Scanning & Records Management for Municipalities & Government Agencies

Help your municipality meet its records management obligations with secure, professional digitization services built for the public sector.

Municipal governments and government agencies hold some of the most varied and regulated records of any sector.

Image Advantage has extensive experience supporting Ontario municipalities with digitization projects that span building permits, council minutes, tax records, infrastructure drawings and public correspondence.

Our team understands the access, retention and privacy obligations that govern public sector records and builds those requirements into every project.

Document Digitization Designed for the Public Sector

Municipal governments are under increasing pressure to improve public access to records while managing the costs and risks of maintaining large paper-based archives. Image Advantage provides document scanning and records management services that help municipalities transition from physical filing rooms to organized, searchable digital archives – making records easier to retrieve, share and retain appropriately.

From council minutes and zoning files to large format infrastructure drawings and historical land records, we have the equipment, processes and experience to handle the full range of municipal document types. Our scanning services include document preparation, high-resolution capture, indexing and delivery in formats compatible with municipal records and document management systems.

How We Support Municipal Records Programs

Image Advantage delivers end-to-end scanning and records management support for municipalities and government organizations.

What our clients are saying...

I would like to thank you for the excellent response to my request for a By-law that you had at your offices for scanning. It was a grand total of 36 minutes and the By-law was emailed to me, I was surely impressed. The quality of your work is impeccable. I just finished down loading your most recent work you did for us and again very impressive.

Fortunately, for the hospitals and our patient population we were able to secure the services of Image Advantage. In the very short time span of 6 weeks’ they were able to clear our backlog. The staff that Image Advantage employs is professional, courteous and eager to do an excellent job. The flexibility that the company demonstrated to meet the needs of my staff for scheduling and equipment availability was beyond what you would expect. I would not hesitate to recommend this company to my colleagues in healthcare as their attention to detail and confidentiality was exceptional.

Image Advantage scanned hundreds of international agreements for archiving that required delicate handling. The Image Advantage team organized these agreements in an easily searchable format with click-and-retrieve, simple file transfer and a professional look. The final database was used by many national and international officials in their duty. They were most impressed with this product and found it to be user-friendly and certainly more convenient than having to carry loads of papers. There is no doubt that this product has increased the efficiency of our operations.

The Toronto Star digitized its archival photo collection taken over the last 120 years. We discussed the requirements and they took the time to fully understand our complicated file structure and how we wanted the images preserved. They deliberately and thoughtfully investigated my requirements to ensure they could provide the service in a timely manner at a competitive price. They were fabulous to work with. The quality of their service is extremely high. I would not hesitate to recommend Chad and the Image Advantage team.

We were referred to Image Advantage by a former publisher for the Canadian military. ‘They always overdeliver’, he said. And Image Advantage made good on that statement. We at AIME have been extremely pleased with their professionalism, attention to detail, customer care, and, most of all, the exceptional value for the work they perform.

We have been working with Octacom and its Odiss Document Management Software for over 5 years. The solution developed by Octacom for Air Canada Cargo was exactly what we needed.

When records are digitally archived, I can quickly retrieve and print which makes the release of information function so much faster and easier.

Municipal Document Types We Digitize

Building Permits and Applications

Convert permit files and planning applications into searchable digital records.

Council and Committee Minutes

Digitize meeting records for easy access and transparent public availability.

Infrastructure and Engineering Drawings

Scan roads, utilities and facility plans for accessible, centralized digital storage.

Property and Assessment Records

Convert land registry and property files into organized digital archives.

Bylaws and Regulatory Documents

Ensure legislative records are preserved and accessible in digital form.

Historical and Archival Materials

Preserve aged municipal records with care and high-resolution digitization.

A Trusted Partner for Ontario Municipalities

Image Advantage has built its reputation in part by consistently delivering for Ontario municipalities that need a reliable, security-conscious scanning partner. We understand the scrutiny that public sector records management attracts and we build our services around the standards that municipal organizations are held to.

Whether you are managing a single departmental archive or planning a municipality-wide digitization initiative, Image Advantage has the capacity, experience and security credentials to support you. Contact us to discuss your records and request a project assessment.