For unions and associations · Ottawa and across Ontario
Your history is your leverage. Make it searchable.
Collective agreements, grievance and arbitration files, bargaining notes, membership records and decades of minutes. We turn them into searchable PDFs, indexed the way your staff and stewards search, so the precedent you need is on screen before the meeting starts.
Trusted since 2008 with confidential records for Ottawa organizations, including the non-profit sector.
Why it matters
Canadians covered by a collective agreement. Behind every agreement sits a paper trail: proposals, settlements, grievances and awards that can matter again years later.
Statistics Canada, State of the unions in Canada, 2024 (2023 data)
When contract language is unclear, arbitrators can weigh bargaining history and past practice. Records you can’t find can’t make your case.
PSAC National Capital Region, Interpretation of collective agreements
Of former directors, officers and members your registers must list, if you’re incorporated under Ontario’s Not-for-Profit Corporations Act.
Ontario Regulation 395/21
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.
- Collective agreements, past and present
- Grievance and arbitration files
- Bargaining proposals, notes and settlements
- Membership applications, cards and dues records
- Board, executive and convention minutes
- Constitutions, by-laws and resolutions
- Newsletters, photographs and historic records
“I have found that the quality of images is excellent and files can be searched very easily in numerous ways.”
Trusted with the records of
- Security services
Law firm
Municipality
Conservation
Engineering
Business
“They have digitized and indexed several years of our technical project files, enabling us to now respond literally in seconds to file-related queries.”
Questions
Asked before the first box.
Who sees our members’ personal information?
Only one or two designated employees with established security credentials (Protected B), under our mutual NDA, in a facility with no street-level access. Your member records are used for your project and nothing else.
Can you index grievance files the way our staff search?
Yes. By grievance number, member, employer, article and date, or any convention you give us, so a steward can pull every grievance on the same article in seconds.
We may need an original for a hearing. Can we get it back?
Yes. While we hold your boxes, any original can be recalled within 48 hours. Nothing is destroyed unless you tell us so in writing.
What about our historic records and photographs?
Fragile and bound records are placed on the glass by hand, and photographs can be scanned in colour. Many organizations keep the originals for their archives and work from the searchable copies.
How are we billed?
An agreed price in a written quote, with volume pricing for large archives. Invoices come with the deliverable, and you can check the work before you pay.
Free checklist
Your records, ready for the next round
Eight steps to make decades of agreements, grievances and minutes easy to find, before you next sit down at the table.
- List every kind of paper record you hold and where it’s kept: collective agreements, grievance and arbitration files, bargaining files, membership records, minutes and by-laws.
- Check what you must keep, and for how long, under your constitution, your governing statute and CRA rules, before anything is moved or destroyed.
- Start with what you reach for most: active grievances, the current agreement and the bargaining history behind it.
- Choose the fields people search by, such as grievance number, member, employer, article and date, and index by them.
- Put personal information, such as membership cards and medical notes in grievance files, behind tighter access, by role.
- Keep a chain of custody for every box that leaves the office.
- Keep a copy of the searchable archive in a second secure place, so a flood or a move can’t erase your history.
- Decide what happens to the originals: kept for your archives, returned, or destroyed with a certificate of destruction.
The free trial box
Send us one box of grievance files.
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.