ExxonMobil Document Management Operations

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Exxon Mobil logo.

Client Profile

ExxonMobil is the world’s largest publicly traded international oil and gas company.  They hold an industry-leading inventory of global oil and gas resources.  ExxonMobil is the world’s largest refiner and marketer of petroleum products, and its chemical company ranks among the world’s largest.  ExxonMobil is also a leading technology company, applying science and innovation to find better, safer, and cleaner ways to deliver the energy the world needs. 

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Challenges

ExxonMobil was faced with the challenge of expanding their Electronic Document Management System (EDMS).   

Technical Situation: 

Purchased IBM – FileNet as the EDMS (electronic document management system) 

Business Situation

Several factors played a role in the determination of the need for an Electronic Document Management System (EDMS).  In 1997, the Royalty Owner and Land Owner Relations departments determined that the following issues were factors supporting the expenditure for an EDMS:  

  1. Workflow – Multiple locations needing simultaneous data access created availability issues 
  1. Efficiency – Response time to owners was crucial 
  1. Integrity of data – Physical paper files were returned to the CFR incomplete after being checked out by users 
  2. Centralization – Data was retained in multiple physical locations, making access a challenge 

Solution

A document management process was established in 1987 by ExxonMobil, capturing only division order records.  To further expand the document management process, PacoTech, in 1997, acquired approval to broaden the scope of existing processes to allow for the development of a centralized program.  This centralization, in turn, gave other departments the same standard set of resources for converting or capturing documents into an EDMS.  PacoTech developed document management procedures and processes for each specific record series that was imaged. 

To meet the business needs of the Land department, a decision was made to develop a Document Management process to capture Royalty Owner and Land Owner Relations documents.  Certain document types were identified to begin the scanning process. In 1997, the BH-Central File Room (CFR), managed and staffed by PacoTech, started the process by undertaking the following tasks:  

  • Prepping of documentation 
  • Scanning, Verifying and Indexing DocumentsInventorying, relocating, and beginning the filing process for certain record series 
  • Preparing documents for off-site storage 
  • Documentation of all processes 

As the process proved to be successful, other records series were added to the imaging effort.  In 1998, the existing imaging staff was moved from the BH4 Bldg. to the BH1 Central File Room (CFR).  Changes to existing procedures were also implemented to accommodate paper handling and mail delivery.  Additional personnel were added due to the indexing process having previously been handled by the ExxonMobil group.  In addition, the file room acquired the following new responsibilities: 

  • Updating and maintaining document management procedures and processes 
  • Sorting and the delivery of all mail for HR before receiving back for imaging 
  • Scanning, verifying, and indexing of Human Resource and Joint Interest Records 
  • Locating missing active records through coordinating with the ownership task force

In addition, PacoTech was instrumental in marketing the Document Management process to other departments to allow for additional records series to be added to the Central File Room (CFR) Imaging Department responsibilities.  The number of pages processed per month rose from 50k to 150k pages.  As the records series were added to the more streamlined imaging process, the increased volume allowed for expenses to be lowered for each department, as personnel, equipment and space costs were shared among various departments.  Another benefit realized by implementing this function was litigation and acquisition support, where documents were easily identified and replicated via the IBM FileNet system and transmitted to outside personnel via CD-ROM.  The implementation of these changes resulted in cost savings in labor and copying expenditures for the departments, all contributing to an enhanced Return on Investment (ROI) for EDMS. 

Products and Services Used

  • IBM FileNet 

Services Provided by Other Groups or Companies

  • IBM Consulting services, utilized for system implementation 
  • ExxonMobil IT, Land, HR, Tax and Accounting departments serviced as Business Unit Subject Matter Experts (SMEs) 
  • PacoTech, as the RIM Subject Matter Experts (SME) 
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200% Achievement

Increase of images processed per month rose from 50k to 150k pages.  

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Positive Reaction

With the addition of record series to the IBM FileNet system and buy-in from departments, PacoTech was able to increase the ease to identify and replicate documents, which could then be transmitted to outside personnel via CD-ROM. 

Result

  • Imaging: 
    • Reduces business-operating costs 
    • Fortifies organization-wide decision-making 
    • Supports regulatory compliance 
    • Enhances Customer Service 
    • Enhances your application software 
    • Improves employee productivity 
    • Leverages your investment in computer hardware 

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