Imaging Oil and Gas Records: Onsite or Offsite?

Your company has decided to image your records—so does it happen onsite or offsite?

At TAB, we offer both services, and the truth is that there are upsides and challenges to onsite and offsite—the right choice varies from company to company and situation to situation. Learn more from records management expert Tavis Agnew in this video, or read more below.

Imaging Records Onsite or Offsite

Imaging Oil and Gas Records Onsite

Using your own facility for imaging seems like a logical choice, and there is an upside:

  • If you have the available space, then you can use that for the project and save costs
  • Having your RM subject matter advisors onsite means they can link directly with decision makers, saving time in resolving any issues
  • The records don’t leave your site, increasing security, minimizing risk and reducing overall project complexity
  • Imaging at your facility means the new files can be integrated directly into your network to their final destination, saving a process step

However, there are potential drawbacks to imaging onsite, most notably:

  • Space: most companies simply don’t have the dedicated space necessary for a long-term imaging project
  • Disruption: the imaging process can also be disruptive for your resources, daily operations and business activities

Imaging Oil and Gas Records Offsite

Moving the imaging process offsite is popular choice with many companies for two simple reasons:

  • Space: as most companies simply can’t afford to dedicate space to an oil and gas records imaging project, outsourcing the process is a simple solution that solves the space issue
  • Cost and time efficiency: typically facilities to which imaging is outsourced are purpose built for the process, which means increased throughput and greater efficiency, which can translate into big cost and time savings

The real challenge with offsite imaging lies in choosing the right provider. Beyond the obvious criteria, like the appropriate infrastructure and availability of subject matter advisors, there are two things that are critical to look for:

  • Tracking: a good provider will have a methodology for tracking your records from your site to theirs
  • Security: once they are onsite at the vendor’s facility, your records should be segregated from other collections so that there is no risk of cross contamination

For more advice on imaging offsite vs. on-site, download our resource on imaging costs.

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