Client Profile
NextEra Energy is an American energy company that distributes clean energy across most of North America and Canada, helping implement sustainable solutions to meet evolving energy demands. NextEra has a plan to accelerate industry towards a zero-carbon future.
Challenges
Challenges faced by the client included rapid growth due to the massive amount of information (physical/digital) received during acquisition of properties, lack of staff to process the data, and a review of the Records Management program in the Land Administrative File Area.
Business Situation
NextEra’s representative for the Land Administrative File Area contacted PacoTech in April 2019 to discuss assistance with various records management projects and the current status of the Records Management program in the Land File Room/Areas on the 19th floor and building basement.
NextEra acquired five (5) assets in a 2 – 3 year time frame. Due to the large amount of data acquired in a short period of time and staffing constraints, management was not able to process the data received.
Project objectives included a complete inventory of onsite physical files for selected acquisitions, inventory of offsite boxes (467), digital files to be scanned/linked to leases, contracts, wells etc. Hard copy files were located in the basement area of the building and on multiple floors. Records for Newfield-Encana Acquisition (physical/digital) was the primary focus of the project.
Solution
In September 2019, PacoTech provided a team of three experienced employees to serve as a support team to NextEra Staff and complete tasks identified for this project. Client provided instructions for completion. Instructions were reviewed by PacoTech consultants to ensure process efficiency. Progress was monitored. Weekly progress reports were provided to clients.
Based on the rapid growth of the client, PacoTech consultants recommended an assessment of the Records Management program for the client. Land/File Areas were reviewed, key personnel were interviewed, and current processes were evaluated. Results were submitted to the client in November 2019.
In March 2020, due to the Covid-19 pandemic, NextEra staff and contractors began working remotely from home. PacoTech continued to provide services remotely through project end (03/31/2021).
Products and Services Used
- DocVue
- Excalibur
- Documentum
- ThoughtTrace
Services Provided by Other Groups or Companies
PacoTech provided all services in developing and implementing solutions.
93% Achievement
Client identified twenty-nine projects for the assignment. A total of twenty-one (21) were completed. Two (2) projects were in progress at the time of contract termination. Six (6) projects were placed on HOLD by the client.
Projects Completed
- 424 Newfield-Encana Acquisition boxes were received from Dallas, TX and shelved onsite. Files were inventoried/interfiled/restaged and placed in chronological order on shelves.
- 366 Newfield-Encana Technical boxes located in the basement were QC’d and placed in box number order and shelved onsite. 34 Organic Leases and Contracts from Meadows boxes inventoried and sent to storage.
- 9 Bravo boxes reviewed and inventoried and prepared to transfer to Meadows.
- 23 Chris Bush boxes inventoried and sent to storage.
- 1,138 Barnett Shale N:drive images searched and indexed.
- 165 Barnett Shale Aruba boxes inventoried and placed on shelf.
- 480 TARC files were inventoried and prepared for storage.
- 372 leases and contracts from Davis Operating Co. were scanned and connected.
- 97 TARC leases were searched and compared to the ones in Excalibur.
- 607 Encana pages compared to the ones on N:drive.
- 1,103 hard copy TARC files inventoried.
- 62 Chatavia leases scanned and connected/74 docs reviewed and returned per lease numbers and/or names not matching in Excalibur.
- 809 TARC E-doc inventoried and scanned as needed.
- 30 Comstock TX boxes inventoried.
- 7 Bravo boxes inventoried.
- 85 Atalaya leases inventoried and connected (remotely).
- 4,663 Shut In project locating scanned leases for ThoughtTrace-3,994 scanned leases located/669 scanned leases not located (remotely).
- 390 Emerald Acquisition leases connected to Excalibur (remotely).
- 8,065 Newfield-Encana leases searched and inventoried/2,280 leases connected (remotely).
- 763 ThoughtTrace leases searched and inventoried (remotely).
Projects In Progress
- 17,766 Newfield-uploading DO/well images in DocVue-inventoried/13,433 images connected (remotely).
- 4,011 Newfield lease images inventoried and moved to Documentum folder (remotely).
Projects On Hold by Client
- Inventory boxes at Pioneer
- Claiborne Parrish LA Leases
- Chesapeake Master Inventory
- Trinity River Images
- Meadows Scanned Leases-OK
- Orphans
Positive Reaction
PacoTech has received positive feedback from NextEra in the following areas:
- Provided exceptional, professional customer service.
- Improved response time for information requests.
- Demonstrated the ability to train client employees in processes.
- Met projects standards identified by client and PacoTech.
Result
- FY19 to FY21-Pacotech staff was able to complete 21 of 29 projects. Six projects were put on Hold by the client.
- Enhanced the basement file room by shifting/organizing/labeling the area. Less time was spent locating the boxes, allowing staff to focus on other priority tasks. Older boxes referenced less frequently were inventoried and sent to storage. This allowed room for additional growth.
- Over 17,000 images were connected to DocVue. Searched for leases from N:drive and linked them to the correct lease file in DocVue or Excalibur.
- Client received a File Needs Assessment with recommendations to enhance the Records Management Program.