This large, U.S.-based integrated oil company had undertaken a major initiative designed to provide timely information access for its global exploration and production business. The client hired Doculabs to assist it in establishing effective ECM governance to ensure the ongoing success of its content management technologies and practices across disparate units and locations worldwide.

The Challenge
The client understood the high cost of unmanaged documents. Globally, its system repositories housed an estimated 320 TB of unstructured data, a volume that doubled every 18 months. No publishing standards or policies were in place, and users had no direction as to where to store documents; simple findability had become a critical concern, particularly as collaboration sites had proliferated to an estimated 2,400 sites worldwide. There was a clear need for a governance body to define standard processes, as well as solution standards, to reduce the number of multiple enterprise systems and the high costs of storing enterprise information, as well as to enable cross-functional sharing of information.

The Solution
Doculabs worked with the client to define the charter and frameworks for an ECM Governance Board to serve as the governing body for ECM and the management of content as a strategic asset. Doculabs then helped the client define the scope of the ECM program and roles and responsibilities for participants in the program, and assisted in mapping out a model for operationalizing key Governance Board processes, including demand evaluation, project prioritization, and ECM solution deployment. Finally, Doculabs developed tools for internal communication and awareness building about the Governance Board, to help educate business and IT groups.

Doculabs’ Value to the Client
In a 3-month consulting engagement, Doculabs helped the client to establish an ECM Governance Board with the executive authority to enforce standards for technologies, information management policies and practices, and information architecture across the organization. This body defines how content will be managed and by whom, and helps to outlines key roles in functional excellence teams. As an enterprise body, it captures best practices and lessons learned throughout the organization, thereby fostering continuous improvement in ECM policies and procedures. Moving forward, the governance program will help ensure consistency and control over the client’s ECM solutions, including their implementation, maintenance, and usage. It will also provide the foundation for establishing a system of record for records management, helping the client to address its compliance objectives.