Case Study: Town of Ajax achieves centralized, paperless document control and ISO 9001 audit readiness with Intelex Document Control

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

The Town of Ajax, Ontario (population ~110,000) — the first fully ISO 9001–registered municipality in North America — was struggling with a paper-based “administrative nightmare.” Quality documentation was kept in 27 sets of binders across departments, requiring repeated printing and distribution for every update, creating version-control issues, inconsistency between departments and last-minute scrambling for audits. The municipality needed a centralized electronic system to manage procedures, work instructions and related forms and to meet ISO 9001 document-control requirements.

After an RFP the Town implemented Intelex Document Control, uploading more than 10,000 documents into a single web-based repository and consolidating policies, by-laws and engineering drawings. Automated email notifications, streamlined approval workflows, training and a clear audit trail significantly reduced time and resources spent on document control, ensured up-to-date versioning and audit preparedness, and eliminated the need for the 27-binder system — a solution the Town has relied on for over a decade.

Town of Ajax

David Forget

Manager of Quality Service and Special Projects