Records Management

Compliant, Secure, End‑to‑End Records Management

Consentia provides full‑lifecycle records management services for Canadian and US organizations.

Gain Complete Control Over Your Records Management Cycle

From physical and digital record storage to retention scheduling, secure access, and defensible destruction, we help you manage information with confidence.

Whether you manage healthcare files, municipal records, legal documents, or enterprise archives, Consentia ensures your records are protected, accessible, and compliant at every stage of their lifecycle.

What Is Records Management?

Records management is the systematic control of records from creation or receipt, through active use, secure storage, retention, and final disposition. It ensures that your organization meets legal, regulatory, and operational requirements while reducing risk, cost, and inefficiencies.

Unlike basic document storage, professional records management focuses on:

Regulatory compliance
Retention and disposition policies
Audit trails and chain of custody
Controlled access and privacy protection
Defensible destruction

Curious about your state of records management?

Our free Records Management Health Assessment evaluates organization, security, and efficiency across five critical areas to help give you an idea of where you stand.

Take Our Free Records Health Management Assessment

Consentia’s Records Management Services

When your data is organized and accessible, your entire organization performs better. From simple conveniences to transformative possibilities, we help build the foundation for our clients and open the doors for what their data can do for them.

Physical Records Storage

Easily find and access stored documents.

Intricate box and file tracking
Secure facilities with access controls
Fast retrieval and delivery
Inventory visibility and reporting

Digital Records Management

Manage and govern electronic records.

Digital repository organization
Secure access permissions
Metadata and indexing
Integration with digitization workflows

Records Retention & Compliance

We help you define and enforce compliant retention schedules aligned with Canadian regulations and industry standards.

Retention schedule development
Policy creation and documentation
Compliance alignment (PIPEDA, provincial privacy laws, industry requirements)
Legal hold support

Secure Retrieval & Access

Get the records you need, when you need them — without compromising security.

On‑demand file and box retrieval
Digital delivery options
Full chain of custody tracking
Authorized access controls

Defensible Destruction & Shredding

When records reach end‑of‑life, Consentia provides secure, documented destruction.

Scheduled destruction programs
Certified shredding and media destruction
Certificates of destruction
Audit‑ready documentation

Who We Serve

Consentia specializes in records management for regulated and information‑intensive industries:

Healthcare & medical clinics
Municipal, provincial, and government agencies
Legal and professional services
Education and school boards
Financial services
Energy, engineering, and industrial firms

Why Organizations Choose Consentia

With over 50 years of experience, Consentia has become a trusted name in information management for government, healthcare, education, and private sector organizations.

Canadian Compliance Expertise

We understand Canadian privacy, records retention, and information governance requirements — helping you stay compliant and audit‑ready.
End-to-End Lifecycle Management

From creation and digitization to storage, retention, and destruction, we manage the entire records lifecycle.
Physical & Digital Expertise

Few providers offer true hybrid records management across physical and digital environments — Consentia does.
Security & Chain of Custody

Every record is tracked, controlled, and protected with documented custody at every step.
Scalable for Growth

Whether you manage thousands or millions of records, our infrastructure scales with your organization.

How Our Records Management Process Works

1. Assessment & Inventory

We evaluate your current records, storage, and compliance requirements.

2. Policy & Retention Setup

We align your retention schedules and governance policies.

3. Secure Storage & Indexing

Physical and digital records are indexed, tracked, and securely stored.

4. Controlled Access & Retrieval

Authorized users retrieve records quickly and securely.

5. Scheduled, Defensible Destruction

End‑of‑life records are securely destroyed with full documentation.

Supporting Services

Consentia’s records management integrates seamlessly with:

Document Scanning & Digitization

AI Data Extraction

Secure Document Storage

Secure Shredding

View All Solutions

Frequently Asked Questions

What regulations does Consentia support?

We support compliance with PIPEDA, provincial privacy legislation, healthcare regulations, and industry‑specific retention requirements.

Can you manage both physical and digital records?

Yes. Consentia specializes in hybrid records environments, managing both paper and electronic records under one governance framework.

Can you help create retention schedules?

Absolutely. We help design and implement compliant retention and disposition schedules for your organization.

Where does Consentia provide Records Management Services?

Our Records Management Services serve in Alberta, BC, and across Canada. Consentia supports organizations across Western Canada and beyond with secure, compliant records management solutions.

Can I receive proof of document destruction?

Yes, we provide a certificate of destruction for your records, giving you peace of mind that your documents have been securely destroyed.

Get a Records Management Assessment

Not sure if your current records program is compliant or cost‑effective? Our team can review your records environment and recommend a compliant, scalable records management strategy.

Request a Records Management Consultation

Request a Consultation