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AI For Records Management.

Bring order to scattered records and explore AI-assisted search, classification and summarisation with appropriate human review.

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Strategic Records Management) FOR Local Government

In local government, records are more than just files — they are the backbone of operational continuity, transparency, and public trust. The real question is not how fast you can send something, but how fast you can find it when it matters most.

Why Records Management Matters

From bylaws and budgets to meeting minutes and permits, municipalities must ensure that critical records are searchable, accessible, and compliant with legislation including:

  • Freedom of Information and Protection of Privacy Act (FOIPPA)

  • Local Government Act

  • Community Charter

This is not optional — it is legislative. And as of the 2021 FOIPPA amendments, municipalities can store data outside Canada (with risk assessments), but privacy protection responsibilities remain unchanged.

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What Good Records Management Looks Like

  • Every document has a place and follows a clear naming convention

  • Any record can be found in under 60 seconds

  • Staff turnover does not disrupt operations

  • FOI requests do not cause panic

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What bad Records Management looks like:

  • Files scattered across desktops and personal drives

  • Folders named “Miscellaneous”

  • Versions like Final_v2_FINAL_REVISED.pdf

  • No offboarding or naming policies

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The AI Advantage in Records Management

From Filing Cabinets to Algorithms — AI Can:

  • Search smarter – Find records by topic, not just file name (e.g., “flood response plan” across PDFs, emails, and reports)

  • Auto-classify – Sort documents into LGMA classifications automatically

  • Summarize & suggest – Condense long policies, identify missing records, and assist with FOI responses

  • Spot trends & gaps – Analyze retention patterns, flag risk areas, and find outdated or duplicate files

Implementation Focus Areas

Communication

Manage records across email, chat, and messaging tools — including Teams, Slack, WhatsApp, and text messages.

Planning Tools

Use platforms like Asana, Monday, or ClickUp to align workflows with records management policies.

Resource Platforms

Adopt systems such as SharePoint, Notion, or Airtable to support searchability, collaboration, and secure access.

Why Invest in AI for Records Management?

  • Save Time – Small daily actions (like email filters) add up to hours saved each year

  • Reduce Risk – Minimize legal and compliance issues

  • Improve Continuity – Protect institutional knowledge through transitions

  • Build Capacity – Free staff to focus on higher-value work

Interested to Make use of AI for your Records Management?

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