DocuDriven Services Provided:
Physical Records Inventory Analysis, Records Management Consulting, Records Digitization, Large Format Scanning
Challenge
PetroCard maintained a very large storage room containing hundreds of boxes, filing cabinets, binders, and large-format plans accumulated over time. While a smaller part of the storage area had already been organized, many hundreds of boxes had yet to be inventoried and categorized. Additionally, PetroCard wanted to use the storage area for more important purposes other than just storing records.
PetroCard’s parent company was improving their own Records Management policies and procedures, including an updated records retention policy, by department , and they wanted PetroCard to follow suit.
PetroCard needed to decide what to scan, what to shred, and what to continually store – if needed. All options were on the table, but they just needed to get this project done. They didn’t have anyone with the time or the vast range of expertise to clearly identify what they had, categorize it, inventory it and present it in a manner where they could quickly implement new records into a streamlined process so they were not in this situation again.
Solution
PetroCard found DocuDriven by researching document (records) scanning companies online. Within just a few short weeks, DocuDriven executed an on-site “Storage Room Records Management Cleanup Project”. It was agreed that a fixed-price engagement type project would focus on understanding and documenting the records environment in PetroCard’s Storage Room.
Key activities included:
- Assigning defined Inventory Areas across the storage room
- Reviewing all record containers (boxes, filing cabinets, binders, large-format plans)
- Categorizing records using PetroCard’s approved Record Type Categories
- Assigning and labeling each container with a unique “Container ID”
- Creating a detailed Inventory List (using Excel for this specific project) with container type, year (if known), record category, and retention period
- Delivering a summary report showing record counts by category and retention status.
The onsite work was completed within two days, with offsite reporting finalized within one week.
Result
The project provided full visibility into previously unmanaged records, improved storage room organization, and reduced compliance and over‑retention risk. It also established a defensible inventory baseline and positioned PetroCard for scanning, updates, and provided insight needed to confidently plan next-phase records initiatives. Notably, after the initial Storage Room Records Management Cleanup Project, PetroCard was able to use DocuDriven for continued scanning and shredding tasks.
Testimonial
“I was impressed with the thoroughness of the inventory and the professional manner in which you conducted the inventory analysis.”
“Having you make it here so quickly once we made the final decision to have you come and inventory and categorize our hundreds of boxes for us was wonderful.”
– Cliff Black, PetroCard Project Sponsor
“It was a pleasure working with both of you. I was impressed by the detailed inventory report you produced—especially how clearly it was organized by document type. The added link to photos of the front of each box was an unexpected and very helpful touch.”
– Lisa Andrus, PetroCard’s Parent Company’s Records Information Manager
The DocuDriven Difference
DocuDriven prioritizes clarity before action. Our phased, compliance‑driven approach gives organizations a clear understanding of their records before committing to scanning, offsite storage, or destruction—minimizing risk, cost, and uncertainty.
This is what we do. Every day. Our experts cut through the clutter to give you an understanding of what you have. With the time to focus and the right people to help you reach your goals – on time and on budget.
About DocuDriven
DocuDriven helps organizations manage physical and digital records through inventory, retention alignment, scanning, Record Information Management integration, and secure destruction, delivering practical, defensible information governance solutions.
