Wilson O'Toole

Phone: 403-***-****

Cell: 403-***-****

** *********** ***** *.*

Calgary AB

T3J-3M2

Experience

**** - **** ***** ***.

Senior Document Controller

Highly motivated, well organized, responsible Senior Document

Controller. Primary responsibilities include managing engineering

and construction documents (drawings, specifications, RFI, TDRs,

etc.), incoming and outgoing project documentation, and

coordination with project team members as well as various

administrative tasks.

Has a good understanding of engineering documentation flow

processes, strong organization and problem solving skills, a

professional attitude and excellent work ethics.

Manage and continually develop/improve the document control program

primarily through the use of the EDW and DMS

Educate and train project team in the utilization and adherence to

the document control processes

Continual improvement of document management procedures

Work with other Document Control Coordinators

Manage multiple EPC projects on an ongoing basis

Did a month shift in Fort McMurray at the Kinosis and Long Lake

sites. Brought back excellent lessons learned for our team.

Ability to work with minimal supervision and strong initiative

qualities

Experience working in a project team environment demonstrating

strong communication skills as well as the ability to act as the

primary contact with off-site storage providers for project teams.

2011-2012 North West Partnership

Document Control Professional

Reporting to the Manager - Document Control, the Document Control

Professional was accountable for developing processes and

procedures for projects document tracking and distribution

management in accordance with the project's Document Management PPM

(Project Procedures Manual). The Document Control Professional, in

conjunction with the Manager - Document Control, act as a gate

keeper for distributing Issue for Construction (IFC) documentation.

A strong interpersonal and communication skill was used to liaise

with Engineering Procurement & Construction (EPC) and Suppliers of

Choices (SOC) contractors. A thorough understanding of project

documentation/ information flow was implemented to develop the

grass roots system for a refining company and green field project

Knowledge of operations, project and engineering document flow,

both hard and electronic copies

Completed four audits for the independent auditors to enable the

project to be sanctioned by North West Upgrader and CNRL board of

directors. This consisted of thousands of documents that needed to

be submitted via transmittals

Set up and maintained user names and passwords for 40 FTP sites for

contractors use

Trained, in conjunction with the business analysis, engineers on

Brava and CS10 open content server ( a markup tool used to mark up

engineering drawings that sits on top of CS10 - open text content

server)

Familiarity with document management systems

Demonstrated good judgment in problem solving and timely

decision-making

Proficiency in the use of computer programs, word processing,

databases, Excel, e-mail and the internet to the

intermediate/advanced level (capable of using a large number of

functions and feels confident using the programs)

Ability to meet deadlines while maintaining attention to detail and

data accuracy

Strong time management skills coupled with the ability to work

independently and in an organized manner

A team player: willing to continuously and proactively collaborate,

share, and seek information and guidance

2009-2011 Alliance Pipeline Ltd

Lead Document Controller and Records Business Analysis

Implement MS Share Point for Document Control as a project team

Lead Document Controller for MS Share Point

Provide training on Hummingbird DM and RM (EDMS)

Set up clients on Netlabels.com and provide training

Classify all incoming electronic records going into DM from

DiscoAim as per the Corporate Records Classification and Retention

Schedule. DiscoAim is a disconnected system used by field

employee's to send in electronic files. It synchronizes with head

office every evening.

Delivers corporate records/document control services to Alliance

Pipeline.

Advises on best practices for records/document control for project

and corporate information retention.

Liaises with operations and business departments to support

records/document control and advises the business on an appropriate

control path forward.

As a project resource, assists in impact analysis of adding or

modifying existing information control practices and procedures

Familiar with setting up ECM preferences/defaults, exporting search

results, navigating through different screens

Provide guidance to business areas regarding Records Retention

Policy and Retentions. Assists business areas in records

compliance activities

Identify areas of nonconformance to Information Management for

resolution

Coordinate reproduction of documentation

Scan and capture electronic records in the DM Administration Tool

Send large scanning project to outside vendor for scanning with the

aid of transmittals

Update and file standards (ASME, CSA, ISO).

Working on a project to get all corporate standards available on

line

Sent to Alliance Pipeline Eden Prairie Minnesota Office for 3 days

because their lead Document Controller and Records Analysis quit

her job and had not documented any procedures. They were moving and

did not know what to do with their electronic and paper records. I

provided training on their MS SharePoint team site, Hummingbird DM,

Hummingbird RM and trained the office staff on how to send

information offsite to Iron Mountain. To do this I created Alliance

Pipeline Transmittal, Iron Mountain Upload Transmittal and Alliance

Pipeline Upload Sheet (network performance in not optimal in Eden

Prairie so I got them to send the upload sheet to us in Calgary for

a bulk upload into Hummingbird RM). I documented all procedures for

their future reference. The trip was a total success and all

documents and records are where they should be. If I had not gone

to help them there would have been approximately 400 duplicate

records in Hummingbird RM and at Iron Mountain.

2008-2009 Petro Canada Oil Sands Ltd, Calgary AB

Document Management Coordinator Consultant

Worked on Fort Hills south project that included but not limited to

quality checking various engineering documents in Mclaren (EDMS

System) for eight different engineering firms. All correspondences

were done with the aid of transmittals.

Run reports to see what was registered and what was not in our Tag

and Document Registry system and act accordingly to get

unregistered tags and documents registered.

Answer questions from engineering firms and resolve issues.

Made up a distribution matrix for team lead to do reporting.

Was responsible for all Confidential Syncrude incoming files. This

included having them scanned to PDF format and loaded into the

corporate repository Webtop. Restructured the entire folder

structure for Syncrude files in Webtop.

Worked on a project to move all redundant files in folders of

Mclaren to new folders in Mclaren then delete old folders.

Publish Information Management Bulletins and Project Leadership

Team Bulletins to Mclaren.

Moved to the north project of Fort Hills in August and was

responsible for SNC Calgary doing much the same as noted above for

the south project. Again, all correspondences were done with the

aid of transmittals.

Worked on Management of Change project to organize all MOC binders,

index them and load index into Webtop.

In October was the core person for the gathering of all Imperial

Oil Ltd Kearl Pipeline Project files (hard copy and electronic) to

hand over to IOL when the pipeline deal did not go ahead. This

included working with legal, engineering, IT, records management

and various levels of management.

Worked on the Refinery Conversion Project located in Edmonton.

Responsible for quality checking a percentage of documents before

we do final hand over to the refinery in Life Cycle Server (gets

feed from e-warehouse). Responsible to trouble shoot undeliverable

documents going to the refinery in Life Cycle Server. Figure out

the issues and fix them as needed. This requires excellent trouble

shooting skills.

2004 - 2007 Shell Canada Limited, Calgary AB

Retailer Website Business Analyst

The Retailer Website, hosted in Livelink, is the primary daily

business tool for Shell Canada's company-owned service stations.

This heavily used and aggressively maintained site is fully

bilingual (English and French) and contains more than 1,000

documents including product information, training, policies,

manuals and daily, weekly and monthly business reports.

Responsibilities included:

Daily - Receive/gather material from various business content

owners.

Convert as necessary, post to staging site, acquire final approval

from individual content owners.

Post to live website.

Receive, log and track all new content placed on the website.

Manage content removal and archiving as required.

Ongoing administrative work related to the website.

Develop ways to streamline content posting processes for the

website.

Liaise regularly with website manager and website content owners.

Keep the site's back-up staff familiar with content posting

activities by assigning them frequent posting duties.

1997-2004 Shell Canada Limited, Calgary AB

Document Management and Library Services

Search and retrieve from various client/server, PC, or imaging

databases.

Validate questions, investigate and resolve problems, and utilize

appropriate resources.

Audit microfilm database to ensure data integrity.

Management of seismic records and seismic printing to send to end

client.

Execute information dispositions according to policy published in

the Retention and Vital Records Protection Manual.

Maintain standards and procedures related to Records and Image

Management principles. Identify issues and recommend improvements as

required. Assist with development of indexing procedures.

Orient, train and coach file clerks, internal clients and outside

auditors in Records and Information Management policy and

procedures.

Design and implement electronic forms on Shell Intranet.

Knowledge of search techniques for multiple databases (Livelink,

Marvel, Scribe, Access, FRCI, JDE, FIRS, YAMS, Canofile, Box

Inventory Mgmt System)

Team Lead for divestment of Shell files to Apache.

Beta tester for Livelink introduction to Shell Canada.

1996 - 1997 Shell Canada Limited, Calgary AB

Rail Dispatcher Distribution West

Generating and following budget accountability criteria.

Fuel product knowledge, inventory management and time management.

Daily interaction with customers, loading facilities and railways.

Delivery and forecasting/scheduling.

Monthly - reconciled Shell railcar fleet to optimize fuel movement.

Distribution Operations Railcar experience.

1989-1996 Shell Canada Limited, Calgary AB

Facilities and Services

Daily coordination of small and large projects with tight

timelines.

Flexibility and adaptations are a must, in such an environment, in

that it can be highly stressful.

Manage, direct, supervise and organize contract staff activities

and time schedules.

Responsible for obtaining most cost effective, efficient and timely

shipments for staff across Canada.

Manage and administrate the outside contractors for facilities

loading dock.

Logistics Team member for Disaster Recovery Program.

Configured wiring closets and vertical cabling to desktops for

large office moves.

Education

First Aid CPR Heart Saver - March 2007.

Computer Networking Certificate - Southern Alberta

Institute of Technology - April 2003.

HTML and Web Page Design - Metafore - Jan 2001.

Records and Information Management Certificate - Calgary

Board of Education - Feb 2000.

Network Cabling Certificate - Southern Alberta Institute

of Technology - Feb 1999.

Principles of Buying - University of Calgary - 1994.

Software

Smart Plant Foundation

Livelink

MS Sharepoint

CS10 - Open Text Content Server

Brava

Hummingbird DM - RM

Life Cycle Server

Mclaren

Webtop

Documentum

Marvel

Scribe

Word

Excel Level 1 and 2

PowerPoint

Access

Dreamweaver Level 1 and 2

HTML Level 1 and 2

Adobe Acrobat Distiller and Writer

PhotoShop

JDE

BOSS

Realistic

Remedy

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