Municipal government · 2025
Permits and records out of the filing cabinet
Fairmont processed building and business permits on paper. We built a Regista-based information system with online applications, tracked approvals, a public status portal and AI-assisted extraction of scanned records.
The challenge
Where they started.
Permit files were physical, so finding a record meant searching cabinets and applicants had no way to check progress without calling. Management couldn't report on backlogs or turnaround times, and legacy records were at risk of loss.
Our approach
We digitised and indexed 120,000 legacy records, then designed the workflow with the officers who would use it. A public portal was launched alongside the internal system so applicants and staff shared one record.
- Client
- City of Fairmont
- Industry
- Municipal government
What we built
The solution, in stages.
Online applications
Applicants submit and track permits online with document uploads and automatic acknowledgements.
Workflow routing
Cases route to the right department with checklists, deadlines and escalation rules.
Legacy migration
120,000 records were scanned, indexed and linked to parcels for instant retrieval.
AI-assisted extraction
Scanned files are classified and their key fields extracted automatically, so records arrive searchable instead of as images.
Public transparency
A status portal lets residents verify permits and issued certificates by reference number.
The results.
31 → 9 days
average turnaround
83%
faster record retrieval
120K
records digitised
“Our counter staff can now pull any record in seconds, and residents can check their own applications. It changed how the department works.”
Have a system that needs building?
Tell us what the work looks like today. We'll come back with an approach, a rough scope and where to start.