Project context

When Rhanissa joined the team, she quickly recognized the limitations of the existing paper-based recordkeeping system and the difficulty of analyzing trends and making informed decisions. A more structured system was needed to meet operational objectives.

Challenge

For years, Jowett Farms managed food safety entirely on paper. Over time, this created challenges that made it harder to maintain the level of control they needed.

• Missing physical records
  Some paper records were missing, requiring additional checks to confirm whether documentation had been completed.

• Incorrect revision versions
  Incorrect or outdated revisions of paper forms were sometimes used, creating inconsistencies in recorded information.

• Manual verification, audit, and analysis
  Verification, auditing, and trend analysis were performed manually, requiring additional time and effort.

• Limited real-time visibility
  Paper forms did not allow live record monitoring or verification throughout a shift and did not provide visual alerts, such as red bar warnings, when deviations occurred.

A straightforward implementation

Collaboration during implementation was minimal, as Jowett Farms’ QA Manager was already familiar with Paperless Forms from her previous role. She knew what the system could do, and she knew it would fit in her new role as well.

The creation of 138 forms was completed in only six hours. This was made possible by the platform's intuitive design, combined with Rhanissa’s prior experience using it, which allowed a quick and efficient configuration. The full implementation, including purchasing iPads, installing the system, and training production team members, took three to four weeks.

Bringing the team along

The rollout started with Critical Control Point (CCP) records and expanded gradually across departments. Production, Quality Assurance, and Administration teams were all involved.

The change was managed through a structured, step-by-step approach:

1. Document tracking
   A list of tags was created in a shared Dropbox folder to identify all documents to be converted and to keep track of the conversion and implementation.

2. Team adoption
   Once the forms were created, adoption by team members was intuitive and straightforward. The small size of the team, combined with the fact that production leads and other personnel were already comfortable with technology and willing to learn, helped facilitate implementation.

3. Adjustments
   Some operational challenges were identified, including WIFI availability on the floor. This was addressed by installing WiFi boosters to ensure consistent connectivity across the facility. In the interim, record keeping with the software was still available offline.

Benefits of using Paperless Forms

The rollout initially met some resistance from team members. However, ownership and management were open to innovation, and buy-in from team members followed quickly.

• No more missing records
  No records have gone missing since implementation, and the facility now maintains full control over form revisions.

• More efficient audits
  Record monitoring, verification, and auditing are faster and more accurate. The CFIA, FSIS, and BRCGS auditors have given positive feedback on the system.

• Stronger food safety culture
  Other departments have started requesting forms for their own workflows, reflecting broader engagement and ownership across the facility.

• Centralized recordkeeping
  All records now live in a single database that supports verification, auditing, sharing, result communication, and trend analysis.

• Continuous improvement
  Production team members now actively request new forms to improve their own processes and implement systems.

A data-driven approach

Before Paperless Forms, trend analysis meant manually combing through stacks of paper records. Now, Jowett Farms has transformed the way it uses data to drive food safety and quality decisions.

Rhanissa and her team now track performance across several critical areas, including:

• Critical Control Points (CCP) monitoring and verification results

• Cleaning performances through pre-operational inspection results (total number of findings in all production areas)

• Modernized Slaughter Inspection Program (MSIP) performance (total number of outside and inside verification findings by CFIA)

• CFIA non-compliances and customer complaints (through deviations trending)

All of this data can now be exported to Excel and analyzed through pivot charts and tables, making it possible to spot trends that would have remained invisible in paper records. This shift has had a direct impact on how the team works. Trends are recognized early, allowing CAPA plans to be formulated when steadily increasing trends are identified.

When it comes to audits and inspections, digital documentation has made a significant difference. It is easier to see the overall big picture, which provides a better way to understand what a BRCGS auditor or CFIA inspector expects from an external point of view.

Why choose Paperless Forms by Datahex

Jowett Farms needed a system that could keep up with their standards — one that gave them control, clarity, and confidence in their data. Paperless Forms by Datahex delivered exactly that: a straightforward way to strengthen their current food safety and quality programs, without the complexity or lengthy timelines often associated with digital transformation.