[Case Study: Technology Integration]

Global E&C Electronic Records Management

The challenge: This company is a leading global engineering, construction and services company supporting the government services, civil infrastructure, energy, and petrochemicals sectors.   

When Access Sciences first helped this client several years ago, a team of experts provided a requirements and fit evaluation for the company’s global records management system needs. Access Sciences:

• Configured and implemented a web-based records management (RM) system
• Consolidated and converted data from multiple data repositories and retention schedules into one system
• Conducted system and usability tests
• Developed and conducted training for administrators and end users, and
• Supported a global deployment of the new RM system.

This effort was one of the industry’s first global installations of a web-based ECM system to manage records. It provided this company with the means to distribute records management responsibilities around the globe while retaining the ability to control quality by managing the process centrally.

Subsequently, Access Sciences supported this company’s Global RIM function with:

• file plan development
• records audits and inventories
• retention schedule research and development
• records management improvement programs, and
• preparedness for a new global electronic records management system suite. 

Additionally, Access Sciences has worked collaboratively with this company in the development of their:

• Global electronic records and information management (ERIM) strategy, policies, practices, and improvement program
• ERIM system requirements definition and data gathering approach, including their integration strategy and requirements across multiple content and data systems around the globe
• ERIM system proof of concept and pilot program, and
• Plans for scanning operations for back file conversion and management in the ERIM system.

The outcome: Broad and rapid acceptance of the new retention schedule and ERIM software requirements enabled faster progress on software selection, and greatly enhanced the relationship between the global records management group and the legal team. By continually improving their program and with Access Sciences’ help, this company has tangibly reduced their records and information management risk, has markedly improved their ability to integrate information across systems, and has improved their legal defensibility as it relates to their treatment of records and information. As their General Counsel remarked in a program review, “Access Sciences has delivered to us the most tangible forward-progress in managing our records and information that I have seen in my tenure here.”