DOUBLE TROUBLE

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DOUBLE TROUBLE

• The Challenges of Dual Document Management
  Systems in a Global Company

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Who we are

• Energy company present in 40 countries with
  30,000 employees
• Producing 1.95 million barrel of oil equivalent
  (boe) pr day
• About 22 billion boe in proven resources (5.6
  billion as booked reserves)
• One of the worlds largest net sellers of crude
  oil
• The world's largest operator in waters deeper
  than 100 metres
• World leader in carbon capture and storage
• The second largest exporter of gas to Europe
• Biggest retailer of oil products in Scandinavia

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Information Management Policy No 9. (Statoil
book)
We manage our information so that it is accurate,
appropriate, handled according to sensitivity,
and readily available

• We are committed to manage information
• In a way that will cause no harm to Statoil, our
  people and our partners
• Using one primary source to ensure information
  integrity
• To ensure business continuity
• To improve integrated work processes and
  increase our work efficiency
• To ensure we meet our future group needs, and
  comply with internal and external requirements

• How we work
• We know and fulfil our individual responsibility
  for managing information
• We make our information available and understand
  that it is an important Statoil asset
• We identify information critical for business
  continuity and ensure it is available to the
  appropriate users
• We use provided tools and standards for easy
  retrieval of information, and to ensure
  continuous learning and sharing of knowledge
  across the group
• .and more

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Our Management System Framework Structure
Information Management policy no 9.

• Corporate requirements
• Function requirements valid across Statoil
• Work process requirements

Business Area requirements Organisation
descriptions and requirements issued and valid
for individual Business Areas
INT RIM Guidelines - Records and documents to
be filed - Physical archive and scanning
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Key Principles of Information Management at
Statoil ASA

• Information must have an owner YOU!
• Information owners must comply with the following
  internal requirements
• Statoil Book Corporate policy on Information
  management
• FR15 Information management and information
  technology
• WR1895 Information management and information
  security
• N.B. These internal documents were derived from
  material in the ISO Codes ISO 15489-1,
  Information Documentation Records Management and
  ISO 23081-2, Managing Metadata for Records

Classification Internal
Classification Internal
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Information shall be handled to ensure
Classification Internal
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Information is categorized in 4 different types
Source INT GIMA project
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QUESTION With such well-developed procedures to
handle information, why does Statoil use two
different records management systems?

• ANSWER
• Statoil and Norsk Hydro, two of the largest
  Norwegian energy companies, merged in the Fall
  2007. One company used Sharepoint to manage
  unstructured data, the other used eRoom.
• Following the merger, it was discovered that one
  of the systems did not have enough functionality
  for a vital business unit in the new company
  -Development Projects. Areas lacking included
• - Workflow - Flexible access to single
  documents - Automatic document
  numbering - Version and revision
  control - Action/Decision/Issue logs - Folder
  structure

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Major Document Management Principles for PRO
Activities and processes to facilitate and
provide efficient handling of documentation.
This includes principles, process descriptions,
requirements and best practice related to
handling of documents. DM includes document
control.
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Life Cycle Information

• Information required by the Company for
  engineering, preparation for operations,
  start-up, operation, maintenance, repair,
  modification and decommissioning of a plant. LCI
  includes both information submitted to the
  Company and retained by the Supplier on behalf of
  the Company. LCI includes what has previously
  been termed Documentation for Operations (DFO).

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What is System PRO in Statoil Projects
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• Tool for collaboration with external or internal
  parties in a project
• Supports the Statoil book, Information Management
• We manage our information so that it is
  accurate, appropriate, handled in accordance
  with its sensitivity, and readily available.
• Can be reached from any PC with an internet
  connection
• Access given by invitation sent by email
• Documents with classification of Confidential
  cannot be stored in System PRO

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Project Information

• Issues regarding
• Oversized Email boxes
• Access to Information
• Updates on latest version
• Change of personnel
• Search and retrieval
• Archiving

Our responsibility We share project information
in a common, searchable collaboration room with
built in Work Flows, Access control and
Version/Revision control. Distribution is done by
transmitting links to the information in the
collaboration room.
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The relation between our Project Team and our
Contractors using System PRO
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Project Statoil internal collaboration area
Contract A
Contract C
Contract B
Collaboration Area Contractor - Statoil
Collaboration Area Contractor - Statoil
Collaboration Area Contractor A - Statoil
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Information Managements Tools Used by the Rest of
Statoil for Unstructured Information
Statoil portal
Personal portal
Scanning
Windows Messenger
LiveMeeting
Mail, tasks and calendar
Produce information
Corporate archive (Meridio)
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Key Information Management Tool Used by the Rest
of Statoil for Unstructured Information
Teamsites

• A Teamsite has the ability to
• Create and share documents
• Assign tasks and keep an overview
• Keep the team updated on activities and events
  (Announcements, Event Calendar)
• Transfer emails from your mail box to the mail
  library in the team site
• Facilitate and follow up meetings (Meeting
  workspace)
• Have discussions and brainstorming sessions
  (Discussion board)
• Limit access to information (Document workspace)
• Collaborate with external persons and
  organisations (Extranet TS)
• Add retention and/or expiry date
• Archive documents to Statoils corporate archive

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Security classification
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• Open Information which is publicly available
• Internal Information which is available to
  employees
• Internal (restricted distribution) Information
  which the information owner has restricted the
  distribution of to a smaller group (project,
  department, network)
• Confidential Sensitive information by law,
  regulation or contract, or which could cause harm
  if disclosed inappropriately.

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Metadata Not Folders

• Metadata is structured information that
  describes, explains, locates or otherwise makes
  it easier to retrieve, use or manage an
  information resource.
• (Source Univ. of Toronto, Taxonomy Guide)
• Ensure a consistent way to describe information
  in Statoil
• Teamsites are delivered with predefined metadata,
  based on selected team type and business process
• Additional metadata is decided by Teamsite Owner
  and Administrators
• Documents inherit the teamsites metadata

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List of metadata types

• Activity
• Category
• Keyword
• Coverage elements - Group of metadata fields(
  decided by Team Site Owner)
• Discipline
• Project
• Country
• Region
• Location name
• License/Concession part
• Field Identifier
• Block Identifier
• Unique wellbore identifier
• Area

• Basin
• Transport system
• Installation Name
• Seismic survey identifier
• Technical document type
• Plant system
• Phase
• Business Partner
• Marketing Product
• Facility type
• Decision Gate/Milestone

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Workspaces in a Teamsite

• When to use a Document Workspace
• If it is necessary to limit or expand access.
• If there is a need for more specific or different
  values for Activity or Category than in the
  Team Site.
• To group information temporarily!

Document workspace
Meeting workspace

• Meeting Workspace
• Tool to arrange and follow up results from
  meetings
• Integration with the Outlook calendar

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Teamsite Roles an Overview

• Teamsite owner
• Information owner for the Teamsite is responsible
  for all content and access management.
• Teamsite administrator
• Has delegated responsibility from the Teamsite
  owner to perform daily content management and
  access administration on the Teamsite.
• Contributor
• Can add and modify content and create meeting
  workspaces and document workspaces.
• Reader
• Can read all content on the Teamsite. All
  permanent Statoil employees have this role in
  Teamsites classified as internal.
• --------------------------------------------------
  ------------------------------------------

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Archiving to Meridio Why?

• External requirements (legislation, SOX)
• Internal requirements (governing documents
  FR15, WR1895)
• Documentation of decisions
• Secure traceability on documents (by use of
  metadata)
• Be compliant (Meridio is SOX certified)A
  document which has been archived, is frozen and
  cannot be changed
• SOX control KC701 Objective
• Review policies and procedures to ensure that
  information recorded, processed and
• reported remains complete, accurate and valid
  throughout the updating and storage process,
• records are retained and disposed according to
  retention schedules that reflect current business
  and regulatory needs

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Scanning Solution and Physical Archive

• New standard scanning solution
• Makes scanned documents available electronically
  in the relevant Team Site/Meridio in a full text
  indexed format for search, retrieval and text
  re-use
• Solution description Dedicated scanner
  connected locally to a stationary PC with
  relevant software installed
• New standard solution for physical archive
• Simplify the organisation of the physical archive
  area
• Simplify retrieval and search of original
  documents stored in the physical archive
• Integrates a scanned copy of the physical stored
  original document in team sites in a full text
  indexed format

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Major Differences between System PRO and Teamsites

• SYSTEM PRO
• System PRO is stored on an external server
  (currently) in Norway.
• It is a folder-based system to organize documents
• Automatic document numbering system
• Workflow for review of documents

• TEAMSITES
• The Collaboration tools are stored on an
  internal, secure server.
• Folders are not available for use in the
  teamsites. Documents must be tagged with the
  appropriate Metadata instead.
• No automatic document numbering system available
  for use in the teamsites.

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Marketing of the Two Systems

• SYSTEM PRO
• On-site training courses available
• in Norway
• Allocated online training area
• How-To electronic user guides available in
  every System PRO workspace
• Lunch and Learn Information sessions offered in
  Calgary office
• Project Kick-offs, Meetings, on request, etc.
• Company-wide drop-in information sessions

• TEAMSITES
• Documentation provided by Head Office in the form
  of electronic documents on the intranet,
  including one pager cheatsheets, and more
  detailed guidebooks
• ELearning courses
• Weekly Orientation sessions for New Hires in the
  Calgary office
• Site visits from RIM to smaller offices in Canada
  (Conklin, St. Johns)
• Business meetings, on request
• Company-wide drop-in information sessions

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Technical Challenges

• System PRO
• The backbone of the operating systems resides in
  Norway, causing slow connection to System PRO
• The corporate archive, Meridio, is stored on
  servers in Norway, making it slow to sometimes
  impossible to archive documents in the system
• Some of the date and time fields are
  automatically updated by the server in Norway.
  There is an eight-hour time difference between
  Alberta and Norway.

• TEAMSITES
• The backbone of the operating systems for the
  most part reside in Norway, causing slow
  connection to teamsites
• The corporate archive, Meridio, is stored on
  servers in Norway, making it slow to sometimes
  impossible to archive documents in the system
• The computer networks are updated and maintained
  weekly on Tuesday evenings, 1100 pm Norwegian
  time (300 pm Calgary time!)

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Adoption Challenges in Calgary Office

• System PRO
• Reluctance to share information in a
  collaborative tool like eRoom
• Reluctance to use the standard packaged folder
  structure want customization
• Employees often try to reduce access control to
  documents by changing defaults

• TEAMSITES
• Reluctance to share information in a
  collaborative tool like Sharepoint
• Panic at the idea of using metadata to categorize
  information instead of using folders
• Disinclination to stop using the G drive (shared
  drive) to distribute information to their
  colleagues

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THE WAY FORWARD

• System PRO
• New upgraded version of System PRO is in
  development.
• Capability to archive to Meridio from System PRO
• Possibility for System PRO to be used by other
  divisions within Statoil that require more
  sophisticated document control

• TEAMSITES
• Implementation of Win 7 platform in Q4 2010
• Implementation of MS Office 2010 in Q4
• Introduction of Sharepoint 2010 in Q4, with much
  less customization and the reintroduction of
  folders(!)
• Global Business Services (GBS) division opening
  in Calgary office in Q2 2010

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Thank you
Double Trouble The Challenges of Dual Document
Management Systems in a Global Company
Presented by Mari Appleby (maapp_at_statoil.com)
and Pamela McLean (pmcl_at_statoil.com) www.statoil.
com