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
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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...

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.
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