Why Document Imaging is Key to the Oil and Gas Industry
What does a company do when documents, photos, and other important files are ‘out there’ yet no one is exactly sure where, who has them, or what drive or cloud they might be able to be found? Even if it is known where any particular file may be found, not all the right people have access to them even though it’s important for them to have it, so then what?
The Oil and Gas industry, in particular, is one where it truly is critical to have operational efficiency. To have inefficient processes, such as an inability to coordinate, manage, access, and retrieve critical documents, data, and information can be costly. Production slowdowns caused by a lack of information, miscommunication, missing or illegible documents, or just an inability to find information is too costly nowadays and simply isn’t an acceptable way to run a business considering it simply doesn’t have to be that way as we aren’t working back in the 1980s anymore.
Document imaging is the simple answer to what appears to be a complicated problem -operational efficiency.
Digital imagery is key in many industries but it simply cannot be overlooked in the Oil and Gas industry any longer. Not only does it provide much needed efficiency, it also reduces risk, provides easily accessible records, and can coordinate work products between varieties of contractors. It’s also important to remember how easily physical documents can be damaged or destroyed – the dreaded (yet inevitable) accidental destruction of physical documents that were handled one too many times or were unfortunately caught up in a fire or a natural disaster of some sort.
Records are Assets
In this particular industry, it is highly desirable for records to be kept for longer than most other industries due to the simple nature of the business. Mineral rights, royalty agreements, and geographical/maintenance records are long life assets. This makes them extremely valuable with actual cash value.
A company who has the most efficient and extensive record keeping process can easily make higher profits and gives them a competitive edge. In addition, having quick access to key documents can be the key that makes or breaks recovery efforts caused by disasters such as flooding, natural disasters, or fire. This industry is currently at great risk of loss of massive amounts of data and information – a risk that clearly needs to be addressed.
If that isn’t enough, employees in this industry literally have employees located all over the world. And doesn’t it make sense for them to easily be able to access and share documents with others not located in the same city or even country as them? In many other industries, documents may need to be shared, as well, but employees may be inside the same building or operating on the same server. Many employees in this industry are scattered and mobile.
Digitized documents make record keeping more accurate and provide a streamlined process where the right people can access millions of accurate records faster. It eliminates cost of filing and re-filing documents, reduces shipping costs, as well as the cost of physical storage requirements. Documents can still be restricted to specific users as can the rights or ability to print and email them.
How This Works
The thought of the amount of records that currently exist could literally make heads spin when considering the amount of time it would take to digitize all existing documents, records, photos, maps, etc. Who has the time to do that much work?
In today’s day and age, if documents haven’t been digitized yet, it almost seems impossible to actually make it happen when considering the time and work that would have to go into such a project. Not to mention, many companies simply don’t have the resources to do it. Producing high quality images that can be easily indexed and searched depends entirely upon having the right equipment and software. Now it appears to cost a whole lot of time and money.
Or does it?
The transformation to a paperless environment isn’t difficult nor is it time consuming, as there is Mountain States Imaging, who provides this service and wants to help because the return on the investment is blatantly obvious
Mountain States Imaging can digitize and store Accounting and Payroll records in a cloud based system off site for safekeeping. Within that same system, seismic data, land files, well logs, maintenance files, technical reports, maps, etc. will also be stored on the same cloud. Operators, managers, land surveyors, contractors, billing agents, accountants, investors, and partners all would have easy access from wherever they are working as all these records are catalogued for easy search and retrieval.
Once the system is operational, Mountain States Imaging can setup advanced workflows. Processes can be put in place that can even route documents to the appropriate persons for review and approval purposes.
How Long Does This Take?
Mountain States Imaging is aware that there are very specific regulations in place at various governmental levels in the Oil & Gas industry. We’re completely aware of what the requirements are for end users, the regulations that must be met, and the extent to which documents will be scanned. And best of all, MSI will streamline the process into one that clearly is simple and manageable for any organization.
MSI can also help you manage your documents prior to switching over to a digital imagery platform and then can also provide extensive training, for implementation purposes, to all those who would be affected by the change.
So many companies often are seeking effective ways to streamline processes and reduce costs. This is a relatively inexpensive option considering the risk that lies within to do otherwise. There are a variety of ways to handle the process and the Mountain States Imaging can definitely make the critical difference by providing this much-needed operational efficiency to a complex industry. This process literally transforms the way these companies manage and access critical data and information.
Get your efficiency started with document scanning. Thousands of dollars can be saved by moving to electronic document management.
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