured Data Creates Compliance Risk for Government Organizations

Manual records management was never built for the content volume modern government produces. Storage grows faster than teams can review it.

Data Governance Policies That Go Unenforced

Classification rules and retention schedules exist on paper. Without automated enforcement, compliance depends on individuals. Gaps accumulate silently.

Content Scattered Across Separate Systems

Records sit in email, SharePoint, GCDOCS, network shares, and legacy platforms. Responding to a request means searching each one separately — or missing content entirely.

Accumulated ROT That Never Gets Cleared

Redundant, obsolete, and trivial content expands storage costs and degrades search accuracy. Without automated disposition, ROT compounds every year.

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Information Management Control Stays with Your Team

Flexible Deployment: On-Premises or Cloud

Deploy inside your existing infrastructure or in the cloud. Your team chooses the environment that fits your department's security and IT requirements.

No Migration Required

Content is classified and governed where it already lives. No staging environment, no bulk move, no disruption to day-to-day operations.

Security and Permissions Unchanged

Active Directory integration ensures existing permissions are honoured from day one. No access disruption, no permission resets, and no security gaps.

Continuous Governance, Not a One-Time Cleanup

Every new record is automatically classified, tagged, and governed from creation. Your backlog clears and new content never accumulates into the next backlog.

Your Organization Owns the Configuration

Your team defines how governance rules are structured, applied, and updated. Retention policies, classification rules, and repository configurations are managed internally.

Your AI Is Only as Good as Your Governed Data

Ungoverned repositories produce unreliable AI outputs. Shinydocs classifies and cleans government content before it enters Microsoft Copilot, RAG pipelines, or any enterprise AI tool. Governance runs continuously, so AI data quality never degrades.

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Incorrect Data Corrupts AI Answers

AI doesn't know which version of a document is current. Duplicates and superseded drafts corrupt AI outputs by grounding responses in the wrong information. Shinydocs removes conflicting versions before they reach AI tools, so responses are built on accurate data.

Misclassified Data Means AI Can't Find the Answer

When documents are misclassified, the right content doesn't surface, or surfaces in the wrong context. Continuous, accurate classification ensures every document is properly labeled, so your AI can find the correct information.

Unprotected Data Is an AI Liability

Without governance, Copilot and RAG tools will surface PII, confidential records, and protected data to any employee with a prompt. Shinydocs flags and restricts sensitive content before it reaches your AI tools, eliminating breach exposure at the source.

Automated Information Governance Without Migrating a Single Record

Shinydocs connects directly to your existing repositories and content is classified and governed in place. No migration is required.

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Repository Coverage Across Every Government Environment

GCDOCS SharePoint Online Microsoft Exchange OneDrive Microsoft Teams Documentum OpenText / eDOCS Network File Shares Legacy Government Systems Azure Files

Highlighted connectors are most commonly used in government information management workflows. All connectors are included in a standard Shinydocs deployment.

"We needed one system that could find records across every repository and apply our retention rules without moving a single file. That's exactly what Shinydocs does."

Information Management Professional Canadian Government

Frequently Asked Questions

Automated Information Governance in Action

On a quick call, we'll map your environment and show you how Shinydocs works with your systems.

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