EDMS implementation as an innovation in an oil refinery

challenges and results

Abstract

Information needs to be preserved in a structured way so that it can be retrieved quickly, as it is important for decision-making in organizations. The technology that has most supported the location of information/documents is GED - Electronic Document Management. The main objective of the work presented is to show how to achieve innovation by transforming physical and digital document legacy, analyzing the challenges and results of implementing an Electronic Document Management (GED) system for an oil refinery. The refinery operators were interviewed, based on the specific objectives: a) identify contributions of the Document Management application to the implementation of a refinery's GED, in a more effective and efficient way; b) map document management applications in a refinery that generate innovative results for a more efficient GED; c) investigate through a case study the Document Management needs within the refinery and the impacts on the implementation of the GED. It was observed that the application of an electronic document management system combined with document management contributed to: standardization of document types; reduction of document mass (paper); agility in searching for technical documents; information security; centralization of documents in a single repository; control of documentary processes within the refinery; control of documents subject to audits and inspections. The need for a macro understanding of processes and activities was also notable, carrying out a systemic mapping of the entire scenario within the refinery.