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How a Canadian Municipality Solved Paper-Based “Administrative Nightmare” with Intelex
Located in Ontario, Canada, the Town of Ajax has a population of approximately 126,000. The municipality has been ISO 9001 certified since 1997, making it the first fully registered municipality in North America. With over 300 full-time employees and an additional 500 part-time staff during peak summer months, the town maintains a strong commitment to quality management across all nine of its departments.
Impact
- 10,000+ documents digitized, eliminating the need to maintain 27 binders
- Significantly reduced time and resources needed to meet ISO 9001 certification requirements
- Simplified document retrieval process and saved physical space
- Eliminated last-minute scrambling for audit preparedness
- Streamlined approval process with automated email notifications
- Created consistent, reliable audit trail for all documentation
Outcome
The Intelex Document Control System replaced Ajax's outdated paper-based system, consolidating thousands of documents into a centralized, web-based platform. This transition dramatically improved efficiency, version control, and audit preparedness, ensuring compliance with ISO 9001 while reducing administrative burden.
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The Challenge for the Town of Ajax
Before implementing Intelex, the Town of Ajax managed its ISO 9001 documentation through a cumbersome paper-based system that had become "an administrative nightmare." Each of the town's nine departments maintained 27 separate binders, requiring manual updates every time a document was created, edited, or approved. This process was time-consuming, led to inconsistencies across departments, and made it difficult to ensure compliance. Additionally, preparing for audits required significant time and resources, with staff often scrambling to ensure documentation was up to date.
“Our Intelex system has become a one-stop shop for necessary documentation and ensures that staff use the most up-to-date version of a document.”
David Forget, Manager of Quality Service and Special Projects, Town of Ajax
“We highly recommend Intelex software as an effective way to streamline business processes while saving on resources.”
David Forget, Manager of Quality Service and Special Projects, Town of Ajax
How Intelex Helped the Town of Ajax
After a competitive RFP process, Intelex was chosen as the most cost-effective and capable solution to meet the municipality's document control needs. The Intelex platform provided a centralized, web-based repository where all documents could be stored, updated, and accessed efficiently.
The implementation coincided with a new version of the ISO 9001 standard, allowing the Town of Ajax to simultaneously update their documentation as they uploaded it into the Intelex system. The town 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, including operating procedures, work instructions and related forms essential for ISO 9001 compliance. The Town of Ajax has been an Intelex client for more than a decade and continues to rely on the platform as a one-stop shop for all their necessary documentation.