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. They are the world’s largest refiner and marketer of petroleum products. And their chemical company ranks among the world’s largest. But they are also a technology company, applying science and innovation to find better, safer and cleaner ways to deliver the energy the world needs.
Challenges
ExxonMobil was faced with the challenge of migrating data from the existing records management system to AccutracXE.
Technical Situation
iRIMS had not been upgraded since its first deployment in 1999. The vendor, Open Text, would not be able to continue to provide support to the system unless an upgrade to a current version was implemented. Therefore, the decision was made to migrate all metadata to a new system, AccutracXE.
ColorBar Gold was utilized as the tool to print labels at Brookhollow Central File Room (BH CFR) and had to be integrated with AccutracXE. This interface was completed by Arrow Document Solutions based on requirements set by PacoTech.
A download of SAP documents was uploaded to iRIMS every night, therefore; an interface to download the same documents from SAP needed to be developed for AccutracXE. This process was completed by ExxonMobil IT team members, with guidance from PacoTech management.
Business Situation
ExxonMobil Brookhollow Central File Room (BH CFR) was required to upgrade both server and electronic records management system (ERMS) to a current version. This requirement was necessary for product compliance. Brookhollow Central File Room was utilizing iRIMS, an Open Text product while other record centers utilized InSight. ExxonMobil GREF selected an ERMS product to incorporate all independent ERMS tools to one consolidated ERMS enterprise wide. The decision was made to migrate all data into the new system, AccutracXE. This consisted of migrating all metadata for paper-based data to AccutracXE; 3 million items.
A project team was developed consisting of subject matter experts (PacoTech Management) key stakeholders (ExxonMobil Site Supervisor) and IT staff (ExxonMobil IT and Arrow Document Solutions). Since Brookhollow Central File Room, outsourced to PacoTech, had utilized an ERMS since 1988, the metadata was well organized and the Records Center’s business requirements were well established. Once the needs were communicated to the project team the mapping process began. Based on the business needs of the BH CFR, customization to various aspects of the system was required. The request log was modified to add request type (i.e. pick up, deliver or interfile) to distinguish what type of request was being made by the end user. Modifications to basic functions were made to the layout of the system to make it more user friendly to both end users and BH CFR staff. Improvements to the system were utilized corporate-wide.
The next step consisted of determining taxonomy for the new system that would easily map from the existing system while supporting the Records Center’s business needs. PacoTech prepared the document utilized to map taxonomy between the systems. ExxonMobil IT members facilitated the process of mapping the documentation between the two systems and overall project management for the team. Arrow Document Solutions designed the mapping document based on business analysis from PacoTech and ExxonMobil key stakeholders’ input.
Solution
Since PacoTech managed the BH CFR since 1988, we were instrumental in the development of the mapping document and manipulating the data (3M records) so the data could easily be migrated to the new system. We developed the taxonomy for the new system and created new business processes to allow the system to support the Records Center’s needs and to comply with ExxonMobil Records Management Guidelines. This taxonomy was adopted corporate-wide and utilized throughout various Record Centers. PacoTech developed training and procedure manuals for end-users and BH CFR staff. PacoTech designed comprehensive metrics reports to utilize for monthly reports to ExxonMobil GREF management on activities for the CFR. This report was also utilized by all Record Centers.
Products and Services Used
The following is a list of products used for the solution.
- Label designs – Colorbar Gold – Advanced Business Solutions and PacoTech
- Implementation/Initial system set up- ExxonMobil IT team, PacoTech, Arrow Document Solutions
- Records metadata clean up – MS Access – PacoTech and Arrow Document Solutions
- IT support for implementation of migration of records – Arrow Document Solutions, PacoTech and ExxonMobil IT
- Equipment – Intermec ScanPlus Barcode scanner – PacoTech
Services Provided by Other Groups or Companies
Arrow Document Solutions – implementation of migration and integration of ColorBar Gold
Advanced Business Solutions – initial design of labels – ColorBar Gold
90% Achievement
PacoTech was able to successfully migrate 3 million records from iRIMS to AcctracXE with limited interruption in the central file room activities.
90% Positive Reaction
The ease of implementation created a streamline process for the end-users and limited disruption of records requests.
Result
Consolidation of all business records into one ERMS eliminates management of multiple ERMS, lowers costs for IT, reduces vendor costs and Business resources. Maintaining documentation in one centralized ERMS saves business resources when locating records for legal discovery, due diligence and audits. A centralized system streamlines business processes company wide.
Since Brookhollow Central File Room (CFR) was identified by ExxonMobil management during the data migration as the Record Center to emulate, many of our business processes were incorporated into the workflow of other Record Centers managed by ExxonMobil GREF.