Use Case: How GERTY AI Store Could Revolutionize EHS Documentation in the Energy Sector

This use case explores how GERTY AI Store could transform fragmented EHS documentation systems into streamlined, intelligent knowledge bases for energy companies with operations across multiple locations. See how this solution could drive significant improvements in compliance, efficiency, and safety culture.

The Documentation Challenge

Energy companies typically face numerous challenges with their EHS documentation:

• Fragmented storage: Safety documents were scattered across network drives, email inboxes, local computers, and paper files.
• Version control issues: Multiple versions of the same procedures existed, creating confusion about which was current.
• Difficult access: Field workers struggled to quickly find relevant safety information when needed.
• Inconsistent formats: Documents varied widely in format, structure, and terminology.
• Compliance gaps: Tracking document reviews and updates for compliance purposes was largely manual and error-prone.

"Documentation systems often evolve organically over years," explains an EHS Director at an energy company. "As organizations grow from single-location operations to multiple facilities across different regions, documentation practices don't scale effectively. Teams end up spending more time managing documents than using them to improve safety."

Implementation Approach

An energy company could adopt a phased approach to implementing GERTY AI Store:

Phase 1: Document Assessment and Planning (Weeks 1-4)

The implementation began with a comprehensive assessment of existing documentation:

• Inventory of all safety documents across the organization
• Classification of document types and priority levels
• Development of standardized document templates and metadata schema
• Creation of document ownership and review workflows

Phase 2: Core Implementation (Weeks 5-8)

The second phase focused on setting up the GERTY AI Store system:

• Deployment of the GERTY AI Store platform
• Configuration of user roles and permissions
• Integration with existing systems (including their incident management system)
• Initial migration of high-priority documents
• Training for the core EHS team

Phase 3: Full Migration and Rollout (Weeks 9-16)

The final phase completed the transition to GERTY AI Store:

• Migration of all remaining documents
• AI-assisted document standardization and enhancement
• Training for all users across the organization
• Decommissioning of legacy document storage systems
• Development of metrics to track system effectiveness

The AI Difference

What set GERTY AI Store apart from traditional document management systems was its domain-specific AI capabilities:

Intelligent Document Processing

When an energy company uploads their existing documents, GERTY AI could automatically:

• Classified documents by type (procedures, policies, permits, training materials, etc.)
• Extracted key metadata such as applicable regulations, hazards addressed, and required PPE
• Identified inconsistencies between similar documents from different facilities
• Flagged outdated references to superseded regulations or standards

"The system could immediately identify procedures that reference outdated OSHA standards," notes an EHS professional. "It could even suggest the current standards that should be referenced instead."

Natural Language Search

GERTY AI Store's search capabilities go far beyond keyword matching:

• Conversational queries: Users could ask questions like "What PPE is required for confined space entry?" and receive relevant document sections
• Context awareness: The system understood industry terminology and relationships between concepts
• Cross-document insights: Search results could span multiple documents to provide comprehensive answers

Compliance Intelligence

The system could actively support compliance efforts:

• Automated review scheduling based on regulatory requirements and company policies
• Regulatory change monitoring with alerts when documents might be affected by new or changed regulations
• Gap analysis to identify missing documentation required by applicable regulations

Results and Benefits

Six months after full implementation, an energy company could expect to see significant improvements:

Efficiency Gains

• 85% reduction in time spent searching for safety information
• 62% reduction in document management administrative time
• 73% faster onboarding of new safety personnel
• 4.2 hours per week saved per EHS professional

Compliance Improvements

• 100% of safety documents now on scheduled review cycles
• 98% compliance with document review deadlines (up from 64%)
• Identification and remediation of 37 documentation gaps
• Successful regulatory audits with zero documentation-related findings

Safety Culture Impact

• 68% increase in field personnel accessing safety procedures
• 42% increase in voluntary safety reporting
• Positive feedback from 91% of users on system usability
• Increased engagement in safety document reviews and updates

"The most significant change would be in safety culture," says an EHS professional. "When safety information is easily accessible and consistently presented, people actually use it. Companies could see a dramatic increase in proactive safety behaviors after implementing GERTY AI Store."

Challenges and Solutions

The implementation wasn't without challenges:

Legacy Document Quality

Many older documents may be scanned PDFs with poor quality that limits automatic processing. This challenge could be addressed by:

• Using GERTY AI's OCR capabilities to extract text where possible
• Prioritizing high-use documents for manual retyping when necessary
• Implementing a phased approach to document quality improvement

User Adoption

Some long-term employees might be resistant to a new system. This challenge could be overcome by:

• Involving key influencers in the implementation process
• Providing hands-on training with real-world scenarios
• Creating quick-reference guides for common tasks
• Celebrating early successes and sharing user testimonials

Integration Complexity

Integrating with existing systems might prove more complex than anticipated. The solution could involve:

• Working closely with the GERTY AI implementation team
• Developing custom connectors for legacy systems
• Implementing a staged integration approach

Return on Investment

An energy company could conduct a formal ROI analysis after six months:

• Direct cost savings: $245,000 annually from reduced administrative time and improved efficiency
• Compliance cost avoidance: Estimated $180,000 annually from preventing documentation-related compliance issues
• Incident reduction value: Approximately $320,000 from the 15% reduction in safety incidents attributed to improved procedure access and compliance

With an implementation cost of approximately $175,000 (including software, consulting, and internal resources), the system paid for itself in less than three months.

Future Plans

Building on initial success, an energy company could:

• Expanding GERTY AI Store to include environmental compliance documentation
• Implementing the GERTY AI Assist module to complement the document management capabilities
• Developing integration between GERTY AI Store and their contractor management system
• Creating a knowledge-sharing program with other facilities in their industry

Conclusion

This use case demonstrates how AI-powered document management could transform EHS operations in the energy sector. By implementing GERTY AI Store, companies could not only solve their immediate documentation challenges but also create a foundation for continuous safety improvement.

What starts as a document management project could become a catalyst for an entire safety program. When people have easy access to the information they need, safety becomes everyone's responsibility, not just the EHS department's.

For more information on how GERTY AI Store could transform your organization's EHS documentation, contact us for a personalized demonstration.