Municipal Records Search & Access Solutions

Examples include public meeting agendas and minutes, ordinances, permits, inspection reports, property and zoning files, business licenses, procurement documents, correspondence, and public housing records. For housing agencies, municipal-style records often include applicant files, participant documentation, recertifications, inspections, notices, grievances, and reasonable-accommodation case materials. Access requirements and retention periods depend on the record type and the agency’s governing rules.

FileVision uses OCR, metadata, indexing, and enterprise search to make electronic documents more retrievable. Records can be organized by household and by transaction, such as intake, annual recertification, or move-out, so related documentation stays together. Staff can search across structured files rather than manually reviewing paper folders or disconnected shared-drive locations.

Yes. FileVision supports document capture, scanning, and import so agencies can bring legacy paper records and approved electronic documents into structured electronic files. This functionality supports an incremental transition as new documents arrive or existing files are digitized. Optional bulk-conversion requirements should be reviewed during implementation to define the appropriate approach and scope.

FileVision supports role-based access controls that allow agencies to limit records by staff function. This can help restrict sensitive tenant, grievance, accommodation, and related documentation to authorized personnel. Each agency defines its roles, permissions, and access practices. Administrators should regularly review access assignments as responsibilities, departments, and confidentiality requirements change.

FileVision helps agencies locate and organize relevant documentation more efficiently through searchable electronic files, metadata, and structured record histories. It is a records-management and document-workflow platform, not a legal determination tool. Your agency remains responsible for reviewing requests, applying applicable disclosure exemptions, redacting protected information, and determining what may be released.

FileVision supports policy-driven retention, archiving, and controlled disposition processes for electronic tenant records. Agencies apply their own approved schedules and procedures based on record categories and governing obligations. The software does not prescribe legal retention periods; agencies should establish those periods with their records officers, leadership, and counsel before configuring retention practices.

Yes. FileVision supports authorized, role-based access for teams working across offices and field locations. This allows approved staff to retrieve records, collaborate on file activities, and maintain visibility into document status without relying on physical file rooms. Exact remote-access and Microsoft Teams capabilities should be confirmed against your agency’s configuration and technology environment.

FileVision can connect Electronic Tenant Records workflows and tenant-record structure with Microsoft 365 and SharePoint where appropriate. Rather than requiring teams to abandon familiar tools, it adds housing-specific organization, metadata, and workflow around records. Integration scope, data flow, permissions, and the exact user experience should be confirmed during discovery for your agency’s environment.