ADNOC: From Nothing to Role Model for Records Management in The Gulf Area

Conference 2010 S17 - Tuesday 9.05am

This presentation has as its central theme the experience of introducing Records Management principles and practices into the Abu Dhabi National Oil Company ADNOC over a prolonged period of time and the change and transformation to record keeping that this has promoted. The three principle areas included to encompass this change are:

The development of a Corporate Archive,
The introduction of a Records Management Program (RMP) for record administrators,
The development of a corporate software system (Records & Information Management System - RIMS) to manage Records Management processes.

The synopsis of each area is as follows:

The Corporate Archive

Design complies with ADNOC Corporate Health, Safety and Environment standards,
Uses flexible and robust mobile racking systems which are stacked with 30,000 plus ADNOC Standard Archive Containers (ASAC), and hundreds of direct shelving mobile racking facilities,
Currently houses 700,000 plus Records, from ADNOC and affiliated companies,
Ergonomically designed interior provides healthy and clean workspace,
Environmental protection provided by a centrally controlled and calibrated air conditioning system that protects records from adverse heat and humidity,
Fire Safety provided by an automated control system using industry standard environmentally friendly ‘Inergen Gaseous Extinguishing System’,
An Access Security Monitoring System restricts unauthorized access to the facility,
Access to all internal storage vaults is further restricted by a Card Reader System,
Mobile Racking System to maximise storage space and facilitate easy access,
Custom designed ADNOC Standard Archive Containers used to store records,
Flexible shelving allows records of different formats and dimensions to be securely housed,
Separate storage areas for Transit and Disposal records.

The Records Management Program (RMP)

The Records Management Program (RMP) introduces organisational control over records throughout their life cycle,
The RMP sets a coordinated program of standards and procedures for Records custodians to follow,
RMS Department manages programs directly within ADNOC departments, and assists / coordinates with ADNOC affiliate companies.

Development of Records & Information Management System – RIMS

Custom developed in coordination with ADNOC Information Systems & Technology Division,
Supports workflow management, process control, and logistics,
User and Organisation based data security,
Bar-coded Records Inventory and Location Management for unique Record identification and referencing,
Transactions of Archive Retrieval / Return processes are flawlessly managed,
Capability built to classify records and implement Retention Scheduling,
A web interface is envisaged in the next release which will be extended to all ADNOC affiliated companies.

Ismail Maraie, Abu Dhabi National Oil Company (ADNOC)

Ismail Maraie, Abu Dhabi National Oil Company ADNOC Ismail Maraie is the head of the Corporate Archive Section in the Abu Dhabi National Oli Company ADNOC. He has 26 years of experience in Records Management, and has been actively involved in... more...

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