Voices singing in harmony create a richer, fuller sound, but when they're out of synch the result can be disastrous. The same is true for your oil and gas records management program if RIM and IT don't work in concert.
It's true that RIM and IT departments seem to sing in different keys: The RIM folks, keepers of records, chirp a tune to the twin beats of compliance and access. Meanwhile, IT lays down the steady rhythm of infrastructure, providing the tools that lines of business need to form the chorus.
Forge an Energetic Alliance
Yes, it's true: RIM and IT do have decidedly different functions. But they also share similar goals: Each ensures the security and flow of an organization's information and its preservation of legacy assets. Given these overlapping responsibilities, these two areas can become powerful allies.
With your records scattered far and wide, extensive legacy assets related to wells often lodged in silos where they're inaccessible, and evolving regulation around pipeline integrity requiring strict compliance, a harmonious relationship between RIM and IT is especially important to oil and gas companies. Take these steps to encourage collaboration with IT so your RIM strategy hits all the right notes.
Step #1: Sing like a bird (aka communicate). Create a steering committee that includes IT. By doing so you can convey your RIM needs while IT can establish what's feasible, how much it will cost, your potential risk exposure and the time and effort required for future systems and applications upkeep.
Step #2: Name that tune. Evaluate your information assets. Decide which assets you need, and for what areas you need them. For example, you may need to protect some records for compliance purposes while keeping others for reference during business development projects.
Step #3: Develop an ear for security. In the wake of recent breaches making headlines, IT is on constant alert. Show your IT colleagues that you share their concerns and vigilance: Tailor and match your RIM policies to IT's security requirements.
Step #4: Play one measure at a time. Set reasonable RIM goals, including realistic implementation schedules for rolling out any supporting technology. When you establish clear and manageable goals, you make it easier for IT to do its job.
Step #5: March to the beat of RIM metrics. Identify and assess the information types and locations you're targeting. Metrics help IT and RIM teams measure progress and determine next steps objectively.
Step #6: Keep in tune with IT. Try to understand IT's tactical and long-range objectives as they apply to systems implementation, redesign and decommissioning. Set up regular reviews with IT to evaluate achievements while also flagging opportunities for tech to improve RIM.
Hire a Conductor-and Make Some Great Music
You'll strike a positive chord when you call in a trusted partner to handle many of the data-related responsibilities relating to RIM. An experienced third party can take on storage, re-indexing and classification of legacy records, conversion of paper to digital format, and the population of a centralized database to manage all records. You've already invested in Content Management systems, perhaps a Pipeline Integrity Management System (PIMS) or Geospatial Information System (GIS), but turning it into a centralized, electronic database may require the help of RIM pros.
When you have a partner doing much of the heavy lifting, it won't be long before you hear RIM and IT singing in perfect harmony. Do you have examples of successful RIM/IT collaboration within your company? What's working? What's not? Leave your thoughts and suggestions in the comments.
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Voices singing in harmony create a richer, fuller sound, but when they're out of synch the result can be disastrous. The same is true for your oil and gas records management program if RIM and IT don't work in concert.
