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Energy · Oil and gas upstream and midstream
Well files and asset records pile up across field crews, service companies and project folders, so engineering and operations teams spend time searching instead of deciding.
Document types we handle
The short answer
Operators give teams reliable access by capturing well files, drilling reports and asset documentation the moment they arrive, classifying and indexing each one to the right well automatically, and making the result directly searchable instead of locked behind an archive request. Well and asset data handled this way means engineers spend their time on production and maintenance decisions, not document searches.
Well and asset data access is the digitization, classification and organization of well files, drilling reports and asset documentation an operator collects so engineering and operations teams can reliably find and use it for production planning and maintenance decisions.
Who it’s for
Engineering, production and operations teams at oil and gas operators.
What changes
Engineers search and retrieve well records directly, instead of waiting on an archive request.
Proof
Lease, right-of-way and production files became immediately accessible for an operator with $4.3B in supported assets. See the work
A production call, delayed
It breaks down the moment a well file exists somewhere, but nobody can say exactly where.
From an engineering desk
A production engineer needs a well’s original completion report to decide on a workover. The file was scanned years ago, but no one remembers which shared drive it landed on, or whether it was ever scanned at all.
A call to the field office turns up a paper copy, eventually, after two days. The workover decision, and the production it would have protected, waits the whole time.
Multiply this across an asset base with thousands of wells, and content sprawl isn’t an inconvenience, it’s a direct drag on how fast the team can respond to what the field is telling them.
The document pattern
Every well file moves through three stages: well file creation, classification and indexing, and engineering and production access. Each stage has a friction point, and each friction point has a downstream cost.
Friction
Drilling reports, well logs and completion records arrive from field crews and third-party service companies in different formats.
Cost: Content sprawl
The same well’s history ends up split across shared drives, paper files and whoever last touched the project.
Friction
Staff manually sort and index well files by hand to make them findable later.
Cost: Lost time searching
An engineer spends hours finding a well file instead of minutes, delaying a production or maintenance decision.
Friction
Engineers request a well file from whoever controls the archive and wait for a response.
Cost: Delayed decisions
A production planning or maintenance decision waits on document access, not on the engineering itself.
At every stage above, a person is still searching for the file by hand.
Why now
Regulators have already proven the model at massive scale, and the industry’s own filing requirements point the same direction.
Nearly a century’s worth of well records, hearing files, permits and reports are now searchable online. Source: Railroad Commission of Texas.
The Texas Railroad Commission surpassed 100 million oil and gas records digitized as of February 2026, including well records, hearing files, permits and reports, nearly a century’s worth of documents now searchable.
Source: Railroad Commission of Texas.
Texas has required operators to file well logs electronically through the Railroad Commission’s Digital Well Log Submission system since September 2018, confirming the industry’s own direction.
Source: Railroad Commission of Texas.
Well and asset records are useful for the operating life of the asset, often decades, which means a well file created on paper in one era has to stay accessible to engineers working in a very different one.
Source: industry asset-lifecycle practice.
How we help
We’re the content foundation layer between your content platform and your engineering and production systems, so every well file is captured, indexed and directly searchable.
We capture well files, drilling reports and asset documentation from field crews and service companies into one managed intake process.
Oil and Gas Scanning →Box AI Extract Agents classify each document and match it to the correct well or asset, scoring each for confidence.
Data Refinement Services →Validated documents land in Hyland OnBase or Box, indexed to the well or asset with access controls, retention and an audit trail.
Content Management Solutions →Box Automate makes well records directly searchable for engineering and production teams, with access controls in place instead of an archive bottleneck.
Data-Driven Workflow and Automation →| Stage | Manual process | With DataBank |
|---|---|---|
| Intake | Drilling reports and well logs arrive from field crews and service companies in different formats | One managed intake process across every well file source |
| Refine | Staff manually sort and index well files by hand | Documents classified and indexed to the right well automatically, with low-confidence matches sent to human validation |
| Manage | Well files spread across shared drives, paper archives and project folders | One governed record per well in Hyland OnBase or Box, with retention and an audit trail |
| Activate | Engineers request a file and wait on whoever controls the archive | Engineering and production teams search and retrieve well records directly, with access controls in place |
By role
A well and asset data decision crosses program, IT, legal, leadership and corporate development. Each role starts with a different question.
Engineering and production program directors
What you’re weighing
How much production and maintenance planning is slowed by hard-to-find well documentation.
How DataBank addresses it
We take well-file sorting and indexing off your team’s desks, so engineers search and retrieve records directly instead of waiting on an archive request.
Request a well and asset data workflow assessment →IT and systems integration leads
What you’re weighing
Integration effort and whether this replaces or connects to the engineering and production systems already in use.
How DataBank addresses it
We integrate with the engineering and production systems your team already runs; we don’t replace them.
Talk to an energy specialist →Land and legal counsel
What you’re weighing
Whether well records can be produced quickly and completely if a regulator or a counterparty requests them.
How DataBank addresses it
Every well record carries its source and handling history, and is retrievable directly instead of depending on institutional memory.
Read about security at DataBank →Operations and engineering executive sponsors
What you’re weighing
Whether better well-file access speeds up production and maintenance decisions across the asset base.
How DataBank addresses it
The same approach made lease, right-of-way and production files immediately accessible for an operator with $4.3B in supported assets.
See how it’s worked →Corporate development and vendor contracting leads
What you’re weighing
How fast a well and asset data engagement can stand up across a large, geographically spread asset base.
How DataBank addresses it
We scope against your real well count and document volume, and move quickly regardless of asset footprint.
Talk to an energy specialist →Outcomes
Engineering and operations teams start from a searchable record, so production and maintenance decisions move faster.
Engineers search and retrieve well records directly, instead of waiting on an archive request.
Well files are indexed to the right well automatically, instead of split across shared drives and paper.
A complete well record can be produced quickly, without depending on institutional memory.
Less searching, less requesting and fewer delayed decisions waiting on document access.
Operator experience
A real, already-published DataBank engagement shows the capture and access work this use case depends on.
Operator experience
Challenge
Land and well files were hard for production teams to access.
Result
Lease, right-of-way and production files became immediately accessible, supporting $4.3B in energy assets.
Read the Merit Energy case study →Security and compliance
Well and asset records stay under documented custody from the field or service company to the governed record, with access controls, audit trails and retention enforced on the platform.
Chain of custody
Every handoff logged, paper and digital, from the field or service company to the governed record.
Access controls
Role-based permissions, so staff see only the wells and assets they work.
Audit trails
Every view, edit and routing step recorded.
Retention
Retention schedules applied on the platform and enforced by rule.
Hosting
Your platform, your cloud tenant or The DataBank Cloud, agreed with your IT team at scoping.
Frameworks and certifications
Getting started
We scope against your real well count and document volume, then move quickly regardless of asset footprint.
Talk to an energy specialistFAQ
It removes the manual steps between a well file arriving and an engineer finding it. Drilling reports, well logs and completion records are captured, classified and indexed to the right well automatically, so production and engineering teams search and retrieve records directly instead of requesting them from an archive.
Yes. Drilling reports, well logs and completion records from any source are captured into one managed intake process, classified and indexed to the right well.
No. Your engineering and production systems stay the system of record. We integrate capture, validation and workflow with the systems your team already uses.
Yes. Well and asset records stay useful for the operating life of the asset, often decades, and historical paper files are captured and indexed the same way as current records.
Hosting is agreed during scoping to match your company’s security requirements. Content can stay on a platform you already run, in your own cloud tenant or in The DataBank Cloud, our managed hosting environment.
Start with this week
Bring your well count, your current document systems and where your biggest access gaps sit. An energy specialist will walk through what it would take to fix it.
Talk to an energy specialist