Enabling AI Through Imaging Critical Operational Records
A Seamless Transition from Physical to Digital
Industry Focus
Energy – Exploration & Production
Project Focus
Physical to electronic migration of key operational records
The Opportunity
In the rapidly evolving Energy industry, the adoption of AI (Artificial Intelligence) as a competitive advantage has highlighted the urgent need for organizations to swiftly transition critical asset information from physical to electronic formats. Partnering with a mid-size Canadian energy company, we supported this client with following goals:
Reducing File Room Space
Office renovations identified a need to reduce physical space that file rooms were taking. Files were accessed as part of day-to-day operations.
Getting AI Ready
High-quality scans were required to leverage an AI-powered software to unlock the value of their critical Land and Well files.
The Challenges
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Digital Transition
Stakeholders were facing a significant change with shifting from physical to digital files, some of them for the first time in their career.
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Renovation Coordination
They were actively renovating the space where physical files use to be stored to create new offices. A strict schedule was required to coordinate that activity without disrupting either the renovation or the digitization project.
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Access Continuity
As the field office files were also being scanned, it was critical that users were able to have ongoing access to the files during digitization.
The Approach
Integra partnered with the client to craft a streamlined digitization plan, blending proven project management with dynamic change support for a smooth, disruption-free transition to digital records.
Physical records migrated to electronic records using Integra’s leading technology infrastructure:
Full text searchability
Metadata
Automated processes and detailed quality control
Production scanning volume of approximately 160,000 – 200,000 pages a week
Planning For the Change
We worked with our project sponsors and internal project stakeholders to develop a detailed project plan embedded with key change management steps including:
Appointing change-champions and leaders
Developing communications to end users
Detailed kick-off meetings with key operational groups for each collection being digitized
On-going weekly progress reporting
Reconciliation of digitization files to physical to ensure all content was imaged compliantly to CGSB 72.34 standards.
Scan-On-Demand Services
Business needs to continue through change with disruptions and delays being kept to a minimum.
To support continued and timely access to information while the files were in our custody, a scan-on-demand process was implemented a scan-on-demand process. This guaranteed that files would be priority scanned within 4 - 24 hours, if required by the business.
Leverage Integra’s proven approach for physical to electronic migration
1. Pack, Track & Move
Done in stages as each file collection was being production scanned. Included Integra barcoding files onsite and creating a master inventory.
2. Process Set-Up
Set up of production scanning processes including – metadata frameworks, user acceptance testing, image quality measurements, etc.
3. File Prep
Prepared all the files and documents based on their scanning outputs required - panel or section and document level.
4. Production Scan
Complete production imaging of the files to compliance with CGSB standards to support defensibility of electronic records.
5. Sustainment Process
Defining sustainment processes and training to continue electronic filing supporting on-going business and compliance with Electronic Records Act.
6. Secure Data Transfer
Securely uploaded and transferred digitized files into AI-based document management system using secure transfer protocols.
7. Quality Assurance
Quality assurance and sign off on completed scanning of collections.
The Results
100%
image quality maintained in production
8 Million
pages digitized in compliance with CGSB standards
Successfully processed
4,000 boxes
of files for inactive storage accompanied by detailed inventory listing
Completed detailed reconciliation of all digitization activities to ensure zero data loss.
100%
adoption of technology solution
1 %
under budget and project delivered on time
“Thank you for your exceptional service in imaging over 8 million pages of Land and Well files for us. You worked so well with our Land and Well teams and your communication was exceptional. No matter what we threw at you, including divestitures in the middle of a project, you always rose to the occasion. On-time and on-budget for a large and complex project like this is extraordinary. What a team!”
- IT Project Manager
Why Integra Partners?
This client needed a high performing team that would provide a quality outcome so they could take advantage of AI technologies while knowing their critical files were being imaged to the highest professional standard. They also required a team that was exceptional at change management and would quickly create credibility within their organization. After researching the market, Integra was their clear choice.
Are you considering digitizing your key records and want to ensure it is done by an experienced and qualified team with an exceptional track record? We would be happy to talk.