Records management software for councils

Monarch EDRMS, built on SharePoint Online and Microsoft 365, helps local governments securely manage council records, community documents and regulatory submissions in line with compliance requirements. Information is captured in structured libraries using an industry-aligned taxonomy, for consistency and transparency.

With drag-and-drop filing, automated workflows and advanced search, council staff can quickly reach critical records, streamline processes and work better across departments. Monarch simplifies records management for both day-to-day operations and long-term accountability.

Records council teams manage in Monarch EDRMS

• Council records and community documents
• Regulatory submissions
• Documents, emails and records captured with drag and drop
• Industry-aligned taxonomy and structured libraries

Capabilities council teams can use

• Search Center (core): Quickly search and filter documents and records in SharePoint. Simple filters narrow results, and permission settings mean each person only sees what they are allowed to access.
• Digitisation and OCR (add-on): Convert paper files into searchable digital records. Text and codes are detected automatically, with suggested metadata to file documents in the right place.
• Approvals (add-on): Send documents for approval and capture decisions with comments. Track every stage; once approved, the final version is locked and stored automatically.
• Policy Publish (add-on): Publish official policies to a dedicated folder so everyone can reach the current version. Capture acknowledgements, track readership and keep policies current with review reminders.

Every deployment includes the Search Center, Convert to PDF, secure and lock and QR codes. Add approvals, digitisation and OCR, secure file sharing, eSignature or Policy Publish as you need them.

“Monarch is a great system to integrate our records and document management…”

Questions council teams ask

Can council staff capture emails as records?

Yes. Documents, emails and records are captured with drag and drop into structured libraries that use an industry-aligned taxonomy, so they are filed consistently.

Can we digitise historical paper files?

Yes, with the Digitisation and OCR add-on. Paper files become searchable digital records, with suggested metadata and storage locations.

Does Monarch EDRMS work with our meeting process?

Apollo, Monarch360's meeting management software, has ready integration with Monarch EDRMS.

Does Monarch EDRMS replace SharePoint?

No. It is built on SharePoint Online and adds records management on top of it, so council staff keep working in Microsoft 365.

Where are our council's records stored?

Monarch EDRMS runs in SharePoint Online, inside your council's Microsoft 365, so documents, emails and records stay where your people already work.

Can you move our records from our current system?

Monarch360 provides SharePoint migration services that move files from legacy systems, network drives and older document management platforms into Microsoft 365. Tell us about your current system when you request a demo.

More answers on our questions and answers page, or request a demo to see Monarch EDRMS with your own records.

Also built for: Schools · Water utilities · Ports.