Challenge

Managing food safety documentation with traditional paper-based methods created several challenges:

• Time-consuming record-keeping
  Employees had to manually fill out forms, increasing the risk of delays and errors.

• Challenges in preparing for audits
  Regulatory inspections required significant time and effort to compile necessary documents.

• High paper consumption
  The reliance on physical forms resulted in excessive paperwork and storage needs.

• Limited real-time visibility
  Supervisors had to rely on delayed or incomplete data to assess food safety risks.

Congebec needed a solution to modernize its compliance processes, improve operational efficiency, and reduce paperwork—all while maintaining its high food safety standards.

Image. Congebec freezer building expansion

Solution

Congebec partnered with Datahex to implement Paperless Forms, a digital solution that streamlines food safety documentation and compliance tracking. The transition was carefully planned, with a phased rollout that ensured smooth adoption by employees across multiple facilities.

The implementation process included:

1. Digitizing key food safety forms
   Eliminating the need for paper-based records.

2. Providing training sessions for employees and supervisors
   Ensuring a seamless transition to the new system.

3. Integrating real-time data capture
   Allowing workers to instantly record food safety data via mobile devices.

4. Automating alerts for missing or incorrect entries
   Reducing errors and improving the accuracy of compliance records.

5. Enhancing document accessibility
   Making reports instantly available for audits without the need for manual retrieval.

Results

Since implementing Paperless Forms, Congebec has achieved significant operational improvements:

• Dramatic reduction in documentation errors
  Employees now receive instant validation prompts to ensure all required information (e.g., dates, temperatures, signatures) is complete.

• Faster audit preparation
  With all records stored digitally, compiling documentation for the CFIA and other regulatory bodies has become more efficient.

• Real-time issue management
  Supervisors can now track and resolve food safety concerns immediately, with the ability to attach photos for better reporting.

• Increased efficiency across teams
  Warehouse employees, supervisors, and quality assurance teams spend less time on paperwork and more time focusing on operations.

• Significant reduction in paper waste
  Supporting Congebec’s commitment to sustainability by minimizing paper usage and storage needs.

Why Paperless Forms?

By transitioning to a digital system, Congebec has streamlined compliance management, improved productivity, and enhanced food safety oversight. The move to Paperless Forms has not only simplified day-to-day operations, but has also positioned Congebec as an industry leader in leveraging technology for smarter, more efficient food logistics.

With a commitment to continuous improvement, Congebec continues to explore innovative solutions that optimize operations and support the well-being of its employees—ensuring they have the tools they need to work efficiently and effectively.