PetroCard Case Study
PetroCard Storage Room Records Management Cleanup
Table of Contents
Challenge
PetroCard maintained a large storage room with hundreds of boxes, filing cabinets, binders, and large-format plans accumulated over time. A smaller portion had already been organized, but many hundreds of boxes still needed to be inventoried and categorized — and PetroCard wanted to reclaim the space for more important use.
PetroCard's parent company was rolling out an updated records retention policy by department, and wanted PetroCard to follow suit. That meant deciding what to scan, shred, or continue storing, but PetroCard had no one with the time or expertise to identify what they had, categorize it, and set up a process that would keep new records organized going forward.
Solution
PetroCard found DocuDriven by researching document scanning companies online. Within a few weeks, DocuDriven ran an on-site Storage Room Records Management Cleanup Project as a fixed-price engagement focused on understanding and documenting the records environment in PetroCard's storage room.
DocuDriven assigned inventory areas across the room and reviewed every container — boxes, filing cabinets, binders, and large-format plans — categorizing each using PetroCard's approved record types and labeling it with a unique Container ID. The team built a detailed inventory list capturing container type, year, record category, and retention period, then delivered a summary report showing record counts by category and retention status. The on-site work was completed within two days, with offsite reporting finalized within one week.
"I was impressed with the thoroughness of the inventory and the professional manner in which you conducted the inventory analysis.”
ClIFF BLACK
PROJECT SPONSOR
PETROCARD
Result
he project gave PetroCard full visibility into records that had accumulated for years without a clear system. Everything is now organized by category, labeled with a unique Container ID, and backed by a detailed inventory list showing what's stored, how old it is, and how long it needs to be kept.
That visibility gave PetroCard a defensible inventory baseline for compliance purposes, a clear picture of what to scan, shred, or continue storing, and freed up office space that had been tied up in unsorted boxes for years. Notably, PetroCard has since brought DocuDriven back for continued scanning and shredding work.
The DocuDriven Difference
At DocuDriven, we specialize in turning a "room full of boxes" into a managed digital asset by prioritizing clarity before action. For PetroCard, we started with a Physical Records Inventory Analysis and Consulting to help them understand exactly what they had before committing to Digitization or Large Format Scanning. Our expert team mobilized quickly to cut through the clutter, categorizing hundreds of boxes to decide what to scan, shred, or store. By providing a clear, photo-linked inventory report, we freed up their valuable office space and delivered a sustainable records system on time and on budget.
"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 PARENT COMPANY’S
RECORDS INFORMATION MANAGER
About DocuDriven
DocuDriven optimizes the value of your records, delivering expertly designed solutions — on-time and on-budget. Whether you have decades of paper boxes, large format blueprints, or dormant/unstructured data, we help you cull out what you don't need and make your vital data searchable and easy to find.
When records accuracy, accountability, and scale matter, organizations choose DocuDriven.