Challenge

As a leading Canadian dairy co-operative, Gay Lea Foods operates across multiple sites, ensuring high-quality food production while upholding rigorous industry standards.

Managing quality control and compliance documentation using paper-based processes posed several challenges:

• Reliance on physical documents – Storing, organizing, and retrieving paperwork was time-consuming and inefficient.

• Limited accessibility – Employees across multiple locations needed a streamlined way to access critical information.

• Inconsistent documentation – Without standardized digital forms, data collection varied between sites.

• Operational disruptions – The ability to work remotely became crucial, especially during unforeseen events like the pandemic.

To maintain efficiency, ensure compliance, and modernize document management, Gay Lea Foods needed a digital solution that was simple to implement and easy for employees to use.

Gay Lea Foods' major expansion of its Teeswater facility.

Solution

Gay Lea Foods partnered with Datahex to implement Paperless Forms, a mobile-friendly digital solution that seamlessly integrates with their existing management systems. The transition was designed to be smooth, ensuring quick adoption across all locations.

The implementation process included:

1. Digitizing key quality control and compliance forms – Eliminating the need for paper-based records.

2. Providing user-friendly onboarding – Employees quickly adapted since the system integrates with familiar Microsoft Office tools.

3. Equipping teams with mobile access – Tablets became an essential part of daily routines, enabling easy data entry and retrieval.

4. Standardizing documentation – Ensuring consistency across all locations with structured digital forms.

5. Enabling remote accessibility – Allowing employees to access critical documents from anywhere, reducing disruptions.

Results

Since adopting Paperless Forms, Gay Lea Foods has experienced major improvements:

• 100% paperless adoption at multiple sites – Reducing clutter, waste, and administrative overhead.

• Seamless remote access – Ensuring uninterrupted operations even during disruptions.

• Faster, standardized data collection – Improving accuracy and consistency across all locations.

• Increased productivity – Employees spend less time managing paperwork and more time focusing on quality and efficiency.

Gay Lea employees completing a paperless quality control form.

Why Paperless Forms?

By transitioning to a digital system, Gay Lea Foods has transformed its document management processes, improving efficiency, compliance, and accessibility. The shift has not only simplified operations but has also reinforced the company’s commitment to innovation and sustainability.

With a future-focused approach, Gay Lea Foods continues to leverage technology to enhance operations, support employees, and ensure long-term success.