Records management programs tend to focus on the legal consequences of not keeping records that should be retained, or retaining records that should be destroyed. Technical records are a different matter. In addition to satisfying legal and regulatory requirements, accurate technical records can save hundreds of thousands of dollars in material and equipment costs, eliminate hundreds of hours of rework, and in some cases, have significant safety implications. Unfortunately, the true value of technical records is most apparent when they cannot be found.
The client was in the early stages of developing a comprehensive and systematic program to manage technical records and information, and engaged Access Sciences to assist with selecting a content management application, perform a baseline assessment and gap analysis of technical records management, and develop a multi-year roadmap for implementing the program.
At this client, the primary users of the technical records management program are those who create, manage and use records relating to the gas carrying assets, typically workers in the distribution operations and engineering, construction and storage.
Typical of this industry, the client has an embedded culture of safety. In addition, they now embrace the belief that sound management of technical records reduces costs and risks and improves productivity.
The Baseline Assessment and Gap Analysis resulted in the identification of several key areas needing improvement, including:
The Roadmap focused on activities to move the client from current state to future goal for developing and managing the technical records management program, implementing the program to manage technical records, deploying and managing technology tools, and finally managing the cultural change.
November 2, 2017