For
Porirua City Council (PCC), managing thousands of resource consent files in a physical format was becoming inefficient and unsustainable. The team could spend hours searching for the required information.
Recognising the need for a modern, accessible, and structured approach to
records management, PCC partnered with
Canon Business Services ANZ (CBS) to transform their resource consent files into fully digital, searchable records.
With a partnership-first mindset, CBS worked closely with PCC to design a solution that met strict compliance requirements, integrated seamlessly into the Council’s operations, and delivered transformational results ahead of schedule.
The outcome? A faster, more efficient records retrieval process, reduced administrative burden, and a six-month acceleration in project completion—without compromising on quality.
The challenge: Time-consuming, manual processes and growing inefficiencies
Local councils handle thousands of resource consent files, each containing critical planning, regulatory, and environmental approvals. These files need to be accessible, secure, and compliant—PCC’s physical archive process created several operational challenges:
- Time-consuming retrieval – Locating files required manual searches on demand, sometimes taking a full day to find a single document.
- Storage constraints – Managing 8,000 – 9,000700 physical files occupied significant space, limiting expansion opportunities.
The solution: A partnership built on precision
Price matters, particularly for ratepayer-funded councils. But it wasn’t just cost-effectiveness that drew PCC to CBS.
“We chose Canon Business Services ANZ because they genuinely partnered with us,” says Chanel Pilcher-Landgraf, Chief Information Officer at PCC. “We could visit their site, meet the team, and clearly see how our records would be securely handled.”
CBS didn’t just digitise the records—they built a tailored solution that ensured accuracy, efficiency, transparency, and full compliance with industry standards. Here’s how.
Step one: Start small, scale fast
The project launched with a pilot phase in early 2023 over two months. By working closely with PCC to refine the process, CBS ensured that full-scale digitisation would be seamless and efficient.
Step two: Process, not just scanning
Digitisation isn’t just about turning paper into PDFs. Every file went through a meticulous process:
- Collection & transportation – CBS arranged weekly pickups, ensuring chain-of-custody security.
- File preparation – Each document was reviewed and structured into a single, searchable PDF.
- High-quality scanning – 300 DPI, full-colour scans met the required Archives NZ standards, handling both A4 and large-format plans.
- Metadata embedding – Every file was enriched with the required metadata.
- Rigorous quality assurance – CBS ensured that each scanned file was a true digital replica of the original.
- Secure delivery & storage – Digital files were exported daily via sFTP in PDF/A format, ensuring long-term accessibility.
Step three: Governance and flexibility
CBS implemented structured reporting and governance, including:
- Monthly governance meetings to ensure smooth progress.
- Exception handling for any non-standard files.
- Ongoing support to optimise the digitisation process as the project scaled.
Communication was constant and clear., “CBS were exceptional—responsive, clear communicators who spoke our language, not jargon. The team were on top of everything, resolving issues immediately,” said Karen, Manager, Records Management.
By working collaboratively with PCC, CBS was able to identify process efficiencies that ultimately accelerated the project timeline.
Results: Transformative efficiency, improved service
Some digital transformations promise more than they deliver. This wasn’t one of them.
“Our files are now searchable and instantly accessible,” Karen emphasises. “Planners can find documents in 30 seconds rather than a full day. And it’s not just us—the community benefits too. Customers get answers in five minutes instead of twelve hours.”
Completing the digitisation six months early wasn’t just a nice surprise; it was the direct result of collaborative planning and accelerated volume handling.
“Karen helped prepare more files than initially planned, allowing CBS to handle increased volumes efficiently,” explains Chanel. “That proactive collaboration made all the difference.”
Compliance made easy
For councils, compliance isn’t optional—it’s essential. As Karen states, “Meeting
compliance standards was critical. Without full compliance, we would not meet our overall digitisation requirements”.
CBS didn’t merely meet these standards—it deeply understood their significance.
“CBS genuinely listened to why compliance mattered. The team didn’t just tell us how it would be done—they worked with us to ensure we meet all requirements."
Chanel Pilcher-Landgraf, Chief Information Officer at PCC
Transparent partnership
Transparent reporting kept PCC fully informed. “Regular weekly manifests ensured we always knew exactly where things stood,” Karen notes.
This transparency wasn’t about paperwork—it was about trust.
Future-proofing council operations
Digitisation didn’t just solve an immediate problem—it transformed how the Council views information management.
This wasn’t just a one-off project. PCC now has a scalable, proven model for digitising other records, potentially extending as far back as the 1800s. Its experience makes a strong case for all
local governments.
“We definitely recommend working with CBS,” Chanel says without hesitation. “Just do it. CBS caters to your exact needs. It’s been an exceptional partnership.”
Karen echoes this endorsement: “We’d absolutely work with them again.”
What made the difference?
- A partnership approach, ensuring PCC’s needs were prioritised.
- A structured, tested process that scaled seamlessly.
- Continuous improvement, allowing CBS to accelerate delivery without compromising quality.
This project wasn’t just about efficiency—it’s about streamlined operations, improved searchability, and long-term digital resilience.
Is your records management holding you back?
If your organisation still relies on paper-based records, it’s time to rethink your approach.
Canon Business Services ANZ helps organisations digitise smarter, faster, and more securely—ensuring compliance, accessibility, and long-term resilience.
Get in touch today to safeguard your information for the future.
