SOLUTIONS
Oil & Gas Document
Management Software
How many times have you delayed an extraction project or consignment delivery due to misplacement or loss of documents? This mainly happens because, as an oil & gas company, you have to manage an insane number of documents on a daily basis – documents like project plans, employee records, invoices, compliance documents, lease agreements, inspection records, and much more. And that is why you need our oil & gas document management software GLOBODOX. GLOBODOX document management software helps you digitize all old & new documents, protects your data and also helps streamline & automate paperwork processes like document indexing, transfers, signing, stamping, etc – so you can focus on what’s important, delivering the project on time. Here’s why GLOBODOX document management system is the preferred choice of many companies in the oil & gas industry:
Organizes Your Documents
Oil & gas companies come across various types of business documents in multiple file formats like PDF, CAD, XLS, DOC, etc. That is why they need a document management software that supports all file formats, and also allows users to easily segregate & organize documents into folders, stacks & groups. Here is how GLOBODOX document management system helps oil & gas companies streamline their paperwork:
Scan & digitize old documents in bulk within minutes
Add metadata to facilitate faster ‘google-type’ keyword based search
Define document types & stacks with their own unique indexing information
Link related documents together based on individual projects
Most oil & gas companies still have a huge backlog of old paper documents that are occupying warehouse space & increasing costs. GLOBODOX lets you scan & digitize all your old documents in bulk, saving a lot of valuable time & money for your company.
GLOBODOX allows you to add various types of metadata tags to your documents – like keywords, phrases & values, to facilitate faster & more accurate ‘google-type’ search.
GLOBODOX allows you to segregate documents based on document types & stacks. For eg: based on a document’s content, oil & gas companies can classify documents into various types like ‘licenses’ or ‘invoices’ & create document stacks based on ‘client name’ or ‘project name’ for easier management.
GLOBODOX’s document linking feature allows you to link related documents together, so documents belonging to similar projects, clients or departments are easier to locate whenever required.
Increases Productivity, Saves Time
An oil & gas document management software is designed to make document filing, searching & sharing easier for its users. This reduces company expenses, increases productivity & also saves a lot of valuable time & resources. Here are some ways GLOBODOX document management system improves efficiency in oil & gas companies:
Use advanced search features to find documents faster
Share information on the go using GLOBODOX’s virtual printer
Annotate documents & share them with other users in real-time
Create a digital trail of documents to fulfil regulatory & compliance requirements
GLOBODOX provides plenty of advanced search features that make finding documents easier for you. Some of these features include in-document search, multi-condition search, multi-language search & saved searches.
GLOBODOX’s virtual printer brings a whole new meaning to the phrase ‘paperless office’. It allows you to save & share printouts with other users as PDF files, removing the need to print physical documents.
GLOBODOX supports plenty of annotation features that allow you to share feedback in real-time, like highlights, watermarks, bookmarks, digital signature, digital stamps, comments & much more.
Oil & gas companies have to constantly adhere to regulatory & compliance protocols like ISO standards, health & safety protocols, security compliance, & much more. GLOBODOX helps create a proper trail of all your documents, so you can retrieve them easily during inspections and audits.
Automates Document Processes
Out of all the time oil & gas companies spend on paperwork, the most no. of hours are spent managing workflow tasks like document indexing, document approvals, requesting project updates, etc. An oil & gas document management software allows you to automate these workflow processes – which not only saves time, but also reduces errors otherwise caused by physical paperwork processes. Here are some processes that oil & gas companies can automate using GLOBODOX document management system:
Import documents automatically using Watch Folders
Create multiple versions of project plans to save time
Create custom workflows based on individual project requirements
Monitor & reassign workflow tasks with a single click
You can set up GLOBODOX to watch, and automatically import new documents from specific folders on your system into GLOBODOX.
Document versioning allows you to create multiple versions of project plans, designs, agreements, etc; so you don’t have to create new versions from scratch.
GLOBODOX doesn’t just allow you to automate most workflow tasks like document transfers, approvals, etc, it also allows you to design your own custom workflows, based on individual projects & clients.
You no longer need to set up a video call to discuss and route pending work. GLOBODOX helps you to track all your day-to-day tasks, and also lets you pause, cancel or reassign tasks with a single click.
Enhances Data Security
Between project plans & designs, licenses, agreements, compliance documents and employee & client information; oil & gas companies encounter a lot of sensitive information – the protection of which is important for all the parties involved. And that is why they need the enhanced security of an oil & gas document management software. Here is how GLOBODOX document management system helps safeguard documents for oil & gas companies:
Encrypt documents to protect them from thefts & leaks
Grant access to documents based on security groups
Restrict unauthorized emailing, printing or sharing of documents
Set a date to archive important documents for safekeeping
GLOBODOX allows you to encrypt your documents, to protect them from unauthorised viewing or sharing, even by your own employees.
You can create hierarchical security groups to give users viewing, editing, sharing and/or deleting rights to your documents, using GLOBODOX.
GLOBODOX’s sharing control feature restricts unauthorised users from emailing, printing or sharing your documents in any form, without your permission.
GLOBODOX lets you automate the process of document archiving. You can simply select a future date on which you want the documents to be archived, and GLOBODOX will get it done.
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