Clerk's officeClerk's office and records management · add-on tool
Catch up on years of archiving backlog without renaming by hand
Thousands of files named by twenty people over fifteen years, a classification plan nobody applies, a retention schedule in a PDF. The Archiving tool reads your policy, extracts its rules and applies them to every file you upload. You approve, it files.
What the demonstration shows
- Add-on tool built with a Quebec municipality, demonstrated on request
- A single uploaded policy produced 9 naming rules, 124 abbreviations and 13 record series
- Personal information, duplicates and versions flagged before archiving
Status: available on request, as an add-on to Munia. Not included in the subscription.
The same task, before and with Munia.
Today
- Rename each file by hand, when you think of it
- A classification plan sleeping in a PDF
- Retention deadlines never applied
- Personal information in shared folders
With Munia
- Upload the policy, get rules, abbreviations, plan and schedule
- Upload the files, get compliant name, location, rule, deadline
- Accept, edit or reject each proposal
- Destruction follows the approved schedule
How it is done, step by step.
Upload your records management policy
A PDF is enough. The AI extracts naming rules, abbreviations, the classification plan and the retention schedule.
Approve rules, plan and schedule
Separator, date format, codes, active and semi-active periods: everything can be corrected before activation.
Upload your files
Each document gets a compliant name, a location, a rule, a deadline and a confidence score. Accept, edit or reject.
Explore and let retention follow
Plan tree, versions, OCR of scans, destruction at the deadline set by your policy.
What you find in Munia for this task.
- Archiving toolAI-assisted renaming, classification and retention, according to your records management policy. Detailed page with screenshots.
These agents are described with the others on the page For clerk's office.
People stay in control, start to finish
The agent prepares, the employee approves. Nothing is adopted, published, sent or destroyed without a person who reread it. That is the rule on every page of this site and in every Munia agent.
Frequently asked questions
No. It is an add-on tool added on request, depending on the scope of your project. We discuss it during the demo.
Only at the deadline set by the policy you activated. Nothing is renamed or destroyed without approval.
That is the direction being explored: processing documents where they live. We discuss it based on your environment.
On the tool's page, with screenshots, then in a demo with our team.
Other use cases for clerk's office
-71% · in resolution drafting time
Draft council resolutions from the minutes
The clerk starts from the minutes, the agent produces the resolution in your template, you approve. A 71% reduction in drafting time measured at a client.
Clerk's office
Produce the minutes of a council meeting
From the agenda, your notes and the meeting documents, the agent structures the minutes into decision points. You complete, you approve.
Clerk's office
Write a public notice in the required form
Consultation, adoption, notice to electors: the required structure respected, you check substance and dates. Observed use in a municipality of 600 residents.