Natural Gas Infrastructure Firm Modernizes Records Management Processes for Future Growth and Compliance Client Snapshot Profile This client is a U.S.-based natural gas infrastructure firm considered an industry leader in building and operating facilities that heat and fuel the nation’s clean energy economy. Client Situation The client’s IT team needed to centrally store and allow advanced search and discovery of their pipeline operations files from new project establishment to ongoing maintenance, built on a cloud-based records management platform that could scale storage space and ensure accurate data hierarchy tagging for compliance. Work Performed Protiviti introduced a solution of strong UX/UI design, Power Platform, Azure, AI, custom development, and a Microsoft content AI readiness plan; parallel workstreams included solution design, third-party system integration, record tagging, and document migration for the operations repository platform. Outcome/Benefits The client has now designed and built a custom document repository solution tied to its unique asset hierarchy, improving accuracy of record tagging and discovery. This ensures the client remains compliant in the highly regulated energy and utility safety industry and prepares them for future-state AI enablement. As a leader in the highly regulated energy industry, this client’s Information Technology (IT) team was struggling with how to design and implement a M365 and Azure solution to centrally store documents, allowing advanced search and discovery of its operations files, from new projects to ongoing maintenance. With tens of millions of existing and new files, the team needed a repository that would consolidate content, integrating it with its line of business systems and its existing asset hierarchy. The primary challenge was scaling the solution to allow upwards of 100 million documents for the future enterprise-wide deployment, which involved handling vast amounts of data securely and ensuring seamless integration with existing systems and identifying multiple advanced migration scenarios to populate the system from existing technical and physical locations. This also included the planning for AI integration via automated metadata extraction and LLM integration with the documents in the repository.A three-phased strategyFollowing discovery, we determined the project would consist of multiple tracks of build and migration, using three different delivery models to successfully analyze, plan, and build the new operations document repository and migration of operations content to Microsoft 365 (M365).Protiviti designed for M365 and Azure, including a structured Teams environment for governance, integration into their master data system, unified search, and a migration plan to populate the repository with the appropriate documents. The project tracks included:Track 1 – Operations Teams Workspaces discovery and designBringing Protiviti’s UX/UI and M365 expertise to design modern, effective Teams Workspaces unique to the Operations department requirements.Track 2 – Migration analysis and planningDiscovery and analysis of existing operations content in multiple source repositories and recommending tool(s) and processes for migration including AI automated metadata extraction.Track 3 – Operations repository implementationImplementation of the approved design of the operations repository in SharePoint Online and Azure including custom SPFx development and integration with line-of-business systemsGetting to workWe introduced a holistic approach that included strategic planning, technical expertise, and change management:Technical execution: We began with a thorough assessment of existing digital infrastructure to ensure compatibility and smooth integrations, developing custom scripts and tools to automate much of the data migration process and minimized errors during data transfer. We built an integration layer on Azure that sat between multiple source systems and SharePoint Online to funnel documents through and perform metadata management both manually and automatically via the new integration layer. This allowed us to handle the scale of uploading large batches of files to SharePoint. We also built a modern end user experience in SPFx on SharePoint for searching and sorting capabilities from such a large repository. Risk management: Understanding the risks associated with large-scale data build and migration, the team implemented robust security measures to protect sensitive information during and after the transfer. This included automated code deployment and strong security within Azure for the integration layer. Training and support: To address the migration’s human aspect, testing and education programs were tailored for different user groups within the organization, delivered through webinars, face-to-face workshops, and detailed manuals. Separate workstreams were established for each of the three project tracks. For Track 1, we:Configured and implemented the approved design based on SPFx web parts for Operations Teams collaboration and discoveryCreated testing scripts for end users and admins and tracked issues and enhancementsFinalized site map and navigation and established an organizational change management plan for launchFor Track 2, we:Performed detailed analysis in preparation for migrationsEstablished migration technical architecture across multiple migration servers using automated migration functionality through Azure pipelinesPerformed functional testing and production pilot migrations from source data to SharePoint OnlineAnd, for Track 3, we:Developed a strong backlog and executed sprint planning based on the custom development plan for the new operations document repositoryConfigured and implemented the approved design of the repository in Azure and SharePoint OnlineCreated and executed end-user and admin testing Implemented the organizational change management plan and launched the new Repository to the operations teamMaintained backlog for enhancement requests which now includes integration with new source systems for more automated document uploads Mission accomplishedThe client now has a new location to maintain documents by their asset hierarchy, improving the accuracy of record metadata tagging, and providing a better employee experience for collaborating in Teams. The solutions delivered ensure the client remains compliant in the highly regulated energy and utility safety industry as it tackles architecture planning for future-state AI enablement. Benefits include:Enhanced operational efficiency: With SharePoint Online already fully migrated into its operations, the client experienced noticeable improvements in workflow efficiencies thanks to better discovery tools and streamlined access to information via the new RepositoryRemoval of technical debt: SharePoint 2016 was a key repository used by the client with infrastructure and maintenance costs to be maintained. Through data migrations, this platform is on the path to decommissioning.Empowered employees: The new repository provides a central place for employees to find materials that they used to have to scour physical and digital locations with the hope of finding anything.Throughout the project, we were able to alleviate capacity constraints from critical client IT resources, allowing them to focus on other key initiatives within the organization. The client’s IT team led oversight of the approach and architecture determinations, with our project team executing and driving the migration efforts. The commitment and collaboration from across the client’s organization provided invaluable insights critical to the success of the project. The solutions delivered ensure the client remains compliant in the highly regulated energy and utility safety industry, providing increased efficiency and productivity with greater accuracy. Topics IT Management, Applications and Transformation We recommend these resources Pro Briefcase Microsoft Consulting Solutions Modern organizations enhance employee collaboration, automate inefficient processes, and modernize their applications and infrastructure while also protecting and securing data and assets. With Microsoft, Protiviti is transforming and securing the digital workplace for the future. Pro Document Consent Oil, Gas & Mining We are deeply embedded in the Oil & Gas and Mining business. Our global industry team is geographically dispersed in the key O&G and Mining business centers around the world, which enables constant contact with the major players in the industry. Pro Document Stack Power, Utilities and Renewables We align very well to the Energy Transition given our focus on sustainability and innovation. Embracing this shift is critical to consumer confidence, investor expectations, and overall success and we are driven to help our clients throughout.