After a corporate separation, our client, a newly independent North American pipeline operator, inherited thousands of controlled documents that still carried the former parent’s terminology, references, and templates.
The challenge
Refreshing the library by hand was slow, inconsistent, and error-prone. And because these are controlled documents, every change had to be auditable under tracked changes to satisfy document governance, which ruled out blunt find-and-replace approaches.
The approach
Intelbyte built an automated refresh pipeline that processes controlled documents in batches, with every action recorded the way document control requires.
Standardize terminology
Applies the operator’s terminology and template replacements consistently across every document in the batch.
Resolve references
Checks controlled-document references against the master document list and repairs them, and cleans up regulatory and external links along the way.
Keep it auditable
Writes every edit as a tracked change attributed to the refresh process, and extracts glossary terms for the document set.
Results
Hundreds of controlled documents are processed per batch instead of one at a time, and every edit lands as a tracked change attributed to the refresh process, giving document control a clear audit trail.
The team is freed from repetitive find-and-replace and reference clean-up, and the refresh is repeatable whenever standards change again.