BackgroundFor years, Hilcorp Energy Company had kept track of oil and well files manually. Having a sign-out sheet on a clipboard to log check-ins and check-outs and data entry in a spreadsheet are just a few of the manual ways the company had tried to manage files. Once the company began to experience rapid growth in the volume of files, it became inefficient to manage their files manually. “Until the adoption of FileTrail, Hilcorp was on a fully manual system,” explained Pam Matula, Hilcorp’s Manager of Facilities and Office Services. “The company has seen tremendous growth over the last few years and the need to implement a fully automated file tracking system was becoming urgent.”
Selecting FileTrailFileTrail was selected after consideration of several other vendors because it stood out in many ways. Key factors that contribute to the selection of FileTrail include:
- » Service: FileTrail has a great team and had the best references from clients.
- » Quality: FileTrail’s software has well-designed user interface and intuitive processes.
- » Customization: FileTrail provides intuitive configuration tools that give clients the power to change their system as the company’s needs change.“We needed a solution that could grow with the company and provide both breadth and depth to our filing system. We started with well and log files and intend to expand this system to all the records within the company over time. FileTrail will allow us to customize each area as we grow,” says Matula.
Managing Files More EfficientlyPrior to the implementation of FileTrail, the inefficiency of manual tasks began to cause more problems as the volume of files continuously increased. “With a rapidly growing inventory, our ability to effectively track records coherently was greatly reduced,” explains the Records Administrator. “Additionally, this made tracking records data on spreadsheets inefficient.” Now, with the FileTrail Records Management Solution, employees have advanced file room features and powerful tools, including:
- » Defining folders and boxes
- » Assigning destruction dates
- » Managing check-in and check-out
- » Printing color coded labels
- » Conducting records searches
- » Initiating requests“Many of our manual processes are now performed automatically, which saves a lot of time and reduces the chance of error,” said the Records Administrator.
Powerful CustomizationFileTrail’s fully configurable system allows each client to use the data and terminology unique to their company and industry. The configuration tools and FileTrail’s methodology provide fast delivery at a lower cost. “I liked that the implementation process allowed for us to make changes to our fields, screens, searches, and reports as we learned how the FileTrail software worked,” said the Records Administrator.
- » Simplifying creation of additional volumes and viewing volumes in a series.
- » Allowing multiple users to simultaneously access a live database.
- » The ability to containerize and un-containerize a volume.”“One of the features in FileTrail that has been most helpful is the ability to generate the next volume in a series with one click. This reduces human error when creating records,” said the Records Administrator.
Positive ExperienceThe transition from manual processes to the FileTrail solution was simple and timely. The FileTrail team made the implementation easy by providing excellent support.
“The team was very familiar with the product, executed a clean implementation and has been available for questions and support. Problems have been solved collaboratively and quickly. I have been very pleased,”comments Matula. In addition to the team, FileTrail was able to make the implementation process as easy and understandable as possible.
“The entire process was simple because of FileTrail’s thorough project documents, a well prepared implementation team, efficient project management and the team’s ability to execute the implementation on time and on budget,”said Matula.
About FileTrail Corporate Records Management Solution
In today’s digital age, efficient and compliant record-keeping is more critical than ever. Organizations across industries face increasing complexities in managing, storing, and accessing vast volumes of information while maintaining regulatory compliance. Recognizing this challenge, FileTrail offers an innovative, robust, and intuitive Corporate Records Management Solution tailored to streamline records management and enforce information governance practices.
FileTrail’s Records Management Solution leads the way in transforming how businesses manage their records and information assets. With an emphasis on visibility, control, and compliance, our solution helps businesses effectively oversee their growing repositories of both physical and electronic records.
Our unique approach to records management ensures easy integration with existing systems, resulting in a seamless transition and ongoing operation. Whether you’re dealing with legal documents, financial records, or internal communications, FileTrail’s platform offers a centralized, secure, and searchable environment, effectively eliminating the hassle of manual tracking and retrieval.
Embracing the principles of information governance, FileTrail provides comprehensive lifecycle management of your documents, from creation through retention to final disposition. This includes features like automated retention schedules and legal holds to enforce regulatory compliance, safeguard sensitive data, and mitigate risks associated with information management.
FileTrail’s Corporate Records Management Solution employs advanced analytics, delivering insightful reports to enhance decision-making and ensure audit readiness. Moreover, it offers an added layer of security with access controls and encryption, protecting your data from unauthorized access and breaches.
With FileTrail, we empower you with state-of-the-art records management software to promote transparency, compliance, and efficiency in your information governance practices. We believe in providing a solution that is not just about managing records but transforming how you interact with your information assets.
For a more organized, compliant, and secure approach to records management and information governance, trust FileTrail – the trailblazer in comprehensive, user-friendly, and integrated records management solutions.