Reading each document
The AI reads the content of the file and pulls out its type, date and subject, not just the existing file name.
Use case · Automation
Municipal documents renamed and filed on their own.
Thousands of files named by hand, a convention that changes from one person to the next, and the document nobody can find the day of an access-to-information request. Proof of concept built with a Quebec municipality, demo on request.
The starting point
Filing keeps getting pushed to tomorrow.
Thousands of files piled up over the years, in shared folders nobody fully controls anymore. Each person names and files things their own way, the classification plan exists somewhere in a PDF, but nobody follows it day to day. The day of an access-to-information request or an audit, the right document stays out of reach, or it takes hours to find.
- Thousands of files named by hand, a different convention per person.
- A classification plan that exists on paper, but nobody applies day to day.
- The document nobody can find the day of an access-to-information request.
- Duplicates and versions piling up, never cleaned out.
What we built
A rename and a filing suggestion, ready to approve.
Proof of concept built with a Quebec municipality; demo on request.
A rename and a filing suggestion
A name that matches the city's convention, and a suggested spot in the existing classification plan.
Batch validation, then it applies
A person reviews the suggestions in a batch, corrects what's needed, then applies them. Nothing moves before that step.
How it works
From the workshop to a demo on your documents.
- 1
The workshop, on your documents
We look at your classification plan, your naming convention and a sample of your real files. That's where the tool starts from.
- 2
Development, on your convention
Renaming and filing get calibrated on your own rules, not a generic standard.
- 3
A demo inside Munia
At the proof-of-concept stage today: the demo happens on request, with your documents, inside the Munia environment.
- 4
Follow-up
Nothing gets renamed or filed without batch validation. We adjust with you based on your volumes and priorities.
Who it's for
Those who manage the archives.
Clerk's office
Official records, resolutions, access-to-information requests: the right document, found, with its version history.
See the clerk's office pageGeneral management
A records management policy that finally exists in practice, not just in a PDF nobody opens.
See the general management pageRegional municipality (MRC)
Several municipalities, several naming conventions: the tool adapts to each one, without mixing them up.
See the MRC pageQuestions
What we get asked about this one.
Yours. The tool starts from your classification plan and your naming convention; that's what it applies, not a generic standard.
Both. The connection gets configured during the workshop, depending on where your documents live today.
Nothing gets renamed or filed without batch validation. A person reviews the suggestions before they're applied.
Let's talk
One demo. 20 minutes. No commitment.
Tell us about your municipality and one pain point you'd like to solve. We'll show you how Munia (and Carange around it) handles it. Reply within 48 hours.