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Intelex > 实例探究 > Canadian Municipality Replaces Paper-Based “Administrative Nightmare” with Intelex Document Control

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

技术

应用基础设施与中间件 - 数据交换与集成

适用行业

城市与自治市

适用功能

商业运营

用例

监管合规监控

服务

系统集成
培训

挑战

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.

关于客户

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.

解决方案

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.

运营影响

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

数量效益

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.