--- title: "Rename and classify archives with AI · Munia use case" description: "Records management policy read by the AI, compliant name, classification plan, retention deadline, personal information flagged. Add-on tool, on request." url: https://munia.ai/en/use-cases/rename-and-classify-archives/ lang: en-CA last_updated: 2026-09-23 --- [Clerk's office](/en/for/clerks-office/)Clerk'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. Book a demo See the recipe 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. 01 Before, after ## 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 02 The recipe ## How it is done, step by step. 1. Upload your records management policy A PDF is enough. The AI extracts naming rules, abbreviations, the classification plan and the retention schedule. 2. Approve rules, plan and schedule Separator, date format, codes, active and semi-active periods: everything can be corrected before activation. 3. Upload your files Each document gets a compliant name, a location, a rule, a deadline and a confidence score. Accept, edit or reject. 4. Explore and let retention follow Plan tree, versions, OCR of scans, destruction at the deadline set by your policy. Support tip - No policy yet? The AI proposes a starting policy inspired by BAnQ practices, which you adjust. - Start with a folder of about fifty files to calibrate the rules. - Scanned documents are read by character recognition. 03 Agents involved ## What you find in Munia for this task. - [Archiving tool](/en/tools/archiving-automated-file-naming/) AI-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](/en/for/clerks-office/). Glossary terms [Law 25](/en/glossary/#loi-25)[Personal information](/en/glossary/#renseignement-personnel)[Retention schedule](/en/glossary/#calendrier-de-conservation)[Classification plan](/en/glossary/#plan-de-classification)[BAnQ](/en/glossary/#banq)[Human in the loop](/en/glossary/#humain-dans-la-boucle) 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. 04 FAQ ## Frequently asked questions ### Is it included in Munia? No. It is an add-on tool added on request, depending on the scope of your project. We discuss it during the demo. ### Can the AI destroy a document? Only at the deadline set by the policy you activated. Nothing is renamed or destroyed without approval. ### Can it connect to our servers or SharePoint? That is the direction being explored: processing documents where they live. We discuss it based on your environment. ### Where can we see the demonstration? 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. ](/en/use-cases/draft-a-council-resolution/)[ 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. ](/en/use-cases/produce-the-meeting-minutes/)[ 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. ](/en/use-cases/write-a-public-notice/) [All use cases](/en/use-cases/)