ATU Local 583 – Document Digitization & SharePoint Configuration

September 9, 2025

Client Overview: ATU Local 583

Amalgamated Transit Union (ATU) Local 583 is a Calgary-based union representing employees in public transit and maintenance services. Dedicated to advocating for workers’ rights and supporting its members, ATU Local 583 manages a vast archive of operational and historical records. With hundreds of boxes of documents accumulating over decades, the union required a modern, secure, and accessible solution to preserve this information and streamline internal workflows.

ATU Local 583 was reliant on a paper-based document storage system that posed several challenges:

Inefficient Access: Staff faced delays retrieving important records, with no ability to search or reference them digitally.
Risk of Loss or Damage: Physical documents were vulnerable to wear, misplacement, and environmental damage.
Space Constraints: Storage of paper archives required significant physical space, which was unsustainable long term.
Lack of Structure: With no digital organization in place, there was no consistency in how documents were categorized or managed.

1. Document Digitization
We began by securely transporting hundreds of boxes of documents to our Calgary facility. Each document was handled with care and scanned using high-resolution imaging equipment. Our team applied structured protocols to:

Preserve document integrity and scanning sequence
Index and name files accurately based on client needs
Organize content according to historical and departmental relevance

2. SharePoint Implementation
Following digitization, we collaborated with ATU Local 583 to implement a customized

SharePoint Online solution:

Role-Based Access Controls: Ensured confidential material is only accessible to designated personnel
Metadata Tagging: Enabled quick, searchable document retrieval by date, category, or keyword
Structured Libraries: Developed a folder system aligned with the union’s internal departments and workflows
Automated Workflows: Integrated features for document retention, archiving, and approval where necessary

The solution provided ATU Local 583 with a secure and user-friendly digital archive:

Improved Efficiency: Staff can now access records from anywhere, reducing turnaround time and administrative effort
Enhanced Security: Role-based controls and cloud storage protect sensitive information
Future-Ready Foundation: The SharePoint environment lays the groundwork for future automation and digital process improvements
Preservation of History: Decades of union records are now safely digitized and accessible