Leading Oil and Gas Midstream Services Provider Achieves Regulatory Compliance with AutoRecords for M-Files

AutoRecords for M-Files

Highlights

  • Designed data model to organize customer's content and records
  • Implemented the enterprise retention schedule across physical and electronic records using AutoRecords for M-Files
  • Migrated hundreds of thousands of electronic files and physical records from legacy FileTrail and Laserfiche into M-Files
  • Empowered customer's teams to self-manage their solution
  • Provided extended service and consultation

Customer Background

This midstream service provider operates crude oil and natural gas gathering, storage, transportation, and treatment from their home base in Texas. They have assets in several states and provide asset terminalling across Alaska and the lower 48 states.

Because the resources they gather and services they provide are so important, safety, compliance with regulation, and the highest levels of customer service are priorities not only for their over 450 employees, but for anyone with whom they choose to form business relationships.

 

Project Details

The midstream service provider sought a modern solution to manage its content and records efficiently. After a thorough evaluation, they selected M-Files with AutoRecords for its full-featured capabilities and user-friendly interface.

The primary challenge was to consolidate the legacy FileTrail and Laserfiche systems into M-Files without disrupting ongoing business operations. The project unfolded in several phases:

  1. Design and Implementation: TEAM IM worked collaboratively with the customer’s records managers to design an enterprise data and policy model based on their existing systems and business needs. TEAM then configured the M-Files vault based on that model and incorporated AutoRecords for retention policies and managing physical records.
  2. Integration: The M-Files vault integrated the customer’s existing Quorum, Enterprise Asset Management (EAM) system, and Pipeline Open Data Standards (PODS) database for pipeline information. These integrations allowed the customer to easily associate records and other documents with accurate company assets to meet their regulatory compliance needs.
  3. Migration: A smooth transition from FileTrail and Laserfiche to M-Files was facilitated by TEAM IM.
  4. Training: TEAM IM worked closely with the customer records managers to help them become proficient with the system for future self-management.
  5. Change Management: After becoming proficient with the system, the customer records managers handled much of the change management activities with TEAM’s support.

The migration was successful, with minimal disruption to the customer’s operations. Post-implementation, TEAM IM continued to provide support and adding new enhancements through their Enhanced Development Support offering.

The strategic partnership between customer, M-Files, and TEAM IM led to a successful transition to a robust and compliant records management system. This case study exemplifies the importance of expert guidance and collaboration in implementing a document and records management solution.

 

This implementation really helped transform records management for this customer into a strategic advantage.  They had different records management systems and different ways of handling records across the enterprise which created a lot of unnecessary effort and risk.  The new consolidated enterprise-wide solution automates their processes, eliminates errors, and really positions them well for future growth.
Dwayne Parkinson
Product Manager for AutoRecords, TEAM IM

Value Added

  • A robust and user-friendly Records Management system
  • Content migration from multiple legacy and third-party systems
  • Enhanced Records Management governance
  • Improved accessibility
  • Enhanced security and data protection
  • Customizable workflow automation
  • Scalability

Software and Cloud Services Involved

  • M-Files
  • AutoRecords for M-Files
  • Enhanced Development Support