Automated Information Governance
Your all-in-one information governance software, built to search every repository from one interface, clean up data, and enforce retention schedules — without migrating a single file.
1,000,000,000
Over 1,000,000,000 files governed by Shinydocs.
- Storage cost savings
- 35%
- Backlog cleared in 12 months
- 20 Years
- Return on investment
- 4.5X
- Saved in year one
- $408k
- Files migrated
- 0
End-to-end information governance
All-In-One Automated Information Governance Software
Shinydocs is automated information governance software that searches, classifies, cleans, and governs content across systems, with no file migration required. Four capabilities run from a single platform: Enterprise Search, AI Data Classification, Data Remediation, and Information Lifecycle Management. Together, they give organizations full visibility and control over their information, reduce risk and storage costs, simplify compliance, and improve staff productivity.
Enterprise Search
How it works
Eliminate silos and allow teams to search for files across systems from one place — without migrating files or changing how people work.
- ✓Quickly retrieve files for audits, information requests, and eDiscovery.
- ✓Search every repository without moving a single file.
- ✓Find information in seconds with a federated search system.
- ✓Honour existing permissions for every search result.
- ✓Boost productivity with fast, permission-aware information retrieval.
- ✓Keep content where it lives and eliminate disruption.
- ✓Connect to SharePoint, OpenText, file shares, email, iManage, and more.
- ✓Add AI Search for semantic, natural-language search that understands intent.
AI Data Classification
How it works
Context-aware AI evaluates each document based on content, metadata, and organizational rules to classify it appropriately. Only edge cases are surfaced for quick human review.
- ✓Classify content automatically against your retention schedules and policy rules.
- ✓Flag PII, PHI, and privileged material before it becomes a liability.
- ✓Sort high-confidence documents automatically; humans only review edge cases.
- ✓Apply consistent information classification across every connected repository.
- ✓Feed AI tools clean, organized data for sharper output and results.
Data Remediation + File Cleanup
How it works
Shinydocs scans all repositories to identify duplicate, stale, and ROT content. It destroys unneeded files according to your organization's rules, with a full audit trail.
- ✓Identify and dispose of files with no business value through data remediation.
- ✓Reduce storage costs by 35% with data minimization.
- ✓Help teams find files faster in a clean environment.
- ✓Make every disposition defensible with an exportable audit trail.
- ✓Prevent future backlogs with continuous data cleansing and remediation.
- ✓Dispose of files according to your organization's governance rules.
- ✓Remove redundant copies across every connected repository.
Information Lifecycle Management
How it works
Shinydocs governs every file across your systems by automatically applying custom retention schedules. Daily scanning ensures that retention policies are enforced consistently.
- ✓Set custom retention rules to meet your unique requirements.
- ✓Align with industry and government records management requirements.
- ✓Maintain a full audit trail for every classification and disposition action.
- ✓Scan daily to keep governance current and prevent re-accumulation.
- ✓Secure comprehensive data lifecycle management, from creation to disposition.
- ✓Apply data retention rules automatically to ensure governance policies are enforced.
How it works
How Shinydocs Governs Your Information Estate
Each step is logged, auditable, and runs without leaving the platform. No handoffs between systems, no manual tracking.
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01
Inventory + Enterprise Search
Files in every repository are scanned, tagged, and scored. You can search for files across systems from one place.
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02
AI Data Classification
High-confidence AI flags files, PII, and sensitive content across every connected system. ROT and duplicates are identified at the same time.
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03
Human Review Where It Counts
Your team only sees the cases that actually need human verification.
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04
Data Remediation Cleans Your Systems
Redundant, obsolete, and trivial content is disposed of with an audit trail. Storage costs drop and the right files surface.
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05
Information Lifecycle Management
Retention schedules apply to every file automatically. Your retention policy becomes enforced reality, not documented aspiration.
Manual vs. automated
Manual vs. Automated Information Governance
Manual governance depends on spreadsheets, manual review, and staff remembering the rules. Automated governance applies those rules continuously, across every connected system, without changing how teams work. The table below compares manual and automated governance across the areas enterprise organizations ask about most.
| Manual Governance | Automated Governance |
|---|---|
| Spreadsheet reviews and periodic audits catch problems after they begin. | Rules are enforced daily, new content is governed upon arrival. |
| Reissue the policy and hope every team adopts the change. | Update the schedule, and retention rules apply across every repository. |
| Rely on staff to learn new workflows and adapt to regulatory changes. | Staff keep working as they have, nothing about their day changes. |
| Nothing gets deleted without a long approval chain. | Defensible disposition follows your organization's regulatory requirements. |
| Information request responses take weeks or months. | Respond to access requests, audits, and regulatory inquiries in minutes. |
| You find PII after a breach or an audit finds it first. | PII and PHI are flagged immediately, before an audit or breach occurs. |
| Every audit becomes a scramble across several teams. | An exportable audit trail is ready on demand. |
| Reviewers sample a fraction of the content estate. | Every file in every connected repository is scanned and governed. |
Regulatory references reviewed: July 2026
Calculate your situation
Calculate Your Return on Automated Information Governance
Shinydocs offers three free calculators that quantify the cost of ungoverned content: cyber-security risk exposure, AI readiness, and storage savings. Each takes a few minutes and returns figures based on your environment and current governance coverage. Use the results to build an internal business case.
Calculate Your Governance Risk Cost
Unclassified, unprotected files are a liability. Coverage blind spots are where breaches and compliance failures begin.
Calculate your risk → 🤖Calculate Your AI Readiness
Most organizations assume they're ready. AI trained on messy content produces messy results.
Calculate AI readiness → 💾Calculate Your Storage Savings
The average enterprise stores 30 to 60% more than it needs. That's real budget and real risk in files no one uses.
Calculate storage savings →Problem and solution
What Problems Does Shinydocs Solve?
Shinydocs solves the core problems that unstructured content create, at enterprise scale. Files hide, ROT accumulates, storage bills climb, audits drag, and AI draws on content nobody vetted. Each row below names a problem and how Shinydocs eliminates it.
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Content scattered across every system
→Search every repository at once
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ROT piling up year after year
→Defensible disposal with a full audit trail
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Retention that exists only on paper
→Schedules enforced every single day
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Sensitive files in unknown locations
→PII and PHI flagged automatically
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Storage costs you cannot justify
→35% less storage spend
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AI reading ungoverned content
→AI reads governed content only
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Teams spending hours looking for files
→Files found in seconds
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Audits and information requests take months
→Responsive records in minutes
Automation roadmap
5 Steps to Automating Your Information Governance
Automating your information governance takes just five steps, and they don't start with software. The work is deciding what good looks like, knowing what you actually have, and agreeing on the rules with the people who own the risk. Once that's settled, automation enforces them at scale.
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01
Set Goals and Define Governance Priorities
Name the business outcomes you want to achieve and define how to measure them: storage costs, duplicate files, request response times. Start with the least governed repositories that are most likely to hold sensitive content.
80% of governance initiatives that aren't tied to prioritized business outcomes will fail by 2027. Gartner, 2024
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02
Align on Retention Rules
Work with legal, records, and compliance to set how long each information type must be kept. Define what gets retained, archived, or defensibly disposed of.
82% of companies plan to increase investment in compliance automation, and 71% expect AI to improve compliance. PwC, 2025
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03
Map Your Repositories
List every location holding organizational data: cloud storage, file shares, document management systems, collaboration tools, email, and more. Document what each holds and who has access, then list known risks, like duplicate content.
35% of breaches involve shadow data sitting in unmanaged sources, and those breaches cost 16% more. IBM, 2024
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04
Assign Data Owners
Appoint an information owner for every department. Owners describe what information their department holds, define its value, and make retention and disposition calls.
Only 43% of organizations say their data stewardship efforts are completely or mostly successful. Gartner, 2024
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05
Communicate With Teams
Explain why remediation matters and what will change for your teams. Keeping teams aligned after cleanup helps keep systems clean.
88% of projects with excellent change management met or exceeded objectives, versus 13% with poor change management. Prosci
* Information governance is never finished. Regulations change and content keeps arriving. Shinydocs enforces your retention schedules continuously and automatically, so governance stays airtight.
To measure success, track the same metrics you set at the start, so you can show what changed.
What we hear from IG leaders
Build the Information Governance System Your Team Deserves
Enterprise leaders often raise similar information governance concerns. If any resonate, you're in the right place.
We can't easily find what we need in our systems.
No visibility means no defensibility in audits, litigation, or regulatory review.
Every audit creates a scramble.
When records aren't governed automatically, every request becomes a manual crisis.
We're not ready for AI, and we know it.
AI works on clean, classified content. Feeding it messy data produces messy results.
We keep paying for storage we can't justify.
Duplicate, outdated, and trivial files inflate costs while hiding the content that matters.
Sensitive data is somewhere. We don't know where.
PII, PHI, and privileged content scattered across systems are liabilities waiting to surface.
We forced a new system. People ignored it.
Governance that demands behaviour change doesn't stick. It must work where your files already live.
AI-ready content estate
Your AI Is Only as Good as the Data Behind It
Ungoverned repositories produce unreliable AI results. Shinydocs cleans and classifies your content before it reaches Microsoft Copilot, RAG pipelines, or any enterprise AI tool. Governance runs continuously, so data quality never slips.
Book a MeetingBad Data Corrupts AI Answers
AI can't tell which version is current. Shinydocs removes duplicates and superseded drafts before they ever reach your AI tools.
Misclassified Data Hides the Answer
When content is mislabelled, the right file never surfaces. Continuous classification keeps every document accurately labelled for AI.
Unprotected Data Is an AI Liability
Copilot surfaces whatever it can read. Shinydocs flags and restricts sensitive content so only the right people see it.
Included with Enterprise Search
AI Search: Ask in Plain Language
Add semantic, natural-language search on top of Enterprise Search. Ask questions the way you think, and Shinydocs understands intent, not just keywords.
What AI Search Adds
- ✓Understand intent behind a question, not just matching keywords.
- ✓Surface the right answer across every connected repository at once.
- ✓Honour existing permissions on every semantic result.
- ✓Layer onto Enterprise Search without moving a single file.
Customer stories
Measurable Results from Clients
See how organizations across industries use Shinydocs' information governance software, without migrating a single file.
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Municipal GovernmentCounty of NewellAlberta, Canada · Municipality
86% of records sat unmanaged across scattered systems. A manual cleanup would have taken 20 years. Shinydocs cleared it in one.
- Documents governed
- 98%
- Storage reduced
- 27%
- Saved
- $400K
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HealthcareAgNovos HealthcareMedical Device Company
A small team faced millions of files across Box, SharePoint, and file shares, with no visibility and heavy duplication. Shinydocs cleaned it up fast.
- Files indexed
- 3.8M+
- Duplicates found
- 65%
- Data assessed
- 8.5TB
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Local GovernmentDunedin City CouncilNew Zealand · City Council
Bloated file systems were costing staff thousands of hours every week. The council needed enterprise-wide cleanup and search without a migration.
- Hours saved weekly
- 6,500
- Storage reduced
- 35%
- Saved annually
- $90K
In their words
Testimonials from Enterprise Organizations
"Visibility is everything. If we didn't have Shinydocs, there's no way we could have disseminated what was in all those shares to make business decisions on data. It's probably the most transformative thing that we've done digitally."
"Shinydocs has done what years of dedicated service capacity could not — provide records management to County documents across all unmanaged repositories through automation, visibility, and improved search capabilities."
"With Shinydocs, we established a new way of work which allows our users to instantly find any information, across any system. Shinydocs has simplified our users' lives, made onboarding new staff more efficient, and helped improve compliance and information accuracy."
Works with what you already have
Connect Every Repository, Migrate Nothing
Shinydocs governs content where it already lives. Connect your existing systems and start searching, classifying, and cleaning in place.
Repository and System Coverage
- ✓Azure Files
- ✓Box
- ✓File system
- ✓iManage
- ✓Laserfiche
- ✓Microsoft Exchange Email
- ✓Microsoft OneDrive
- ✓SharePoint Online
- ✓Microsoft Teams
- ✓NetDocuments
- ✓OpenText Content Server
We add new connectors regularly. Don't see yours? Ask us — coverage keeps expanding.
FAQ
Frequently Asked Questions
See Shinydocs in Action
On a quick call, we'll map your environment and show you how Shinydocs works with your systems.
Wasted time spent searching, recreating content, or scanning endless documents
Difficulty ensuring sensitive data like PII is properly governed
Compliance risks from unprotected, unclassified information
Lost productivity from inconsistent processes and scattered content
Increased storage costs from duplicate, outdated, or unnecessary files
Inconsistent file tagging leads to missed information.
Decreased confidence in your data governance.
Delayed responses to audits or client demands—putting reputation at risk
