Intelex Case Studies Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control

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	Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control Intelex

Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control

Intelex

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Cities & Municipalities
Applicable Functions	Business Operation
Use Cases	Regulatory Compliance Monitoring
Services	System Integration Training
Challenge	The Town of Ajax was struggling with a paper-based document management system that had become an administrative nightmare. The municipality was maintaining 27 sets of binders across their departments with hard copies of their ISO 9001 quality documentation. Every time a document was created, edited, or updated, 27 copies had to be printed, distributed, and added to each binder. This process was not only time-consuming but also led to a lack of version control, disparity across the departments, and last-minute scrambling to ensure audit preparedness. The municipality needed a system that would allow them to better manage their ISO 9001 documentation, including operating procedures, work instructions, and related forms. Read More
About Customer	The Town of Ajax is a municipality located in Ontario, Canada. It has a population of approximately 110,000 and is the first fully registered municipality in North America with all nine of its departments being ISO 9001 certified since 1997. The municipality employs over 300 full-time staff and approximately 500 additional part-time staff during their peak summer months. The Town of Ajax was looking for an electronic document management system to replace their paper-based system, which had become an administrative nightmare. Read More
Solution	After releasing an RFP, the Town of Ajax identified Intelex as the software provider most capable of delivering a cost-effective solution that would support their ISO 9001 certification. The Intelex solution offered automated email notifications to drive annual reviews and streamline the approval process, and the software would also create a consistent, reliable audit trail. The purchase of the Intelex solution coincided with the implementation of a new version of the ISO 9001 standard, so the Town of Ajax simultaneously updated their documentation as they uploaded it into the Intelex system. They also received technical support and training from the Intelex team, who helped get them up and running. The end result was a clean, accessible, and centralized location for employees (and auditors) to find the most up-to-date documentation and conduct reviews and approvals when necessary. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Cities & Municipalities

Applicable Functions

Business Operation

Use Cases

Regulatory Compliance Monitoring

Services

System Integration

Training

Challenge

The Town of Ajax was struggling with a paper-based document management system that had become an administrative nightmare. The municipality was maintaining 27 sets of binders across their departments with hard copies of their ISO 9001 quality documentation. Every time a document was created, edited, or updated, 27 copies had to be printed, distributed, and added to each binder. This process was not only time-consuming but also led to a lack of version control, disparity across the departments, and last-minute scrambling to ensure audit preparedness. The municipality needed a system that would allow them to better manage their ISO 9001 documentation, including operating procedures, work instructions, and related forms.

About Customer

The Town of Ajax is a municipality located in Ontario, Canada. It has a population of approximately 110,000 and is the first fully registered municipality in North America with all nine of its departments being ISO 9001 certified since 1997. The municipality employs over 300 full-time staff and approximately 500 additional part-time staff during their peak summer months. The Town of Ajax was looking for an electronic document management system to replace their paper-based system, which had become an administrative nightmare.

Solution

After releasing an RFP, the Town of Ajax identified Intelex as the software provider most capable of delivering a cost-effective solution that would support their ISO 9001 certification. The Intelex solution offered automated email notifications to drive annual reviews and streamline the approval process, and the software would also create a consistent, reliable audit trail. The purchase of the Intelex solution coincided with the implementation of a new version of the ISO 9001 standard, so the Town of Ajax simultaneously updated their documentation as they uploaded it into the Intelex system. They also received technical support and training from the Intelex team, who helped get them up and running. The end result was a clean, accessible, and centralized location for employees (and auditors) to find the most up-to-date documentation and conduct reviews and approvals when necessary.

Impact #1	Significantly reduced the time and resources needed to continue meeting their ISO 9001 certification requirements.
Impact #2	Simplified document retrieval process and saved physical space by storing all critical business documents in one web-based location.
Impact #3	Ensured timely completion of annual document reviews and streamlined the approval process with automated email notifications.

Impact #1

Significantly reduced the time and resources needed to continue meeting their ISO 9001 certification requirements.

Impact #2

Simplified document retrieval process and saved physical space by storing all critical business documents in one web-based location.

Impact #3

Ensured timely completion of annual document reviews and streamlined the approval process with automated email notifications.

Benefit #1	Uploaded more than 10,000 documents into Intelex’s Document Control system, eliminating the need to maintain 27 binders and control thousands of pieces of paper.

Benefit #1

Uploaded more than 10,000 documents into Intelex’s Document Control system, eliminating the need to maintain 27 binders and control thousands of pieces of paper.

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Overview

Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control

Operational Impact

Quantitative Benefit