INDUSTRY CASE STUDIES
Our experienced consultants understand that technology solutions are often only as successful as their ability to fit very specific industry applications. We have been fortunate to work in every major sector and have developed a number of industry specific solutions that allow you to leverage your investment in a foundational EIM tool and eliminate the need for yet another costly point solution.
The Mining industry faces the challenge of legislative and regulatory compliance while continuously reducing costs per tonne to improve margin and profitability. Regulatory records for land, water, and air quality must be maintained for compliance to licenses and permits, often requiring the capture and retention of thousands or millions of documents. Fixed assets often have several thousand engineering records that need to be managed to be kept up to date and secured from loss or unauthorized change.
By having documents and records stored in a centralized repository, the information becomes not only easier to manage due to reduced physical storage requirements, but records also become easier to locate and access. ECM not only serves as a centralized document system, but more importantly, it provides robust search and retrieval capabilities as well as version control and officiating official records management policies.
Axyon first began by creating an information model designed to organize the storage of well files into logical units, making searching and retrieval of information simple and user-friendly. The files were organized using language and classifications previously utilized by the business. Additional information such as document type, date and barcode, was also recorded per each well file, to increase higher return rates on searching.
- Provided for significant reductions in to “time-to-market” as well as associated compliance risk.
- Implemented adaptable search templates enabling employees accurate and expediated access to records.
- Eliminated the manual and extremely time-consuming process of physical box searches records.
- Provided for universal login from any location, inclusive of mobile access.
- Solution ensured the client was consistently operational while addressing their specific process needs.
Utility organizations are frequently faced with the need to recover substantial operating costs through rate case filings. Rate case management requires quick turn-around time without sacrificing accuracy, making quick and easy access to content as well as robust internal review and audit trail mechanisms a must.
Working closely with our customers, Axyon Consulting has implemented numerous Enterprise Content Management (ECM) solutions to streamline document-centric business processes surrounding rate case filings. By leveraging the document management, collaboration and workflow capabilities of enterprise-class software solutions, our customers are very quickly able to manage the life cycle of documents and records with ease and take advantage of powerful search, tracking, scanning, access and versioning control features from either a web browser or desktop applications such as Microsoft Outlook, Word and Excel.
- Comprehensive Rate Case Status and KPI (Key Performance Indicator) Reporting for Stakeholders
- Centralized repository for the review and research of previous cases and interrogatories to:
- Leverage existing content to reduce filing time and meet deadlines
- Ensure accuracy of filings
- Leverage subject matter experts and collaboration across the organization
- Ensure Regulatory Compliance through robust audit trail mechanisms
OIL AND GAS
The client needed a better means of organizing their paper records related to their wells, leases and other properties. The client’s current process of requesting paper records and delivering them via courier service was slow, costly, and inefficient, and put the records at risk of loss or damage. The records were thus under-utilized due to the cumbersome method of sorting and retrieving paper files to find the necessary information.
Axyon built a well file management system to manage records electronically, utilizing their oil and gas expertise to configure the system to the client’s specific needs:
Axyon first began by creating an information model designed to organize the storage of well files into logical units, making searching and retrieval of information simple and user friendly. The files were organized using language and classifications previously utilized by the business.
Additional information such as document type, date and barcode, was also recorded per each well file, to increase higher return rates on searching.
Integration with the clients existing directory service was a key component – allowing the client to manage users and groups in a single directory, for ease of adding and deleting users and permissions of the system.
- Significant process improvements and cost savings regarding access to records.
- Substantial time reductions in transferring records to the various locations in which they operate.
- Eliminated the need for extensive physical searches to locate a record.
- Provided for location agnostic access while allowing for immediate discovery of information specific to a user’s requirements and security access.
- Controlled Risk and Liability through storing contracts and pre-approved terms and conditions in an ECM repository
- Reduced expenses by enforcing negotiated price, ensuring suppliers comply, cutting down on extensive spending, and eliminating auto-renewing contracts
- Streamlined contract procedures through standardizing processes, which allowed for individuals to be assigned and notified of task assignments while collaborating in a secure environment
- Provided for automation and reporting functions that allowed the customer to directly address slow negotiation or payment cycle turnaround times, revenue leakage (missed rebates, off-contract spending), compliance failures, and other unexpected costs.
SERVICES AND RETAIL
Exponential growth in email stores has raised the bar for Email Management solutions. Studies have found that 80% of companies use email as their primary form of communication for business critical information. As such, email is subject to rules and regulations such as Sarbanes Oxley (SOX), Securities and Exchange Commission (SEC), Financial Industry Regulatory Authority (FINRA), and US Federal Rules and Civil Procedures (FRCP). Email is the primary repository for electronic discovery requests (eDiscovery requests) in lawsuits.
Poorly managed email increases risk and potential liability. Organizations must retain vital email records or face fines for the illegal destruction of email and sanctions related to non-compliance. The costs associated with producing documents for litigation are directly related to volume.
Many of our customers are faced with inadequate email storage and the need to be able to collect relevant emails, reduce unnecessary emails, and retain records according to all necessary laws and regulations.
Axyon Consulting implements email management solutions that archive email into a centralized system to securely store, manage and retrieve email content. The information can then be managed according to consistent record policies through a combination of foundational email archiving and advanced records management capabilities. Users can continue to work with email as they always have, retrieving archived messages from Microsoft Outlook with a single click.
- Reduced storage costs by purging unimportant information
- Critical business info can be retrieved more quickly, improving efficiency and mitigating the risk and cost of litigation
- Regulatory and internal policy compliance
- Inexpensive, secure storage for increasing email volume
Faced with heightened global competition, constant technological advances, large capital expenditures, increasingly strict regulations and high customer expectations, manufacturers in all sectors need more visibility into processes and improved information and knowledge sharing between business units, suppliers and customers. One such customer struggled to process large amounts of project design documentation and lacked a centralized repository for information, resulting in poor version control and inefficient employee collaboration. Further, they lacked an information governance strategy.
Working closely with the customer, Axyon Consulting helped establish an information governance strategy for managing, controlling and securing enterprise content. These principles were then applied within the implementation of an Enterprise Content Management system whereby the community of users, the types of information managed and the needed security permissions were identified and configured. Further, a Records Management strategy was defined and implemented establishing a compliance framework for information as it gets captured, classified, archived and ultimately destroyed in accordance with established records policies.
- Increased productivity and compliance
- Improved security and access to information
- Improve searching and retrieving of business records
- Reduced risk
- Reduced duplication of documents and information silos
- Reduced volumes on shared drives and email servers
Transportation company projects have regulatory and compliance requirements with associated documents and records. They require input and collaboration amongst a variety of roles including internal staff – team leads, specialists, legal, and executives – and external contractors. While project controls may be developed, they often lack implementation using proper information technologies.
These challenges were faced by the environmental department of a Class 1 Railroad when it came to the management of environmental projects including permitting, derailment, remediation, compliance, engineering, and other environmental-related projects. Information was not centralized, lacked organization and was not easily searchable. Security and permissions were not defined leading to unintended exposure of legal and confidential documents to external parties.
The department recognized their challenges and engaged Axyon to facilitate analysis, design, and implementation of a document management solution in Content Server. Initial implementation of the solution was piloted for a select few verticals in the department.
The initial analysis benefited from project controls that had already been defined. These controls defined project typologies and document types but needed to be further scrutinized and then translated into the solution design in Content Server.
Content was structured for intuitive navigation, search and consistent replication when additional projects are added. Given the diverse project team and end-user base, a granular security model was developed that ensured proper exposure and edit rights to certain document types.
Metadata was developed enabling a Geographic Information System (GIS) to query Content Server information. Power users in Content Server determine which information will be available in the GIS which still adheres to permissions in Content Server. Users in GIS can perform geographic-based searches to find Content Server information.
Axyon developed a solution in Content Server to automate the creation of a standardized folder structure when a new project is activated. This requires minimal end-user input, drastically improves consistency and time to add folders and metadata, and ensures proper security and permissions. The alternative would be manually adding and naming folders, manually assigning metadata, and manually setting security groups and permissions.
The success of the solution resulted in creating solutions across the entirety of the Environmental department. Project sponsors continue to advocate Content Server and Axyon internally to their department and across the entire organization.
The exercise of defining the information and metadata, community of users and security has established the governance framework for content within Environmental. The framework allows for auditing existing and new content and is flexible to allow for future modification if desired.
The usage of the system is more self-serve rather than dependency on power users. Users are able to perform necessary functions while adhering to standards and information governance. Otherwise, system administrators would need to be engaged in a frequent and ongoing basis.