For conservation authorities in Ontario
Decades of permits. Searchable in seconds.
Board minutes, permit and regulation files, property records and historic studies, digitized and indexed into one archive, named to your convention and handled with care.
Already trusted with the records of conservation authorities in Northern and Eastern Ontario, including Conservation Sudbury.
Why it matters
Business days to answer an access request. Ontario moved the MFIPPA deadline from 30 calendar days to 45 business days on 1 July 2026. More time, but the clock still doesn’t pause for a busy season, a move or a merger. Indexed records make it routine.
Municipal Freedom of Information and Protection of Privacy Act, Ontario, as amended by Bill 97 (in force 1 July 2026)
To answer a file-related query once records are indexed, down from days. Our clients’ words, not ours.
Utility Structures Inc.
Of pages scanned and indexed, and not one missed. Guaranteed in writing.
Yes, We Scan! performance guarantee
What we scan
Every box in the back room, made searchable.
Files in any condition: stapled, flagged, folded or bound. We prepare them by hand, scan them, reassemble them if you want the paper back, and OCR every page so a single name or file number finds it.
- Board and committee minutes
- Permit and regulation files
- Property and land records
- Technical and project files
- Large-format plans and maps
- Historic reports and studies
“The digitization process was executed with precision, resulting in a comprehensive and easily accessible archive of our important documents … We also appreciated the care with which you handled our historic documents.”
Trusted with the records of
Conservation
Municipality
Security services
Engineering
Business
Large-format
Plans, maps and drawings. Scanned just as carefully.
Building plans, survey maps and engineering drawings are scanned, named to your convention and delivered with the rest of your files. Quoted on request.
Ask for a large-format quoteQuestions
Asked before the first box.
Can you finish before our merger date?
Tell us your date at the assessment. We plan the project around it and put the schedule in writing in the Statement of Work.
Can you name files to the new authority’s scheme?
Yes. Files are named and indexed to whatever convention you give us, so records from each partner land in one consistent archive.
How is personal information in permit files protected?
Under six levels of security, by Protected B credentialed staff under our mutual NDA. We act only on your instructions.
Free checklist
Permits, plans and watershed records
Eight steps to make decades of permits, property files and maps easy to search, and to keep them that way.
- List every type of paper record you hold and where it’s kept: permits, regulation files, property records, board minutes, monitoring data, maps and plans.
- Rank them by how often staff and the public ask for them, and start with active permits and property files.
- Check each record type against your retention schedule, so you don’t move or scan what can be destroyed.
- Choose the fields staff search by, such as permit number, property address, roll number and watershed, and index by them.
- Scan large maps and plans at full size, so no detail is lost.
- Save everything as searchable PDFs with a simple index, so any partner or future system can open them.
- Plan for access requests: since 1 July 2026, MFIPPA gives you 45 business days to respond, and searchable files make that easy.
- Decide what happens to the originals: kept, archived, or destroyed under your retention schedule with a certificate of destruction.
The free trial box
Start with one box.
Give us a bankers box of typical records. We will scan and OCR them into searchable PDFs, named to your specifications, and return them within two business days.
Or call Robert: 613-223-7359
For organizations with a real project. Free Trial Terms apply.