Operational Excellence Through Implementation of Data Governance Policies and Procedures Covering Data Retention, Disposal and Archival: A Collaborative Case Study Between HQ and Group Company, Abu Dhabi, United Arab Emirates (U.A.E)

Abstract

Objectives/Scope: Comprehensive records retention schedules, which are based on records classification structures, are established to reduce costs associated with records growth and duplication, improve access to valuable information, and ensure compliance with applicable laws and regulations. All digital technical data, including Geology and Geophysics, Reservoir Engineering, Drilling, etc. need to be preserved forever. Data can be re-used, re-interpreted, re-analyzed for many Years later. If data is "well organized", no need to dispose-off anything. Similarly each electronic copy of non-technical data should be preserved. Methods, Procedures, Process: Before implementation of the mentioned workflow for Data Archival and Retention of documents, physical copies were kept forever and there was no mechanism for end user to easily access the required files. As policy was formalized at Group level, each assigned focal point was assigned with task of converting physical copies to electronic version (by scanning and uploading onto Network drives and Electronic Document Management Systems (EDMS). On completion of scanning activity below retention policy was applied to preserve the physical data for a defined timeframe (mentioned in below table). As files such as Final Well reports, drilling reports etc. are available online and accessible using Network drives / EDMS system, end user can easily access the required files in a matter of seconds which save the tremendous amount of end user time and increase productivity as an organization. Since policy is implemented tremendous efforts are placed by focal points to reduce the physical files by coordinating with different physical files sources (internal or external of organization) to provide with Digital copy which is much easier to maintain.