Category: Case Studies

Client profile

The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state of Texas. The TCEQ strives to protect the state’s human and natural resources consistently with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste.

Challenges

The primary challenge faced by the client was the significant volume of information stored in hardcopy format and legacy data. This presented difficulties in promptly responding to Public Information Requests (PIRs) due to the time-consuming process of converting older data.

To address this, the client recognized the need for a dedicated secondary document imaging project. This project would focus on prioritizing the conversion of older document series readily available for imaging and review. Concurrent with this, day-to-day records management would continue to be overseen by the existing records vendor.

The overarching objective of this secondary project is to proactively increase the availability of public information online, thereby minimizing the need for the public to submit formal PIRs.

Business Situation

The Texas Commission on Environmental Quality (TCEQ) required a secondary program to manage the digitization of hardcopy documents, including legacy media, into electronic records. This initiative necessitated the review of all digitized documents for Personally Identifiable Information (PII) and the subsequent public release of the reviewed data.

Initially, all digitization standards were aligned with State Statutes 441, Subchapter L, and relevant Government Codes as published by the Texas State Library and Archives Commission. However, a subsequent evaluation revealed the necessity of adhering to Environmental Protection Agency (EPA) and Federal regulations to ensure the creation of the highest quality digital images for long-term preservation and replacement of physical records.

This need included the following:

• Provide guidance on the acquisition of necessary hardware and software required to digitize and publish converted records.
• Digitize all records identified as having the highest frequency of requests under the Texas Public Information Act (Texas Government Code Chapter 552 et seq.), utilizing TCEQ’s on-site equipment.
• Conduct a comprehensive review of all digitized records for Personally Identifiable Information (PII). Subsequently, publishing these records on TCEQ’s public-facing website to proactively address potential Public Information Requests.

Solution

PacoTech employed a phased approach to scanning, reviewing and publishing TCEQ’s documents. This included collaborating with existing contractors to acquire the records for imaging.

To safeguard the integrity of the records, Pacotech implemented a rigorous inventory control system to promptly identify and address any discrepancies before commencing the scanning process.

Pacotech digitized records in accordance with TCEQ’s established filing system. Subsequently, the imaged records were ingested into TCEQ’s Enterprise Content Management (ECM) application. Documents were then assigned for review and subsequent publication within a 30-day time frame after the imaging process was completed.

• To ensure quality standards are met the
  project set the following expectations:
  • All documents are imaged at 300 DPI
  • A page-by-page review is conducted to ensure all hardcopy documents are scanned.
  • PacoTech created a custom access database to log all statistical information during document preparation, indexing, imaging, quality control, and DRR. This database provides monthly statistical information that is submitted to the agency.

Products and Services Used

The following products and services were utilized by PacoTech in the current TCEQ Document Conversion Project.

• High Production Document Scanners
• Custom Production Tracking Database – MS Access
• Oracle Database – Web Center Content

Services provided by Other Groups or Companies

Records were sourced from the following entities by PacoTech for imaging.

• TCEQ Subcontractors
• CFR Contractor: Plano Data

Achievement

In the first year of the project, the team demonstrated a remarkable performance, exceeding the monthly publishing goal of 700,000 pages for consecutive months.

Positive Reaction

The Document Conversion Project received accolades from the TCEQ Project Manager and TCEQ OAS Director for consistently surpassing monthly performance targets. PacoTech has an overall A rating from the Vendor Performance Report from the state of Texas.

Result

The Document Conversion project remains in Phase III, continuing to provide services to the client while consistently meeting project goals and expectations. To date the project has achieved a significant milestone, published over 7.5 million pages, and digitized over 2.5 million records in a 9-month period. The project started the second term on January 1, 2025, of a 5-year contract.

Client Profile

The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste.

Challenges

TCEQ was faced with the challenge of revising their existing retention schedule. 

Technical Situation: 

• TCEQ’s existing retention schedule depended on a numbering scheme linked to office/division; this system causes frequent modifications to the schedule. 
• RMD103 Records Inventory forms were submitted through hard copy, which resulted in an excessive number of resources to store and maintain these papers. 
• The agency’s RIM database did not contain retention information, which resulted in information and records being kept longer than necessary. 
• The availability of the schedule was limited; it was maintained in an electronic manner that was not interactive and was limited in its search/filtering capabilities. The process established for disposing and destruction of records was inadequate and required staff to manually review the hardcopy retention schedule to determine the retention for each record series. 
• Each record series being managed by the agency must be evaluated by the owners to determine the validity of the retention. 

Business Situation

TCEQ had a need to restructure and streamline the existing agency retention schedule in accordance with rules and regulations established by the Texas State Library and Archives Commission (TSLAC). This need included the following: 

• Submitting changes to the retention schedule more effectively.  Utilizing the retention schedule in the existing Records and Information Management (RIM) system.  
• Keeping and maintaining a current disposition and destruction timetable for records stored both off-site and at the agency. 
• Validation of agency retentions according to program area and TSLAC requirements 

Solution

• PacoTech implemented a universal numbering system for the record series and organized the schedule alphabetically rather than by office/division. The new system limits amendments when a record is moved from one office/division to another.  
• An interactive RMD103 was developed which enables the user to submit their changes electronically and is maintained as a PDF document that can be distributed to and accessed by multiple users simultaneously.  PacoTech incorporated the revised retention schedule into the RIM database, records that have met their retention can be identified by running a report based on the records drive date.   
• The retention schedule was migrated to an Access database; this allows users to perform queries, create reports, and gather data more efficiently. 
• PacoTech created an Access database that contains all information related to the transmittals of records stored on-site. This database is then linked to the retention schedule database thus allowing us to create disposition reports for record destruction approval. 
• A PacoTech Retention Analyst reviewed each retention line item with series owner, providing consultation on; editing, combining, adding, or removing information in accordance with agency needs and TSLAC requirements. 

Products and Services Used

• RMD103 Inventory Worksheet – Adobe Acrobat 
• Retention Schedule – Microsoft Access  
• RIM Database – Microsoft Access/Oracle Database 
• InSight – Proprietary software 

Services Provided by Other Groups or Companies

PacoTech provided all services in developing and implementing solutions. The Texas State Library and Archives Commission served as a consultant for changes to the retention schedule and validated all set retention met state requirements. 

90% Achievement

PacoTech consistently received Grade A on the Vendor Performance Report (VPR) for the entire contract term. 

PacoTech has met or exceeded the agency’s expectation for Document Review and Redaction (DRR) every year and completed a large volume of imaging, even under circumstances outside of its control.   

90% Positive Reaction

PacoTech has received positive feedback from TCEQ in the following areas: 

• Exceptional customer service response 
• Provided technical, training, set-up assistance when not required.  
• Order or service completed satisfactorily. 

Result

The enhancements made to TCEQ’s retention schedule will ensure a proper records management program that will reduce operating costs, refocus disposition requirements, and enhance the agency’s commitment to maintaining environmental standards. 

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 19^th 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. 

Client Profile

The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste. 

Challenges

TCEQ was faced with the challenge of migrating their data to Oracle WebCenter Content (WCC).

Technical Situation

To continue maintaining the Insight software the vendor required the TCEQ to migrate to SQL. With the agency’s foundation being Oracle, the agency made the decision to migrate to the Oracle ERM solution Web Center Content. Additionally, the agency needed to locate a software solution that would permit the integration of redacted records into the file room inventory. Since 2016, the agency has implemented document review and redaction process that examined electronic records produced through imaging document conversion and electronical records received from the program areas. These processes were necessary to address the Personally Identifiable Information (PII)/Confidential information located within Public records. 

Netlabels is the agency’s primary tool to produce labels, the ability to output data from WCC was identified as a prerequisite to complete the migration to the new software. 

The Insight application produced multiple reports to manage the file room (production, inventory volumes, classification information, etc.) PacoTech was asked to review back-end tables to produce reports that would contrast those produced within the previous environment. 

Business Situation

TCEQ identified the need to migrate to Electronic Records Management (ERM) software that would integrate into their Oracle server environment. The previous ERM, InSight, originally operated with Oracle, but in 2016 the software’s vendor made the decision to exclusively work with SQL environments. Because of this, TCEQ needed a new software solution and identified the Oracle WebCenter Content (WCC) as a platform that would meet their records management needs for both physical and electronic records.   

Over the last seven years the agency began moving from physical records management to electronic records. The previous ERM was updated with modules (add-ons) to accommodate this business need.  

The agencies migration project was twofold; the migration of 3,079,205 items in the inventory and to customize the WCC software that would mirror the current environment to not disrupt file room services.    

PacoTech had managed the Central File Room (CFR) since 2004 so the data was well organized at this stage which provided a solid understanding of the Records Center’s business requirements. PacoTech served as the subject matter expert (SME) working with the agency to create a mapping document for migrating the data. 

A project team was required to ensure a successful project outcome.   

The Project team consisted of the following:  

• Subject matter experts (SME) (PacoTech Management)
• Key stakeholders (TCEQ Records Coordinator),  

• IT staff (TCEQ IT),  
• Software integrator vendor – with WCC experience (McLane / Team Informatics).  

The WCC’s core function is based on the management of electronic records; since the agency’s CFR is predominately physical records customization was required. PacoTech was a key component of the development of written requirements and the design of system functionality. The agencies dedicated migration coordinator and PacoTech began the mapping process between the InSight and WCC systems in conjunction with the written requirements of the WCC. 

PacoTech and the agency had to work with the WCC software vendor on detailed scripts that would integrate the metadata from the previous system into the WCC. With multiple sets of environmental records within the file room inventory, the task of consolidating the data into one template was necessary.  

PacoTech prepared documentation to utilize for mapping taxonomy between the systems as well as revised and edit scripts that would update the data for the transition into the system. TCEQ IT members facilitated the process of finalizing the mapping documentation and oversaw the management of the project between the agency and the software vendor. Team Informatics implemented additional data mapping based-on business analysis from key stakeholders’ input.

Solution

PacoTech has been responsible for the TCEQ Central File Room since 2004; we were instrumental in developing mapping documents and manipulating data so the information could be migrated to the new system. The WCC has numerous functions that would meet the agency records management needs, but customization was required. As the SME PacoTech utilized their expertise to provide guidance to the vendor to create functions that would enable PacoTech to meet all the requirements established for the current work requirements and comply with TCEQ Records Management Guidelines. Key functions were the following: 

• Acceptance of Electronic Records 
• Management of Physical Records 
• Customer Request Tracking 
• Document Review and Redaction  

PacoTech was tasked to develop training and procedure manuals for agency end-users and members of the public to review certain records within the file room’s inventory.  PacoTech provided specialized metrics reports of file room statics for TCEQ management to monitor file room activity. These reports are also utilized by all Record Centers to assist in the management of the file room and to assess the efficiency. 

Products and Services Used

The following is a list of products used for the solution. 

• Reports – Crystal Reports – TCEQ IT and PacoTech 
• Implementation/Initial system set up- TCEQ IT, PacoTech, Team Informatics  
• Records metadata clean up – MS Access – TCEQ IT, PacoTech, Team Informatics 
• IT support for implementation of migration of records – TCEQ IT, PacoTech, Team Informatics 
• Equipment – Cannon Scanners, Barcodes Readers, Widtek Oversize Scanners 

Services Provided by Other Groups or Companies

Team Informatics – Development and implementation of the WCC software Oracle and Canon.

90% Achievement

PacoTech consistently received Grade A on the Vendor Performance Report (VPR) for the entire contract term. 

PacoTech has met or exceeded the agency’s expectation for Document  Review and Redaction (DRR) every year and completed a large volume of imaging, even under circumstances outside of its control. 

90% Positive Reaction

PacoTech has received positive feedback from TCEQ in the following areas. 

• Exceptional customer service response 
• Provided  technical/training/set-up assistance when not required.  
• Order or service completed satisfactorily. 

Result

The WCC upgrade enabled the agency to utilize software that could be maintained by multiple vendors, rather than the previous sole source solution. This flexibility allows the agency to manage the maintenance of the system, and enhancements that will improve the management of agency records. The system will also permit sets of records located outside of the Central File Room to be managed in the Oracle environment, consolidating resources and maintenance fees. A centralized system streamlines business processes agency wide. 

Client Profile

The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste. 

Challenges

• Protecting Personal Identifiable Information (PII) data while increasing the availability of records to the public. 
• Tracking Workflow and volumes of PII present within agency records.  Addressing questions related to identifying PII and errors that occur while completing the assessment.  
• Improving reporting for the DRR workflow, as the agency periodically increases DRR through Special Projects.  

Business Situation

Under Texas law, each person is entitled to complete information about the affairs of government and the official acts of public officials and employees at all times, unless otherwise expressly provided by law. 

The TCEQ is committed to upholding the Public Information Act (PIA) and to ensuring public access to its records.  

In 2012, TCEQ and PacoTech began the process of transforming all paper to electronic documents.  A plan was initiated to digitize records and publish the agency’s records through an Enterprise Content Management (ECM) system. Thus, giving the public a quicker method to access the agency’s records.   Texas Government Code 2054 requires that agencies handling sensitive personal information, confidential information, or individually identifiable information submit a biennial data security plan. Thus, requiring the agency to identify and protect PII within agency records.  

To create a plan to protect PII, the agency requested a risk assessment plan from PacoTech to identify records that contained PII.  PacoTech identified the records series as the focal point for the next steps to publishing protected documents through a redaction function.   

Requirements Included: 

• Oversee the review of electronic documents entering the ECM for PII information.  Ensure that 90% of reviewed records are published to the Oracle WCC within 30 days of completed review and redaction.  
• Map business processes that include:  
  • Documenting work processes for completing redaction within the WCC. 
  • Maintain a listing of what information/metadata is considered PII by the agency.  

Solution

By 2016, the digitization of records was well established for the agency.  With the high volume of incoming agency records the program areas requested assistance to complete the redaction efforts for the agency records.  Therefore, the development of a work plan to redact PII data with various processes, procedures and guidelines was created to address the immediate need to produce protected (redacted) records. This solution was in place for over a year before the agency implemented a new ECM in 2019; Oracle Web Center Content (WCC). PacoTech management consulted with the agency on the development of the WCC workflow to implement a redaction process to review and redact PII more efficiently.  During the development of the WCC interface, PacoTech played a critical role in communicating the issues of the WCC redaction module and assisted in testing a solution that decreased the number of errors experienced by end users.  This resulted in the development of the Document Review and Redaction (DRR) department.  The main purpose of this workgroup is to train dedicated personnel on redacting PII and becoming familiar with agency documents.  Once the data is redacted with the appropriate classification, the data is published for public access.  

A support database was developed through MS Access to track workgroup and staff metrics to meet agency’s regulatory requirements for maintaining an electronic records management system (ERMS). The custom database allows staff to manage the incoming workflow more efficiently, log findings and document errors. 

DRR continues to be conducted through a hybrid workflow that utilizes the WCC redaction module  as well as a custom MS Access database created and maintained by PacoTech.  Development of scripts improved identification of PII data during the document review process. Thus, protecting PII records and increasing the availability of records to the public.  

To manage PII more efficiently and improve production, PacoTech has presented options for reducing the amount of interpretation required to identify public e-mails. This solution is currently under review by the agency.  

An extensive quality control process was developed to ensure records are published with the most accurate information. An initial  review of 10% of reviewed records is conducted to validate that the analysis was completed correctly.  If any errors are identified, this percentage increases to 25%.  Quality Control personnel will review up to 100% of the documents if the percentage of errors is more than 3%. 

PacoTech will periodically review records that have been published through quality control to ensure redactions were applied correctly, and as a second validation from the initial QC. 

Products and Services Used

• Oracle Web Center Content (WCC) – was created to manage the physical and electronic documents for the TCEQ.   
• Oracle Web Center Content (WCC) Redaction Module 
• Adobe Acrobat Professional 
• Custom MS Access workflow & metrics to handle redaction. 
• InSight Everywhere 
• Central File Room On-line 

Services Provided by Other Groups or Companies

• Metrics workflow developed with MS Access to track production and metrics 
• InSight Everywhere 
• Oracle WCC 
• TEAM Informatics  

90% Achievement

PacoTech consistently received Grade A on the Vendor Performance Report (VPR) for the entire contract term. 

PacoTech has met or exceeded the agency’s expectation for Document  Review and Redaction (DRR) every year and completed a large volume of imaging, even under circumstances outside of its control.  

90% Positive Reaction

PacoTech has received positive feedback from TCEQ in the following areas. 

• Exceptional customer service response 
• Provided technical/training/set-up assistance when not required.  
• Order or service completed satisfactorily. 

Result

• FY19 to FY 22 – 420,878 records / 12,125,596 pages reviewed and published.  
• Improved accuracy of records Reduced paper usage 
• Improved efficiency and convenience Cost savings 
• Improved protection of identity theft 

Client Profile

Acquisition & Divestitures-Oil & Gas: 

Oil and gas company that operates wells to produce oil and natural gas in the United States.  The primary business focus of the company is the acquisition/divestiture of oil and gas properties.   

Located in Houston, Texas, the company has been in business approximately 25 years and has 1,100 employees.  Company operates in Arkansas, Colorado, Kansas, Kentucky, Louisiana, Michigan, New Mexico, New York, Ohio, Oklahoma, Pennsylvania, Texas, Utah, Virginia, and West Virginia. 

Challenges

The Company faced the challenge  of developing a Records Management Program for the Land Administration 25,000 plus filing inches.  

Technical Situation

The company acquired an Electronic Records Management System as the result of an acquisition of another company in late 2014.  The Electronic Records Management System was implemented upon completion of the physical inventory of the Land Administration File Room. 

Business Situation

Company outsourced maintenance of Land Administration File Room to PacoTech in April 2014.  There was no Records Management Program in place at the time.  The Land Administration File Room (unsecured area) had the responsibility of maintaining the inventory of hard copy documents from acquired properties and transferring hard copy documents to buyers.  Folders were checked in/out using a manual system.  Two (2) problems existed in this area.  First, there was no accurate inventory of the hard copy documents maintained by the Land Administration File Room (25,000+ filing inches).   Inventory listings (physical/electronic) were received as worksheets or exhibits received from acquired companies.  Inventory listings were not always accurate.  Documents were filed on shelves or in boxes.  Second, there was no Electronic Records Management System to track records (active/inactive). 

Solution

Outsourced responsibilities included the daily maintenance of the Land Administration File Room.  This file area was very active, and a need was recognized to improve efficiencies to better serve users.  The decision was made to inventory all folders maintained in the area.  Information was taken from the folder label and entered on an EXCEL spreadsheet.   Information was mapped to a classification system and loaded into the Electronic Records Management System.    

Creation of the inventory and use of the Electronic Records Management System allows the Land Administration File Room staff to track all active/inactive folders. 

Products and Services Used

RIM Consultant services were utilized to generate the inventory of physical records and load data for the Electronic Records Management System.  MS Excel and Access Database were utilized to collect folder descriptions for the inventory/map data. 

Land Administration File Room was outsourced to PacoTech in April 2014 with a staff that consisted of three (3) resources.   Staff included a Project Supervisor and two (2) Records Specialists.  The primary responsibility of this team was to provide record management services to all users of the Land Administration File Room.  No additional staff were added to perform the inventory of the Land File Room.  Inventory was conducted as time allowed and was completed in 2015.   

Land File Room staff inventoried/barcoded 25,100” of active files.  There was an upload to the Electronic Records Management System that consisted of 63,265 inactive records and 37,842 active records.   

Services Provided by Other Groups or Companies

Company is contracted with Pioneer Records & Information Management and Iron Mountain to provide offsite services.  Electronic Records Management System (ERMS) is provided by INI Inc.  The Company IT group was utilized to assist in the installation of the Electronic Records Management System (ERMS).  

Achievements

• Complete listing of physical records in the Land File Room 
• Implementation of the Electronic Records Management System 

Positive Reaction

• Improved efficiency 
• Increased ease of accessing records 

Result

The company now has a complete listing of physical files maintained by the Land Administration File Room.  Staff can track physical files maintained in the file area (active) and boxes in storage (inactive).  Users can submit requests for service electronically.   

Physical documents related to a divestiture are easily located and transferred to the buyers, a requirement of the purchase agreements.  This was a time-consuming task for the department with no true way to track accuracy of documents transferred or measure time to retrieve records prior to conducting the inventory of the physical records located in the central file room.  

The new Electronic Records Management System (ERMS) provides a mechanism to manage the lifecycle of their records.  This will increase productivity, reduce legal costs, and decrease the risk level.  

The Electronic Records Management System (ERMS) can also automatically calculate the retention period and destruction date for each record as well as track the location of each box.   Retention Schedule Policy did not exist at the time of this project. 

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.  

Client Profile

The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste.  

Challenges

TCEQ faced the challenge of improving its RIM program for physical and electronic records by revising the retention schedule, training staff, and enhancing data accessibility. 

Technical Situation: 

•  1,800,000+ records required validation or addition to the InSight RIM database adopted by the TCEQ to manage the inventory of the agencies records.
• Procedures for managing 1,000,000+ of incoming documents needed to be established.
• The agency’s ability to provide records for state employees and members of the public needed improvement.
• Validate the existing retention criteria for all record series and create a proper disposition schedule of records.
• Standards and practices needed to be developed for accepting electronic media not previously accepted by the state agencies as records.

Business Situation

TCEQ had a need to improve their existing RIM program, to have better control over both physical and electronic records.  The sources of this information included the following: 

• Physical paper stored in files, distributed within different work groups and regional office
• Physical paper stored within the Central File Room and off-site location
• Electronic information stored on microfilm, CD’s, DVD’s, and databases 

Improvements to the agencies understanding and utilization of a RIM program were also needed; these included:

• Revising the existing retention schedule according to the Texas State Library and Archives commission rules and regulations.
• Training agency staff on RIM practices
• Improving accessibility of data 

Solution

• An inventory of all records stored within the agency’s file room was conducted; each record, regardless of the media type, was bar-coded, labeled, and entered into the RIM database.  
• Processes and procedures were developed that allowed for easier management of incoming documentation. This included implementing an imaging solution for some documents; reducing the amount of hardcopy documents needing to be stored.
• Developed a customer service database to track, manage and run statistical reports on the file requests received by the Central File Room. 
• Implemented a delivery team that would deliver records to agency staff. 
• Developed a functional call center for requests and assisted with the improvement of the Open Records (PIR) processes for the agency.  
• Perform annual reviews of the records inventory against the PacoTech revised retention schedule to assure compliance with Texas State Library and Archives Commissions (TSLAC) rules, regulations, and state requirements.  
• PacoTech provides training to agency staff on records management practices, understanding retention schedules, and improving the use of electronic documents within the agency.  

Products and Services Used

• InSight – Proprietary software 
• Customer Service Database – Microsoft Access 
• Retention Schedule – Microsoft Access  

Services Provided by Other Groups or Companies

PacoTech provided all services in developing and implementing solutions. Each program area within the Texas Commission on Environmental Quality served as consultants for the management of the records to ensure they meet state requirements.   

Achievements

PacoTech organized TCEQ records and created a system to manage incoming and outgoing documents. Provided training to staff on records management and electronic document use. 

Positive Reaction

The RIM program improvements have reduced costs and strengthened environmental standards by managing all records, regardless of format, and focusing on disposition requirements. 

Result

The improvements made to TCEQ’s RIM program enhanced the agency’s ability to manage all records, across a variety of media that will reduce operating costs, refocus disposition needs, and strengthen the agency’s commitment to maintaining environmental standards.  

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. 

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 

2. Efficiency – Response time to owners was crucial 

3. Integrity of data – Physical paper files were returned to the CFR incomplete after being checked out by users 
4. 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) 

200% Achievement

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

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