--- title: "Automated archiving · AI file naming and classification · Munia" description: "Upload your records management policy: the AI names, files and sets the retention date of every document, you approve everything. Munia add-on, on request." url: https://munia.ai/en/tools/archiving-automated-file-naming/ lang: en-CA last_updated: 2026-09-23 --- On request Add-on tool # Your documents named, filed and retained according to your policy. Automatically. The AI reads your records management policy, extracts its rules, then applies them to every file you upload: compliant name, right folder in the classification plan, retention deadline. Built with a Quebec municipality, inside Munia. Book a demo See how it works - Inside Munia, nothing to install - Schedule based on the BAnQ guide - Human approval at every step - Personal information flagged [Image : Processing tab: a meeting report receives a new compliant name, a location in the plan, a retention rule, a deadline and a 96% confidence score, with Accept, Edit and Reject buttons.] Name, folder, deadline: proposed in seconds What a single policy produced in the demonstration 1 policy PDF uploaded 9 naming rules extracted 124 abbreviations detected 13 record series in the schedule Figures observed during the demonstration, from one records management policy uploaded as a PDF. 01 The problem ## Filing is the task everyone puts off until tomorrow. Every employee names files their own way. The classification plan exists, but it sleeps in a PDF. The result: people search, duplicate, and keep everything forever. Today - A different file name per employee, per department, per year - A classification plan nobody applies day to day - Retention deadlines tracked by hand, or not at all - Duplicates and versions scattered across shared folders - Personal information sitting where it should not be With the tool - A name compliant with your policy, proposed in seconds - The right folder of the plan, with the right code, for every document - The retention deadline calculated from the document date - Duplicates and versions detected before they enter the archives - Personal information flagged at a glance 02 How it works ## From your policy PDF to compliant archives. In five steps. You keep your rules, your codes and your schedule. The tool applies them, you approve. 1. ### Upload your records management policy A PDF is enough. No policy yet? The AI proposes a starting point inspired by BAnQ practices, which you adjust. [Image : Archiving policy assistant in Munia: reading the document, extracting naming rules, detecting abbreviations, building the classification plan and generating the retention schedule.] *The assistant reads your policy and extracts rules, abbreviations, the classification plan and the retention schedule.* 2. ### The AI extracts its structure Naming rules, standard abbreviations, coded classification plan and retention schedule, generated in seconds. In the demonstration: 9 rules, 124 abbreviations, 13 record series. [Image : Classification plan proposed by the AI, with codes 100 General administration, 200 Finance, 300 Human resources, 400 Legal affairs and 500 Communications, and their subfolders.] *The classification plan, coded and hierarchical. Each folder can be renamed, locked or removed.* 3. ### You review, then you activate Separator, date format, maximum length, accents, classification codes, active and semi-active periods: everything can be corrected before activation. Nothing applies without your approval. [Image : Retention schedule: for each record series, active period, semi-active period and final disposition (destruction, permanent retention or sorting).] *The retention schedule: active, semi-active and final disposition, line by line.* 4. ### You upload your files Each document is analyzed individually: compliant name, location, retention rule, deadline, confidence score and a one-sentence explanation. You accept, edit or reject, one by one or in bulk. [Image : Processing tab: a meeting report receives a new compliant name, a location in the plan, a retention rule, a deadline and a 96% confidence score, with Accept, Edit and Reject buttons.] *Every file gets a compliant name, a location, a rule, a deadline and a confidence score. Accept, edit or reject.* 5. ### You explore, retention follows Plan tree, versions of the same document, scanned documents read by OCR, and destruction at the deadline set by your policy. The AI even suggests groupings. [Image : Explorer of archived documents with the classification plan tree on the left, and an AI recommendation to group three zoning files into a new folder.] *The explorer: rule and deadline per document, versions, indicators, and groupings suggested by the AI.* 03 What the tool does ## Ten tasks your team will no longer do by hand. ### Compliant renaming Every file gets a name based on your rules and abbreviations, normalized date included. ### Filed under the right code The document lands in the right folder of the classification plan, with its code. ### Deadline calculated The retention period starts from the document date, not the upload date. ### One-sentence explanation For each proposal, the AI says what it understood and why it suggests that name. ### Personal information flagged An indicator marks documents that contain personal data. Useful for Law 25. ### Duplicates detected The same contract uploaded twice is caught before it enters the archives. ### OCR for scanned documents Text in scans is recognized, then processed like any other document. ### Versions managed v01, v02: versions of the same document stay linked and readable. ### Groupings suggested Three files on the same topic? The AI proposes a folder and files them there, if you accept. ### Destruction at the deadline When the policy calls for it, the document is destroyed on the approved date. Not before. People stay in control, start to finish For us this was non-negotiable: people stay in the process from start to finish. Every extracted rule, every proposed name, every scheduled destruction goes through your approval. The AI explains, your team decides. 04 FAQ ## Frequently asked questions ### Do we need an existing records management policy? No. If you have one, the AI analyzes it. If not, it proposes a starting policy inspired by BAnQ practices, which you adjust before activating. ### Can the AI rename or destroy a document without us? No. Every proposal goes through Accept, Edit or Reject. Destruction follows the policy you activated, at the deadline you approved. ### Can it connect to our servers or SharePoint? That is the direction being explored: processing documents where they already live, in a SharePoint or on a city or MRC file server. We discuss it based on your environment. ### How do we get it? Book a demo. We look at your policy and your document volumes, then come back with a proposal. The tool is added to your Munia, with nothing to install. See the related use case: [Catch up on years of archiving backlog without renaming by hand](/en/use-cases/rename-and-classify-archives/)