Despite the steadiness of its existence, the oil and gas industry remains one of the more complex industries in the global economy, and unstructured information does not make it any easier. Procuring requested records in a timely manner remains a challenge for oil and gas professionals not using document and content management systems for the enterprise, and AIIM (The Association for Information and Image Management) demonstrates why:
Without these enterprise-grade content management systems (like document management software) in place in the oil and gas industry, the integrity and accessibility of electronic documents (let alone paper documents) are reduced by as much as 300%.
Additionally, the oil and gas industry has demonstrated savvy in managing every one of its resources fairly efficiently, with the exception of resources belonging to the human variety. The records management process, as it pertains to human resources, is becoming a subject of interest to regulators.
For instance, records and archiving training analyses found that only 4% of employees followed document classification guidelines, citing a lack of time for administrative tasks as the primary reason for not following the procedure.
Part of this records management negligence in the industry has likely come from oil and gas companies’ efforts to reduce paper clutter. Although undertaken in good faith, the transferring of paper documents into electronic form makes record management responsibilities less transparent within the organization, because although paper is inefficient for a variety of reasons, digitized documents can be stored in myriad places, redefining an oil company’s information structure without employees understanding how this drastically changes records management.
Document management software is a solution to this issue, because it classifies, stores, and unifies an organization’s information in its entirety—something that neither digital storage alone nor shared drives can accomplish.
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