Congebec’s paperless transformation: a new era of food safety

Project context

Founded in 1974, Congebec has grown into one of Canada’s leading providers of cold and multi-temperature storage, warehousing, and distribution services. In 2025, the company expanded its network through the acquisition of Bradner Cold Storage in British Columbia, adding five facilities to the 11 it already operated. Today, Congebec operates 16 facilities across six provinces, employing more than 550 people nationwide.

With more than 65 million cubic feet of temperature-controlled storage capacity, the company plays an important role in keeping food products safe across the North American supply chain.

Food safety and compliance are central to these operations. Congebec facilities must comply with strict regulatory and industry standards, including CFIA oversight and certification programs such as BRCGS (Brand Reputation through Compliance Global Standards).

Meeting these requirements generates a significant volume of documentation. For a company responsible for millions of cubic feet of food storage, maintaining accurate and reliable records is essential to ensure food safety and regulatory compliance.

For many years, these records were managed manually using paper forms.

Challenge

While the paper-based system was familiar and functional, it gradually created operational challenges as the company expanded.

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

• Audit preparation
  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.

As the company expanded, documentation became increasingly difficult to manage.

To better equip its teams and support its continued growth, Congebec decided to digitize its quality processes with Paperless Forms.

Image. Congebec freezer building expansion

A shift to a digital system

The deployment of Paperless Forms was carried out over a period of six months. It began with a three-month on-site pilot phase, followed by a phased rollout across sites.

1. Project structure and team roles

The project started with the QA, Operations, and Maintenance departments, along with a core group of pilot users. Each site initially received one or two licenses, allowing profiles to be created according to the number of managers at each location.

Roles were defined as follows:

• QA: content ownership and validation

• Operations and Maintenance: execution

• IT / Analytics: technical support

• Managers: project sponsors

2. Team support

Adoption was supported through several mechanisms. A network of super-users was established within the QA team and among key on-site personnel, on-site support was provided during the first days of deployment, and a feedback channel allowed teams to quickly adjust the forms based on operational needs. The team also benefited from the support of a Datahex manager, who assisted with the implementation and adaptation of the forms.

3. Digitization of quality processes

Deployment initially focused on high-frequency, high-risk forms, particularly those required as audit evidence or related to critical control points. Additional processes were gradually added, including corrective actions, enabling the full execution of the quality program (HACCP, BRCGS, SQF), as well as task completion, follow-ups, verifications, and continuous improvement actions.

Processes covered: QA system, HACCP/PRP/BRCGS/SQF controls, deviation management and proof of execution; real-time access to records for audits and investigations, also covering activity traceability and document archiving for more than two years.

Types of forms used: inspections, temperature checks, sanitation checks, receiving and shipping controls, equipment calibration, non-conformity management, hold and release procedures, destruction records, document control, training records, internal audits, and recall management.

4. Gradual rollout and adoption

The deployment followed a wave-based approach to stabilize the forms and ensure team buy-in. Rollout was conducted in stages, starting with processes, then teams, and finally sites, with gradual adoption based on the risk level and criticality of operational tasks.

Standardizing BRCGS practices across sites

Following the acquisition of Bradner Cold Storage in British Columbia, Congebec needed to better align food safety practices and documentation across its facilities.

1. Initial situation after acquisition

At the time of the acquisition, sites were aligned with SQF requirements. The requirements themselves were common, but the documentation and supporting evidence varied between facilities, including differences in form versions, execution frequency, responsibilities, and archiving practices. Each site had developed its own variations. However, digital forms made standardization simpler and easier to implement.

The heterogeneity of practices between sites complicated audits and comparisons. The adoption of a common language and standardized templates therefore made it possible to implement a single system. This harmonization also enabled employees from different sites to support other facilities when needed, since they were already familiar with the system and used the same forms.

2. Establishment of common standards

To harmonize SQF and BRCGS practices and documentation across the group, several measures were implemented.

These included:

• creation of common master forms (templates) with governance rules covering ownership, approval, and version control

• mapping of each form to its corresponding SQF and BRCGS requirement and expected audit evidence

• harmonization of execution frequencies and mandatory fields

• deployment of the same standards in Paperless Forms across all sites

• inter-site reviews and an internal audit schedule to verify implementation

3. Standardization actions

Field teams played an important role in the evolution of the system. They contributed to the co-design of forms by validating operational steps, simplifying fields, and identifying the most relevant evidence required during audits.

Managers ensured discipline during implementation and helped maintain alignment between procedures and operations by:

• setting the switchover date

• tracking task completion

• recognizing improvements achieved by their teams

By supporting employees daily, managers developed a deeper understanding of operational tasks, constraints, and critical control points, helping align forms and expected evidence with real workflows.

4. Share of best practices

Sites already using Paperless Forms helped support other facilities during the rollout. More mature sites acted as pilot locations and shared templates and lessons learned through:

• inter-site workshops

• a shared form bank

• cross-training sessions

• support during the first post-deployment audits

This collaboration helped accelerate adoption and maintain consistent standards across the organization.

Concrete benefits

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

• Reduction in evidence search time (audit)
  Search time has dropped from 5 minutes to 5 seconds, while form completion rates increased to 95% and incomplete or illegible forms declined.

• Improved traceability and responsiveness
  Near real-time visibility, standardized records and evidence, and more rigorous monitoring of deviation and corrective actions.

• Operational gains
  Reduced printing and archiving, fewer duplicate entries, and easier demonstration of compliance during client, BRCGS, SQF, and CFIA audits.

• Increased efficiency across teams
  Less time spent on paperwork for warehouse employees, supervisors, and quality assurance teams, allowing greater focus on operations.

• Reduction in paper usage
  Lower paper consumption and storage needs, supporting Congebec’s sustainability commitments.

Why choose Paperless Forms

By digitizing their processes with Paperless Forms, Congebec has strengthened both operational efficiency and food safety oversight. Just as importantly, the company has created a foundation that can continue evolving as its operations grow.

In an industry where accuracy, traceability and speed are essential on a daily basis, having the right systems is an asset that makes all the difference.

Talk to an expert today