Published: Oct 6, 2025
Overview
Facing impending shutdown due to safety violations, this company needed clear document management procedures in an accessible system.
Challenges
This international oil company had an urgent need of its US operations to develop a document management strategy and system to meet requirements and avoid safety risks.
Field employees were unable to access the latest document versions, leading to errors & frustrations. They lacked a clear workflow, traceability, and version control. They needed to implement a DMS that would improve work efficiency and guarantee regulatory compliance.
Solutions
- Performed a current-state analysis of all necessary document workflow approvals across departments
- Built necessary workflow approvals into the DMS
- Created Requirements Document for DMS so IT department could develop necessary APIs
- Integrated the new DMS with the company’s Enterprise Resource Planning (ERP) system and Human Resource Management System
- Performed multiple exercises to test DMS and verify that document workflow protocols worked as intended
- Migrated all documents from their old repository into the new system
- Collaborated with safety department to ensure new DMS workflows were aligned with compliance standards
Results
- Achieved full compliance with regulatory requirements
- Prevented impending regulatory shutdown
- 100% adoption of DMS among field associates
- Migrated over 100,000 documents into new DMS
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