ECH360 Oil and Gas Content Management
From Fragmented Engineering Content to a Governed Project-to-Asset Record
How a multi-site oil and gas operator modernized document control, collaboration and asset information management with ECH360, TechTiera's engineering document management system on Hyland Alfresco.
Explore the case study- Users supported
- ~1,500
- Operating model
- Multi-site
- Lifecycle coverage
- FEED→OPS
- Governed record
- One
Client Profile
The client is a large oil and natural gas company operating across multiple sites and managing engineering information throughout exploration, development, production and ongoing asset operations. Its project ecosystem involves internal engineering teams, document controllers, EPC organizations, vendors, suppliers and operational stakeholders.
ECH360 replaced fragmented, folder- and email-driven document handling with a governed model connecting project work in progress, engineering decisions, approved master records and operational asset context.
Engineering information had grown faster than the controls needed to govern it
The organization managed a large and continuously evolving body of drawings, technical documents, vendor deliverables, correspondence and operational records. Information was distributed across project repositories, shared folders, email and contractor/vendor channels, making it difficult to establish a consistent and authoritative record.
| Business Challenge | Operational Impact |
|---|---|
| Fragmented information | Documents and correspondence were spread across multiple repositories and channels, increasing search effort and version uncertainty. |
| Inconsistent standards | Numbering, metadata and classifications varied across projects and legacy records, limiting reliable retrieval and reporting. |
| Manual coordination | Review, revision, commenting, transmittal and handover activities depended heavily on spreadsheets, email and individual follow-up. |
| Weak project-to-asset continuity | Operations needed a trusted, current as-built record linked to asset and equipment context rather than isolated project files. |
| Migration and data-quality risk | Legacy content had to be moved without losing completeness, integrity, lineage or auditability, while improving metadata quality. |
| Complex access model | Internal teams, EPC organizations and vendors required secure collaboration with clear accountability and project-specific permissions. |
Transformation objectives
- Create a long-term enterprise asset repository as the authoritative source for approved engineering information.
- Keep project work in progress separate from master and asset records while preserving complete lineage between them.
- Standardize document registration, metadata, numbering, review, transmittals and handover controls.
- Enable secure, traceable collaboration among internal users, EPC teams, vendors and suppliers.
- Support approximately 1,500 users with role-based experiences and scalable governance.
A configurable engineering information platform built on Hyland Alfresco
TechTiera designed ECH360 as the governance layer between project delivery and asset operations. Rather than treating the EDMS as a passive repository, the solution embeds information standards, approval evidence, security and lifecycle controls directly into the way engineering content is created, reviewed, transmitted, handed over and reused.
Enterprise asset repository
Long-term single source of truth for approved engineering, vendor and as-built information organized in asset and equipment context.
Template-driven project workspaces
Governed project setup with roles, discipline structures, MDR/SMDR, deliverable planning and controlled document registration.
Engineering document control
Configurable numbering and metadata, version and revision control, validation, check-in/check-out, document status and controlled renditions.
Review and collaboration
Role-based routing, online markups, comments, response tracking, approvals, reminders and controlled contractor/vendor participation.
Transmittals management
Incoming and outgoing formal exchanges with package validation, recipients, acknowledgements, revision-aware document lists and complete history.
Controlled as-built handover
Completion checks, mandatory metadata, MDR validation and acceptance gates before approved content is promoted to master records.
Migration and data quality
DocOrbit-led mapping, cleansing, transformation, validation, reconciliation and controlled reprocessing of legacy content.
Project-to-asset lifecycle
Project workspace
Set up project, MDR and roles.
Controlled intake
Apply numbering, metadata and validation.
Review & transmittals
Capture comments, approvals and formal exchange.
As-built handover
Check completeness and acceptance evidence.
Asset repository
Promote authoritative master records.
Operations
Retrieve in asset context with audit and retention.
Administration, access and accountability were designed at enterprise, business-unit and project levels
ECH360 introduced a layered governance model that supports internal teams and external organizations without weakening project-level control. Organizations are onboarded before users receive project access, roles are approved for a defined scope, and all administrative and content activities are retained for auditability.
Governance principles
Configuration-led delivery
Five controlled stages. Each stage aligned the information model, workflows, migration, user onboarding and operational governance to verified business requirements.
Discover
Configure
Pilot
Roll out
Operate
A stronger engineering-information foundation for project delivery, compliance and long-term operations
The transformation established a controlled and scalable environment for managing engineering documents and correspondence across a large user community. It improved the way information was organized, exchanged, governed and migrated while minimizing disruption to ongoing operations.
Successful enterprise adoption
Approximately 1,500 users were onboarded to the modernized content-management environment, supported by role-based access and a structured governance model.
Greater operational efficiency
Standardized registration, search, review and document-handling processes reduced reliance on fragmented repositories and manual coordination.
Improved control and compliance
Version, revision, access, approval and audit controls strengthened document governance and the organization's ability to produce evidence.
More effective communication
Enhanced correspondence, review and transmittal management created clearer accountability across internal, EPC and vendor teams.
Controlled migration
Legacy documents were moved through governed mapping and validation processes, enabling a smoother transition with minimal operational disruption.
Operations-ready asset information
Approved as-built records could be promoted into asset context with project lineage intact, supporting retrieval, maintenance decisions and future brownfield work.
What made the transformation effective
- The information lifecycle was designed around real engineering and document-control responsibilities, not around repository folders alone.
- Project work in progress and authoritative master records were deliberately separated, with a governed promotion path at handover.
- Security and external collaboration were built into the organizational model rather than added after implementation.
- Migration included mapping, cleansing, validation and reconciliation, treating data quality as part of the transformation.
- The solution combined a proven Hyland Alfresco foundation with TechTiera's pre-built engineering information model, workflows and migration capability.
