Process Control

Structuring practices for better performance

Formalizing processes and procedures ensures rules are consistently applied, reduces errors and improves efficiency. It also demonstrates compliance in the event of audits and clarifies internal responsibilities.

Every organization’s document ecosystem is different: different document volumes and hierarchies, different levels of digitization, different tools being used and different industry standards. Our services align your procedures with current requirements in a way that makes sense for your organizational culture.

ISO 9001 certification

Service de gestion documentaire France Longpré has integrated ISO 9001 into its own practices and provides support to organizations seeking ISO 9001 certification. We help you document your processes, clarify roles and responsibilities, develop practical tools and bring your practices in line with existing systems.

Form management

We understand your needs are diverse and ever-evolving, so we have set new standards for creating and managing forms, which have been adopted by many industry players. With our ISO 9001 certification, we aim to expand this service and strengthen our position as a leader in document management in Quebec.

Quebec Law 25

Under Law 25, all businesses and organizations must provide justification for how they collect, use and manage personal information. This means it is essential to have clear, compliant processes for:

• Justifying the collection, use and disclosure of personal information
• Obtaining explicit, informed consent before collecting any information
• Informing individuals about why and how the information is being collected and their right to access and correct this information
• Implementing defined measures to safeguard sensitive personal information

Digitization

Substitution scanning

For a digitized document to have the same legal value as the original, its integrity must be maintained throughout the digital transfer process. This means that the information in the document must remain complete and unaltered and the storage medium must be stable and durable.

A substitution scanning procedure sets out the tasks, legal obligations and technical requirements involved. Key elements include:

• Scope and purpose of the procedure
• Names of authorized individuals/groups
• Stakeholder responsibilities
• Physical preparation of files
• Access control policies
• Transfer process and technology
• Handling decisions, resolution, file types and related documentation required
• Quality and quantity control measures required to certify scanned document integrity

Scan log

A scan log complements the substitution scanning procedure by recording each step of the physical document digitization process. Key information recorded in the log includes:

• Name of the individual who scanned the document
• Scan date
• Scan resolution
• Equipment used
• List of scanned documents

Naming convention

A clear naming convention is essential for making documents more easily searchable and accessible. It ensures documents are named consistently and can be quickly located, prevents documents from being lost and ensures users are always working on the correct document.

Stronger document governance

Well-designed procedures reduce processing times, enhance document access security, standardize practices across departments and provide a solid foundation for training and onboarding new staff.

These are just a few of the processes and procedures we can help implement to optimize your internal systems. Get in touch and we can chat about what matters most to you!