Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control
Company Size
200-1,000
Region
- America
Country
- Canada
Product
- Intelex Document Control
Tech Stack
- Document Management System
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Cost Savings
- Productivity Improvements
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
About The 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.
The 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.
The 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.
Operational Impact
Quantitative Benefit
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