Civic & Government Tools
Build a municipal document management and workflow system
Kliv is an AI app builder. Describe your municipal document management and workflow system — document types, routed signatures, ordinance numbering, retention schedules, and access rules — and it builds the real app.
Just enter your idea into the text box and AI will build it for you
What is Kliv?
Kliv isn’t a generic document repository — it’s an AI that builds software for you.
You describe the app you need in your own words, and Kliv builds it: document types, routes, approvals, numbering, retention schedules, access rules, reminders, ledgers, and screens. What you get is a real application that’s yours. You can use it, change it later by asking, and run it on your own domain. It isn’t a template with your name on it.
On this page, that app is a municipal document management and workflow system. Kliv builds all kinds of web apps; this is one.
Why build your own municipal document system?
City documents have rules. An adopted ordinance is not just a file; it has legal effect. A contract has parties, dates, renewal terms, and warnings. Records belong to retention series that decide when they can be destroyed.
Generic document tools treat these as folders and files. Kliv builds records with the rules attached: routes with required stops, numbers minted in sequence, access based on role and department, and retention clocks that start at the right moment.
Drafts, signatures, and records
Five kinds of record carry much of a city hall. Each has rules built in.
Document types and series
Ordinance, resolution, agreement, policy, and minutes can each know their retention series, required signatures, and who may start one.
The route
A draft can move from department head to attorney to manager to clerk in order. At any moment, the app can show whose desk it is on and how long it has been there.
Ordinances and resolutions
Adoption can mint a sequential number such as 2026-14, freeze the adopted text, and require future amendments to reference the old document instead of editing it.
Agreements and renewals
Each contract can carry parties, end date, renewal terms, and warnings to the department that owns it.
The destruction ledger
When a retention clock runs out, the system can propose eligible records. Destruction still needs sign-off, and the certificate becomes its own record.
An example: Mirjam’s sidewalk-café ordinance
Here’s how one city hall might use it. It’s only an example — you would describe your own document types, routes, numbering, retention rules, and access rights.
The draft starts with its route
Public works opens an ordinance draft. The document type sets the required route and retention series before the text is finished.
Legal review cannot be skipped
Attorney sign-off is a mandatory stop. The draft cannot reach the agenda until approval is recorded.
Adoption freezes the official text
After council adopts the ordinance, the system mints 2026-14, records the adoption date, and freezes the version that passed.
The code points back to the vote
The amended section of municipal code updates with a reference to the ordinance, so someone reading the code can walk back to the adoption record.
Retention starts from the right event
Filing starts the permanent retention series for the ordinance. Related correspondence may have a shorter clock and later appear in the destruction workflow.
Describe the records workflow you want
Kliv builds from your description, so the more detail you give, the closer the first version. Include document types, routes, roles, numbering, retention schedules, reminders, and proof requirements. Here are three to build on:
City records workflow
Routes, ordinance numbers, and retention series.
“Build a municipal document system for our city hall. Route ordinances and resolutions through department head, attorney, manager, and clerk sign-off in that order; mint sequential ordinance numbers at adoption; freeze adopted text; and assign a retention schedule to every document type.”
Agreement tracker
Contracts, renewal warnings, and owning departments.
“Build a contract management tool for our city. Every agreement records parties, start date, end date, renewal terms, owning department, and document files; send a 90-day renewal warning to the owning department; and archive expired agreements by rule.”
Board packet builder
Agenda items, attachments, packets, and adopted records.
“Build a board packet system. Departments submit agenda items with attachments by Thursday at noon, the packet assembles itself in agenda order, council actions are recorded after the meeting, and adopted items file into the city record automatically.”
What moves the paper
Routes are rules on the record. A document’s next stop is computed from its type and status. A draft cannot skip attorney review just because someone is in a hurry.
Reading rights are rules too. Public works can read its drafts, attorneys can read items routed to legal, and council can see what has reached the agenda. Access is not a circulation list someone has to maintain.
Reminders do not depend on memory. Scheduled jobs can find agreements near renewal, drafts stuck at one desk, and retention series reaching the end of their clocks.
A city hall’s documents are often the act itself, with legal consequences attached. Software for that work has to follow the charter it serves. That is the kind of tool where institutions get their software built on Kliv.
Common questions
What exactly is Kliv?
Kliv is an AI that builds custom web apps from a description. You describe your municipal records workflow, and Kliv builds the app you own.
Do I get a real app, or a template?
A real app. Kliv builds document records, routes, approvals, numbering, retention schedules, reminders, and access rules around your process.
Can I change it after it’s built?
Yes. You can change routes, document types, roles, reminders, or reports by asking.
Can adopted documents be edited?
No, if that is the rule you set. Adoption can freeze the text and mint the number; amendment then happens through a new instrument that references the old one.
How is the retention schedule enforced?
Every filed document joins a retention series with its own clock. The system can propose eligible records, but destruction still requires named sign-off.
Who can see what?
Access can be set by document type, department, role, and status. A forwarded link does not override the access rule.
Can we prove what happened to a document?
Yes. Each station can be recorded: who signed, when, in what order, and what the text said at the time.
Can ordinance numbers be sequential?
Yes. Adoption can mint the next number in sequence and prevent duplicates such as two documents both becoming 2026-14.
Can renewal reminders go to the right department?
Yes. Agreements can store owning department and renewal terms, and scheduled reminders can go to the right people.
Can I use my own domain?
Yes. The system can run on your own domain.
Can I move off Kliv later?
Yes. The code syncs to your own Git repository, and records can be exported.
Do we need a separate document repository?
No. The app can store documents, metadata, routes, approvals, and retention information in one place.
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Make the signed original a lookup
Describe how documents move through your hall, who signs, what gets numbered, who can read what, and how long each series lives. Kliv builds the workflow around those rules.