Project Management in the Oil and Gas Industry

5.9 Document and Information Transfer
The correspondence between the owner and the engineering office or the 
contractor is of paramount importance in any project transfer of corre-
spondence and the speed and accuracy of response from the right person 
represents the most important thing to customer satisfaction. As we have 
stated before, all three parties are a customer and a client at the same time, 
so the movement of documents among the parties is extremely important 
for each one.
The following figures present an example of documents movement, but 
they vary from company to company. Figure 5.10 shows an example of the 
movement of correspondence within one of the companies, which achieves 
the ISO specifications.

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We find that the movement of documents must be integrated and any 
document that enters the company should have a reaction that leads to a 
response to that document. In the end, the document will be saved. The 
complete integrated system is not allowed in a document transmitted and 
there is no response in any case.
5.10 Information 
Transfer
The transfer of information is of great importance, since this is a time 
of rapid information transfer and information technology, in particular 
with the development of the use of computers. To ensure that information 
will be transmitted fast and accurately, a strong procedure needs to be 
established in order to avoid any defect in the information transmission 
system.
Figure 5.10 Information transfer.
Information from client
Project Mgr.
Civil dept.
Mech. dept.
Elec. dept.
Verify
information
Record it
Not correct information
Correct information

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Project Management in the Oil and Gas Industry
This shows the shape of the movement of information received by the 
project manager from the owner. The project manager receives informa-
tion and distributes it to the heads of departments involved. The infor-
mation will be reviewed and compared with previous projects and it will 
identify the degree of accuracy of such information.
If, after review, some errors in the information or inaccuracies are found, 
a report for the project manager is to be prepared, who, in turn, sends it to 
the client for review. If the information is sound and the project manager and 
director of the department are concerned to keep such information in a man-
ner, to protect them from loss or damage which are registered on a special list.