Does Document Management Apply to Fish? The Answer is More Complicated Than You Might Think

Document Management

In 2015, the Supreme Court of the United States (SCOTUS) ruled that a fish is not a document. While this might seem like an absurd problem for one of the most powerful legal organizations in the world to consider, the idea behind it is an important one that might have an impact on how you do your job. On August 23, 2007, John Yates, the captain of the fishing boat Miss Katie, was fishing off the coast of Florida when he was found to have caught and kept a number of red grouper fish that were under the legal minimum size limit of 20 inches. The field officer with the Florida Fish and Wildlife Conservation Commission instructed Yates to return to port and keep the fish for evidence. Instead, Yates threw the fish back into the sea, effectively destroying the evidence against him.

In response, the Department of Justice … Read more...

How Hello Fresh and Intelex Are Managing the Global Food Supply Chain

Today’s global food supply chains are more complex than they’ve ever been. Until recently, consumers ate the food they grew in their communities and would adjust their diet to suit the seasonal availability of various products like fruits and vegetables. Today, consumers can have food from any part of the world as part of their regular diet. In the United States alone, food travels on average 1,300 miles from farm to fork, with 33% of products and 80% of seafood imported from other countries. The United States Food and Drug Administration (FDA) regulates food products that are processed by more than 300,000 different facilities in over 150 different countries.

In such a complex supply chain, food travels around the world in the custody of multiple agents, with variations in documentation and processing resulting in loss of critical information about food origins and authenticity. In many cases, the food itself goes … Read more...

The Business Case for Document Control

Knowledge management is the heart of any business enterprise. Having ready access to accurate and up-to-date information strengthens decision making capabilities, aligns everyone in the organization around learning, and supports a culture of innovation. The ability to effectively manage documents is also a central element of most quality management systems, including ISO 9001:2015, Baldrige, and EFQM.

Documents are “the means… to communicate legitimacy, work requirements, instructions, methods and results.” (Pho & Tanbo, 2014) Because they are so central and elemental, document management systems also unify the people within an organization (and sometimes also across boundaries of the supply chain ecosystem) around shared processes. They are used to manage the internal flow of information, and also to advance sustainability targets by substantially reducing paper usage. Together, they can:

  • Create new documents or edit existing documents
  • Keep track of document versions, and what changes were made in each revision
  • Collaborate with people
Read more...

Meet an Intelex Client: Ashlee Bronson, Oliver Tolas

Ashlee Bronson works as a Quality System Coordinator at Oliver Tolas; a global medical device and pharmaceutical packaging company with over 40 years experience providing high-value, cost effective packaging solutions for customers in the healthcare industry. Headquartered in Grand Rapids, MI with manufacturing sites on three continents, Oliver Tolas works aggressively to comply with environmental, health and safety (EHS) regulations, maintain an ISO 13485 quality system and achieve a zero landfill impact. Oliver Tolas came to Intelex to improve their document control and training management process. In this video, Ashlee Bronson shares how the Intelex system has closed the loop between document control, task management and training.

Prior to Intelex, Ashlee used an electronic document control system that was not effective in organizing documents or aligning with other internal processes and workflows. The previous system was cumbersome to use and could not tailor their vast library of documents for … Read more...

Town of Ajax Uses Intelex Document Control to Support a Culture of Quality

The Town of Ajax is located in Ontario, Canada and holds the distinct honour of being the first North American municipality to have been fully registered to the ISO 9001 standard – all nine of its departments have been certified since 1997!

Of course, as many businesses certified to ISO 9001 know, remaining in compliance with the standards’ requirements can demand a fair bit of effort. The municipality was keeping 27 sets of binders across their departments with copies of their ISO 9001 quality documentation, and every time a document was created, edited or updated, 27 copies had to be printed, distributed and added to each binder. Managing this documentation became a daunting task. As the Manager of Quality Service and Special Projects, David Forget knew that they needed a better way to ensure version control and audit readiness.

“It was an administrative nightmare,” says David. “There was just so … Read more...

5 Tips for Implementing Successful Workplace Safety Policies

Logical and well-implemented safety policies are the foundation of most healthy company safety cultures. In many ways, your policies are what set the rest of your safety activities in motion. From employee training (“Here are the policies you need to follow”), to internal audits (“Are we acting in accordance with our policies?”) to injury reporting (“Were the relevant safety policies being followed? Can we implement a policy that will prevent similar injuries from occurring in the future?”), your safety policies will be referenced and put to use in many different ways on a daily basis.

It makes sense then to conclude that your company’s overall safety performance will be – in part – the result of how effective you are in introducing new safety policies. With this in mind, here are 5 tips for ensuring that you set your policies up for success!

1. Define What Success Looks Like. Simple, … Read more...

Webinar: Perfecting The Paperless Office

Going paperless has become a growing trend within organizations around the world as emphasis on environmental stewardship and corporate social responsibility has reached an all-time high. In this FREE 30-minute webinar, Gina Macilwraith, EHS Director at Grand Teton Lodge shares her first-hand experience implementing a successful paperless office initiative within their organization resulting in a 95% reduction in paper usage.

Gina discusses the steps taken, challenges faced and the best practices that they employed which organizations of any size need to know about as they move towards a streamlined document control and paperless office initiative.

Key topics covered include:

  • How to generate significant ROI and get project buy-in from senior management for a paperless initiative.
  • How to effectively manage documentation for a globally dispersed business within one centralized web-based repository, and more.
  • How to ensure the most accurate, up-to-date document revisions are accessible organization-wide with the click of a button.
Read more...

Meet an Intelex Client: Greg Garnier, Hussman Corp


Greg Garnier works in the Corporate Quality Department at Hussmann Corporation in Bridgeton, Missouri. Since 1906 Hussmann has been providing products, services and solutions for preserving and merchandising fresh foods. Today, with four manufacturing sites in the United States and one in Mexico, Hussmann creates quality display cases and refrigeration systems that are used worldwide. They use Intelex to help them manage their suppliers and their document control system.

Meet an Intelex Client: Greg Garnier – Hussmann Corp from Intelex Videos on Vimeo.

“We reviewed about 10 different ERPs, MRPs and QMS systems looking for the right package for us,” Greg says about the selection process. “We chose Intelex based on intuitiveness and the system’s configurability. Ease of customization was what we needed.”

Hussmann launched Intelex’s Supplier Management application in April 2013, and were able to customize the application to suit their unique needs. Greg is now calling Intelex … Read more...

Meet an Intelex Client: John Whatley, Flex-N-Gate

John is an Environmental Health & Safety Facilitator for Flex-N-Gate, one of America’s largest private companies. With 52 facilities scattered throughout the Americas and Europe, Flex-N-Gate manufactures high quality products and systems for the automotive industries. In this video, John discusses what makes Intelex stand out from the competition.

Meet an Intelex Client: John Whatley – Flex N Gate from Intelex Videos on Vimeo.

“We had existing systems that were becoming obsolete for our quality management systems and environmental, health and safety,” says John, who works out of Windsor, Ontario. The decision process that led Flex-N-Gate to choose Intelex over the other options on the market was thorough. “We looked at all of them,” John claims, “and we chose Intelex because it was the most intuitive.”

John emphasizes that ease of user adoption was a high priority, for him as an Intelex system administrator and for the company as … Read more...

McDivitt Law Firm achieves a paperless office but what about the 1,000 leftover binders?

McDivitt Law Firm went paperless last month – a big accomplishment for any organization, but one particularly onerous for law firms that house thousands of confidential legal documents. Each document requires particular care and attention to ensure everything is properly logged and maintained throughout the transition to a paperless office. McDivitt has been scanning documents and filing them away in their online Document Control system since June 2011 and to date have emptied over a thousand, three-inch binders containing approximate 456,000 sheets of paper!

The quest to go paperless came from a growing need to increase efficiency at a law firm that has seen an amazing 40% growth in staff over the last year across its three locations. Moving to a central web-based system would help save not only time, but would free up space for their growing head count. By removing hundreds of binders from the office they now Read more...