Project context

In 2017, Arterra began using Paperless Forms to digitize quality controls at its Rougemont plant. The success of this first initiative encouraged the company to extend the solution to four additional sites: Niagara Falls, Oliver (B.C.), and, more recently, Vinfirst in Ontario.

This case study highlights the Vinfirst project, where the plant set out to digitize their documentation and record keeping in preparation for their first BRCGS certification. They did so with the help of Paperless Forms by improving traceability, reducing paper use, and increasing audit readiness. The project was led by the internal quality team with the support of Karen Santo, Quality Assurance Supervisor. Throughout the process, she provided structure, coordination, and guidance, quickly becoming the go-to person for adapting Paperless Forms for operational needs on the production floor.

Challenge

Before Paperless Forms, Vinfirst relied on paper records for every step of production and quality. Finding production records for a specific lot code meant searching through binders and manually reconstructing events from notes scattered across different shifts.

I would spend hours just trying to trace a product through the system. I needed forms, photos, operator notes, and none of it was in the same place.

- Karen Santo, Quality Assurance Supervisor

The burden verification and validation evidence during audits was high, and inconsistencies between shifts increased the risk of incomplete records. Karen explained how difficult it was to tell team members what to search for and where. Some entries were missed or misfiled. She spent a lot of time compiling paperwork just to verify lot numbers or production steps.

Solution

Arterra Wines chose to partner with Datahex to deploy Paperless Forms in its Vinfirst facility, replacing paper records with a digital system adapted to the realities of production needs, safety, and quality. The rollout was led internally by the quality team, with supervisors present on the floor to support operators and make the transition seamless.

In under six weeks, Karen and her team led a structured rollout of Paperless Forms. The implementation included:

• Form customization
  Existing documents were digitized and improved.

• Personalized training
  Each employee, in both production and quality, was trained individually.

• On-floor support
  Karen and the supervisors were present on the floor to guide operators and complete the forms with them.

• Real-time data capture
  Data is recorded automatically with date and time.

• Automatic calculations
  Totals and averages are generated automatically, with controls to avoid errors.

• Quick access to records
  Forms, photos, and notes are available within seconds to facilitate audits and recalls.

This wasn’t a top-down change but an integration directly into daily routines. Quality and operations leaders were on the floor, helping operators fill out forms during production to build trust and ensure a smooth adoption.

The results were immediate: no more searching through binders. Data is now automatically recorded with date and time, clear, and easy to access. Calculations such as totals, averages, and losses are done automatically, preventing errors. This implementation also improved data collection to better measure operational performance and support continuous improvement.

Frontline leadership: a key success factor

The success of the transformation relied on trusted internal leadership. Having a supervisor directly involved in every step gave credibility to the project. On the floor, Paperless wasn’t perceived as an external mandate, it was adopted as a useful tool backed by someone who understood the team’s day-to-day reality.

Paperless Forms changed the way we work. Traceability is no longer a nightmare. It’s fast, transparent, and complete.

- Karen Santo, Quality Assurance Supervisor

This experience shows that when change is led from within and supported by leaders close to the floor, it feels legitimate, is more readily accepted, and lasts over time.

Concrete benefits of using Paperless Forms

Since the implementation of Paperless Forms, Vinfirst has seen several concrete benefits:

• Faster traceability
  Search time was reduced from several hours to just a few minutes.

• Fewer errors
  Calculations are automated and validation fields prevent mistakes.

• Standardized work
  Daily operations are aligned across teams and shifts.

• Simplified audits
  Preparing for audits and internal reviews is much faster.

Concrete example: during a product recall, all records — including photos, forms, and operator notes — were retrieved within seconds in the system. This same task used to take hours of manual searching.

The system has also strengthened accountability: every action is recorded with the employee’s name and the time it was completed. There is no more ambiguity in task execution. This transparency improved discipline without adding extra pressure.

Preparing for BRCGS certification

As food safety regulations continue to evolve, Arterra’s digital infrastructure positions the company ahead for the upcoming BRCGS certification. The standard requires full traceability and the ability to quickly retrieve information, including Key Data Elements (KDEs) and Critical Tracking Events (CTEs).

Although Arterra is based in Canada, its international presence makes BRCGS compliance essential. With Paperless Forms, traceability data is captured in real time and can be accessed instantly during audits or inspections.

Adoption of Paperless Forms across sites

Leveraging her hands-on experience, Karen Santo shares best practices for using Paperless Forms at other sites, including their Niagara Falls plant. She works with teams to simplify workflows, standardize records, and integrate the solution into daily operations. With her ongoing support, employees find adoption easier with less friction.

Why choose Paperless Forms

With Paperless Forms, Arterra Wines adopted a simple and effective solution to modernize its quality practices. From real-time traceability to audit preparation, the solution streamlines team workflows and supports compliance with requirements such as BRCGS.