Project At a Glance

Client: Government Regulatory Board
Industry: Regulatory / Public Sector
Service Provided: Document digitization and retention (paper and media files)
Project Duration: 4 months (start date: January 2025)
Scope:

  • 400+ boxes securely digitized
  • Files from 3 Alberta offices
  • Custom file naming structures handle
  • Digital files formatted for CMS integration
  • 100% accuracy in digital conversions
  • Rated 5/5 for satisfaction

Background

The Government Regulatory Board operates three regional offices across Alberta. To support its transition toward a streamlined, digital-first environment, the Board engaged Consentia to manage the digitization and secure storage of a large archive of physical records. The project began in January 2025 with a four-month timeline to inventory, digitize, and securely store over 400 boxes of paper and media files, with destruction scheduled after a nine-month retention period.

Challenge

Each office had its own distinct file naming structure, adding complexity to the project. Consentia needed to ensure that every file was digitized accurately, indexed correctly, and formatted for direct upload to the Board’s Content Management System (CMS). Flexibility and precision were key, as project requirements evolved during the work.

Outcome

Over four months, Consentia’s team visited all three regional offices to pack, inventory, and digitize more than 400 boxes of documents. Despite the varied file systems, every record was organized, tracked, and converted with complete accuracy. All digital files were formatted for seamless CMS integration.

The physical documents are now stored securely in Consentia’s facility for the agreed-upon nine-month retention period, after which they will be securely destroyed. This approach provides the Board with time to review the digitized records and ensures compliance with their internal retention policies.

Throughout the project, Consentia maintained open communication, provided regular progress updates, and adapted to changes as they arose, ensuring the process stayed on schedule and met all expectations.

Results

The digitization project delivered immediate benefits: staff across all offices can now access the same records instantly, eliminating delays and improving workflow efficiency. The centralized digital archive also enables more balanced workloads across locations. With all files stored securely and backed up electronically, the risk of loss due to fire, flood, or other damage has been significantly reduced.

“It will greatly increase our efficiency and allows us to equalize workloads between office locations as all staff now have access to all records.” — Government Regulatory Board Representative

Value

Consentia’s attention to detail and constant communication allowed the project to proceed efficiently. Their ability to adapt to evolving needs played a critical role in the project’s success. The Government Regulatory Board now benefits from a centralized, secure digital records system and the peace of mind that comes from working with a digitization partner who understands the importance of precision and reliability. At Consentia, we offer custom retention options for every client, ensuring that storage and destruction timelines align with each organization’s operational and compliance needs.