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Case study: Document management in the Oil and Gas industry

In the realm of the Oil and Gas industry, efficient document management takes on a paramount role, particularly when it comes to auditing and compliance. With a multitude of regulations, contracts, safety protocols, and engineering plans, companies operating in this industry heavily rely on robust document management systems to ensure adherence to stringent standards. By emphasizing organized storage, seamless retrieval, and accurate distribution of crucial documents, these systems facilitate effective auditing processes and enable companies to maintain compliance with industry regulations. In this high-stakes environment, the ability to streamline document management becomes not just a necessity but a crucial driver for success and integrity in the Oil and Gas sector.

The case

We have been working with a large oil company that operates multiple drilling sites across different locations. The company has been using SharePoint to store all the documentation related to these sites, including information on production and drilling activities. Each site has its own SharePoint sub-site with common document libraries and linked lists.

To improve their documentation management, the company needed to consolidate all their documents into a single data source and make them more accessible. They approached us to enquire about using SQList to export these document libraries and lists onto a single SQL Server database. We confirmed that using SQList to export these document libraries and lists onto a single SQL Server database was the way to go. This solution would allow the company to run a documentation system that would enable them to access documents across all their sites easily.

How AxioWorks SQList was able to help

We started the project by analysing the company’s SharePoint sites and their current document management practices. We identified the common document libraries and linked lists across all the SharePoint sites and suggested a SQL Server database schema that would bring all the required data together into a unified data source.

We then configured SQList to connect to the SharePoint sites and started exporting the data to the SQL Server database. The process was automated, which allowed the company to keep the database up-to-date with the latest documents and information without any manual intervention.

Once the SharePoint data was successfully exported to the SQL Server database, the company was able to plug an existing documentation system that would allow the company to search and access documents across all their sites. The system was designed to be user-friendly, with a simple search interface that enabled users to search for documents using keywords and other criteria.

The documentation system also allowed the company to categorize and organize their documents, making it easier for users to find what they need quickly. The system did not provide advanced features like document versioning, access control, and audit trails, but all that was already been taken care of by their existing SharePoint system, ensuring that all documents were stored and managed in a secure and compliant manner.

The company also benefited from the automation provided by SQList, which allowed them to integrated up-to-date documentation information with other systems within the organisation. The documentation system also saved the company time and resources, as they no longer had to spend hours searching for documents across different sites.

Conclusion

In conclusion, our client was thrilled with the results of the project, particularly with how quick to implement and low cost, but yet 100% reliable, this solution was. As they already had SharePoint and SQL Server knowledge in house, there was no learning curve nor introduction of expensive new systems. They now had a centralized documentation system that provided easy access to all their documents across different sites without any changes to their existing way to stored and manage their existing documentation.

AxioWorks SQList continuously export SharePoint lists and libraries as normalised SQL Server tables, making live SharePoint data available to reporting tools like Power BICrystal Reports, or SSRS.

#SharePoint #SQLServer #PowerBI #LOBIntegration #OilAndGas #DocumentManagement #Compliance #Auditing #IndustryStandards #Regulations #Efficiency #OperationalExcellence #RiskMitigation #SafetyProtocols #EngineeringPlans

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