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Land Administration Imaging

Land Administration Imaging. January 2005. OBJECTIVES. Background Imaging Teams Guidelines and Training Documentum Current Imaging Process Barcoding Documentum Rollout Plan Future considerations Conclusion. BACKGROUND. October 2002 - Shift to “Paperless” Environment

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Land Administration Imaging

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  1. Land AdministrationImaging January 2005

  2. OBJECTIVES • Background • Imaging Teams • Guidelines and Training • Documentum • Current Imaging Process • Barcoding • Documentum Rollout Plan • Future considerations • Conclusion

  3. BACKGROUND • October 2002 - Shift to “Paperless” Environment • Imaged all incoming land documents • Began backfile project to image existing files (Division Order, Lease and Contract) • Routed incoming mail manually to Analyst/Specialists for handling and coding; then to file room to index and scan

  4. BACKGROUND • November 2003 – Imaging Issues Identified • Inconsistency and inaccuracy of coding • Lack of defined process • Delay in availability of documents • Inadequate use of resources • Inability to efficiently retrieve documents (black hole concept) • Inefficient use of Analyst/Specialist time

  5. BACKGROUND • Action Plan Developed • Improve efficiency of document retrieval • Create imaging review teams • Document imaging guidelines • Conduct user training • Maximize use of Resources (DCTM/personnel) • Increase knowledge and use of DCTM • Improve existing process • Lessen administrative burden to Analyst/Specialists

  6. IMAGING TEAMS • Established Imaging Teams • Land Well (DO) – Jan/Feb 04 • Land Lease – Mar/Apr 04 • Business Associate – May thru July 04 • Land Contract – July 04 thru Jan 05 • First cross-departmental team consisting of Land Administration and Land E&P

  7. IMAGING TEAMS • Team Objectives • Review current imaging document types • Review imaging process • Develop specific imaging guidelines • Present recommendations to Managers • Obtain Management approval

  8. GUIDELINES & TRAINING • Approved Imaging Guidelines • Documented on Anadarko Process Library (APL): (Link to Imaging Guidelines) • Completed Imaging Training • Land Well (DO) – Feb 04 • Land Lease – Apr 04 • Business Associate – July 04 • Land Contract – Jan 05 - • First cross-departmental training included Land E&P • Held Document Recognition Training for File Room Staff

  9. DOCUMENTUM • Increase Knowledge and Use • Establish weekly meetings with in-house Documentum team – since July 04 • Explore Documentum potential • security, permissions, workflow, etc. • Develop plan for departmental roll out • Plan integration of Documentum workflow with existing incoming mail process

  10. CURRENT IMAGING PROCESS Receives incoming mail Determines owner, well, or lease nos. Completes manual coding sheet Analyst/ Specialist 160 hrs/wk Batch/Scans documents Indexes documents (re-types all info on coding sheet) File Room Staff 55 hrs/wk Document available in DMS Total time: 215 hrs/wk

  11. CURRENT IMAGING PROCESS • Limitations • Inefficient use of Analyst/Specialist time • Duplication of effort (re-typing index values) • Time delays • Documents from Analyst/Specialist to File Room • Documents from File Room to imaging system

  12. ONLINE CODING SHEETWITH BARCODE • Existing Well File Imaging Submittal Link to DMS Home page • Land Administration Online Coding Sheet with Barcode (in development)

  13. ONLINE CODING SHEETWITH BARCODE

  14. ONLINE CODING SHEETWITH BARCODE

  15. IMAGING WITH BARCODE • Immediate Opportunity • Eliminate re-typing of index values • Expedite availability of documents online • Consecutive Opportunity • Shift File Room focus to preparing and training for workflow • Begin upfront scanning of mail

  16. IMAGING WITH BARCODE Immediate Opportunity Receives incoming mail Determines owner, well, or lease nos. Completes online coding sheet Analyst/ Specialist 96 hrs/wk Batch/Scans documents File Room Staff Document available in DMS 25 hrs/wk Total time: 121 hrs/wk (ESTIMATE) Approximately 45% reduction of TOTAL time!

  17. IMAGING WITH BARCODE Consecutive Opportunity Receives incoming mail Determines owner, well, or lease nos. Completes online coding sheet Batch/ Scan/route documents File Room Staff 85 hrs/wk Creates support documents Completes online coding sheet Document available in DMS Analyst/ Specialist 48 hrs/wk Approximately 50% reduction of Analyst/ Specialist time! Review mail coding Total time: 133 hrs/wk (ESTIMATE)

  18. FUTURE BARCODING OPPORTUNITIES • Auto generated coding sheets • Lease Rental Payments (auto-generated barcode sheets from check register) • Barcodes printed directly on documents • Division/Transfer Orders • Rental Division Orders • Form Letters • Forms (Internal and External Use) • Reports

  19. DCTM ROLLOUT PLAN Online Coding Sheet with Barcode Documentum Roll Out (Phase I) Documentum Roll Out (Phase II) Documentum (Future Training) • Eliminate re-typing of index values • Determine personnel for upfront scanning of mail • Begin detailed training of mail process and DCTM TARGET 1ST Qtr 2005

  20. DCTM ROLLOUT PLAN Online Coding Sheet with Barcode Documentum Roll Out (Phase I) Documentum Roll Out (Phase II) Documentum (Future Training) • Begin upfront scanning of mail • Training Land Admin on mail process • Limited DCTM permissions • Analysts utilize online coding sheet w/barcode for support and supplemental documents TARGET 2nd Qtr 2005

  21. DCTM ROLLOUT PLAN Online Coding Sheet with Barcode Documentum Roll Out (Phase I) Documentum Roll Out (Phase II) Documentum (Future Training) • Begin document importing (Word/Excel Files, etc.) • Training Land Admin on importing process • Additional DCTM permissions Timing dependent on DRM Initiative

  22. DCTM ROLLOUT PLAN Online Coding Sheet with Barcode Documentum Roll Out (Phase I) Documentum Roll Out (Phase II) Documentum (Future Training) • Document sharing and “versioning” • “Grouping” documents in DCTM • Implementing document approval processes in DCTM • Training Land Admin on additional DCTM functions and capabilities Timing dependent on DRM Initiative

  23. FUTURE CONSIDERATIONS • BOII Document Records Management (DRM Initiative) • Major Impacts/Improvements: • Restructured Documentum • New classification scheme (document types) • Enhanced searching capabilities • Sarbanes-Oxley 404 • Continuous monitoring of process and compliance

  24. CONCLUSION • During 2004 • Focused on improving efficiency and maximizing resources • End of 2nd Qtr 2005 • Implement online coding sheet with barcode • Initial Documentum rollout to department • Initiate scanning of incoming mail upon arrival • End of 3rd Qtr 2005 • Focus on DRM Initiative

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