Diploma in Electronic Document Management for the Oil and Gas Industry

Introduction:

The oil and gas industry demands a highly complex communication system due to its geographically dispersed workforce. Effective communication with contractors, suppliers, and other stakeholders is critical to ensure smooth information flow. Implementing an Electronic Document Management System (EDMS) enhances collaboration by providing a robust platform for file sharing and information transmission.

This course is designed for document controllers in petroleum companies who seek to manage oil and gas records efficiently. These records, including procedures, policy documents, and compliance reports, are essential for project teams.

The course emphasizes the importance of regularly updating and centralizing documents, such as contracts and proposals, to streamline access, consultation, and amendments. This approach simplifies planning and improves cooperation while ensuring adherence to industry standards.

Objectives:

Upon successful completion of this Diploma course in Electronic Document Management Systems (EDMS) for the Oil and Gas Industry, participants will be able to:

• Manage documents, folders, and forms efficiently, significantly reducing document distribution costs and moving towards a paperless office.
• Safely scan paper documents into an electronic repository.
• Automate office functions, including workflow processes and email management.
• Comply with ISO 9000 requirements and other regulatory standards.
• Understand various technologies used in EDMS.
• Utilize selected EDMS products effectively.
• Recognize and appreciate emerging trends in the field.

Training Methodology:

• Interactive case studies
• Group discussions
• Laboratory activities
• Hands-on exercises
• Real-world simulations
• Peer reviews and feedback sessions
• Software demonstrations and training
• Situated learning
• Continuous assessment and feedback

Course Outline:

Unit 1: Introduction to EDMS in the Petroleum Industry

• Overview of EDMS and its significance in the oil and gas sector.
• Transition from paper-based to paperless office environments.
• Document capture, scanning, OCR, image processing, indexing, archiving, and retrieval.
• Practical demonstrations and document control strategies.

Unit 2: Document Control in Petroleum Industry EDMS

• Management of document versioning, revisions, and history.
• Utilization of audit trails and report generation.
• Creation and management of forms, including data fields, form filling, and online submissions.
• Best practices for document tracking, closure, and integration into project workflows.

Unit 3: Workflow Management and Distribution in the Petroleum Industry

• Implementation of document creation procedures and workflow applications.
• Tracking and closure methods using workflow software tools.
• Concepts of document distribution and email integration.
• Document browsing, navigation, and viewer applications.
• ISO 9000 annotations, redlines, and system architectures (LANs, WANs, Client-Server Models).

Unit 4: Technology and Implementation Options for EDMS

• Encryption techniques for document security.
• Overview of authoring systems and card/folio-based systems.
• Types of documentation systems for the oil and gas industry.
• Implementation strategies: off-the-shelf vs. custom EDMS solutions.
• Management of EDMS, system updates, and future trends.
• Understanding management flows, role responsibilities, RACI Matrix, and KPIs.

Unit 5: Data Security in EDMS

• Backup and restoration methods for critical petroleum data.
• Review of top document management software products and their applications in the oil and gas sector.
• ISO standards for document creation templates and document management protocols.
• Case studies on security levels and advanced security measures, such as TREENO ADVANCED SECURITY AND AUDIT.