Oil & Gas
Email Management for Oil & Gas Operations
Capture, organize, and manage critical communications—and the documents that come with them—in Microsoft 365 to support safety, compliance, and complex operations.
Where Oil & Gas Teams Lose Control of Critical Communication and Records
Oil & gas operations depend on accurate, timely communication across teams, contractors, and partners. But email—one of the primary channels for that communication—is rarely managed as part of the official record.
Common challenges include:
- Critical operational communication is buried in inboxes
Project updates, approvals, and safety-related instructions are difficult to track across teams. - Attachments containing key documents are not consistently captured
Permits, inspection reports, engineering drawings, and contracts received via email are saved inconsistently—or lost entirely. - High volumes of email and data create information overload
Teams exchange large volumes of emails and documents daily, making it difficult to manage and prioritize information. - Information is fragmented across systems and stakeholders
Global teams, contractors, and suppliers operate across multiple systems, leading to disconnected records. - Incomplete records increase operational and compliance risk
In oil & gas, documentation is directly tied to safety, uptime, and regulatory compliance—missing or incorrect information can have serious consequences.
Bring Structure to Operational Email in Microsoft 365
Colligo helps oil & gas organizations manage email as part of the operational record—ensuring communications and attachments are captured, organized, and accessible.
- Capture emails directly from Outlook
Ensure critical communications are stored and shared across teams. - Keep emails and attachments together
Maintain complete records, including permits, safety documents, and engineering files. - Organize information by project, asset, or operation
Create a consistent structure across complex, multi-site operations. - Enable fast search across communications and documents
Quickly find decisions, approvals, and historical records. - Support compliance, audit, and regulatory reporting
Maintain complete, defensible records aligned with industry requirements. - Improve user adoption with familiar tools
Work within Microsoft 365 without introducing new systems.
How Oil & Gas Teams Use Colligo in Practice
Oil & gas organizations use Email Manager to support critical operational and compliance workflows:
- Project and asset communication management
Capture and organize communication across internal teams and external contractors. - Permit and safety documentation management
Ensure documents received via email are stored and accessible as part of the record. - Engineering and technical document coordination
Manage drawings, specifications, and updates shared via email. - Audit, compliance, and regulatory reporting
Retrieve complete communication records quickly and accurately. - Knowledge continuity across teams and sites
Preserve critical operational knowledge beyond individual inboxes.
Trusted by Oil & Gas Organizations to Reduce Risk and Improve Control
“Since deploying Colligo, we’ve found the adoption of SharePoint for document management has improved and the amount of content stored in SharePoint has increased. Case management has also improved because all legal matter, including email, is stored centrally in SharePoint. Before SharePoint and Colligo, staff had a lot of difficulty finding a document or email if the lawyer was away, and may have found it impossible if the email remained in the lawyer’s personal folders in Outlook. As everything is now properly tagged with metadata, staff can find what they need much more easily.”
Adam Davidson
Solicitor, Energy and Regulation, National Grid
“We needed a solution that would ensure our field workers have the latest content – even when in remote areas where there is no connectivity. Colligo is fast, easy to work with, and content is available offline. Importantly, it is allowing our technicians to work more safely.”
Mike Wright
Business Systems Analyst, Northpower
“Colligo has enabled the National Grid legal department to leverage the power of SharePoint in a way that is familiar and seamless to our users.”
Adam Davidson
Solicitor, Energy and Regulation, National Grid
“We have been using this since 2012 and have been able to meet our contractor requirements for our field crews to have access to Network Standards in an off-line mode…Colligo has responded to get the issue sorted and it gives confidence in the product.”
Mike Wright
Business Systems Analyst, Northpower
More great Oil & Gas resources
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Oil and Gas Records Management: Best Practices
Best practices for records management in the oil & gas industry, based on experience with 3 of the world’s top 5 oil & gas corporations.
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The True Cost of Non-Compliance
How implementing a stringent information management program can offset the staggering risks of non-compliance for a comparatively low cost
Built for Complex, High-Risk Operations in Microsoft 365
Colligo is designed to support the operational, safety, and compliance requirements of oil & gas organizations.
- Designed for Microsoft 365
- Supports records management and regulatory compliance
- Connects email and document workflows
- Improves visibility across teams, contractors, and partners
