GRID Digitize turns paper records and scattered files into organized, searchable information. Boxes in the basement, old hard drives, a drawer full of thumb drives: we have a process for digitizing and organizing them, including a confidentiality review step. Originals are never altered.
Decades of minutes and bylaws sit in boxes nobody can search.
Old hard drives, thumb drives and shared folders, each organized differently, or not at all.
Personal and confidential records are mixed in with everything else.
A single leak, fire or retirement can take records, or the knowledge of where they are, with it.
We work with your staff to gather the records: paper, drives and folders, wherever they are.
Paper is scanned and digital files are gathered into one place. Originals stay exactly as they were.
Records are sorted and labelled, and anything that looks confidential is held for a person to review.
The files you want internal stay internal. The files you want public are easy to find, and can go straight into GRID Archive.
Administrators and councils are right to ask who can see their records. Here’s the simple answer: what you choose to make public is easy for residents to find, and what you keep internal stays inside your office.
Private records are scanned and organized right in your office. Nothing is taken away. If GRID staff are on site to help, they sign a confidentiality agreement, work with your staff supervising, and remove nothing.
GRID suggests a plain folder structure anyone can follow. Your staff review and accept every placement, and move anything that’s wrong. Nothing is final until they do.
When organizing is done, the scans, temporary copies, logs and notes on GRID’s devices are deleted. Your staff watch it happen against a checklist, and GRID gives you a signed deletion certificate.
The private, on-site version of GRID Archive is coming. It isn’t built yet. It will be installed on your own system, under a usage licence.
The records in your basement are the story of your community: every decision, every bylaw, every budget. They deserve better than a cardboard box.
Once records are digitized and confirmed, they can go straight into GRID Archive, where staff can search them in seconds instead of digging through boxes.
Bill 43 requires Saskatchewan municipalities to post meeting minutes and financial statements online, and later bylaws currently in force, on a phased schedule.
If some of those records only exist on paper, or on an old drive in a drawer, GRID Digitize is the first step to getting them ready.
Bill 43 receives Royal Assent. Most amendments take effect.
Online posting of meeting minutes and financial statements comes into force.
Online posting of bylaws currently in force comes into force.
Your paper and files stay exactly as they were. We work from copies.
Anything that looks private is set aside for a person to review before it goes anywhere.
Built in Saskatchewan by a sitting city councillor, for the people who keep municipalities running.
Prairie towns were built around the grain elevator: one tall, practical structure the whole community relied on. GRID is built the same way. One platform, eight modules, each one solving a real problem municipalities and local businesses deal with every week.
People. Process. Potential. · Small towns build big tomorrows. · Simplify today. Stronger tomorrow.
A short walkthrough with Marshall. Tell us what you’ve got, paper, drives or both, and we’ll talk through the process.
Are you on the GRID?