Rita Cotton Email and Phone Number

 Maintaining electronic project files.  Generating, editing, and distributing monthly project review reports.  Managing and distributing project documentation, engineering deliverables, and vendor data in electronic and hard copy format.  Utilization of web-based and other electronic programs to organize and populate databases. Responding to emails and performing various tasks based on work requests.  Making copies, delivering, and obtaining signatures.  Responsible for ensuring all projects, and associated tasks/deliverables, are completed on time and within the scope  Provides technical expertise on electronic and non-electronic records management issues Assists with the implementation of policy and guidance for recordkeeping in accordance with strategic plans, congressional mandates, and NARA regulations, standards, and guidance Develops/maintains detailed project plan(s) to monitor and track project/task progress Coordinates internal and external resources to achieve project goals Provide various reports to communicate/escalate issues to client(s), as required Reviews/edits content for accuracy/compliance Coordinates with Subject-Matter Experts to ensure specialized tasks are appropriately communicated and monitored through completion

 Responsible for implementing document control process and procedures for POTBA Projects Ensure and deliver adequate training to all users in the use of new document management system. Assist with file migration and audits Assist with preparation of project reports as required

Chevron (08/20 - 01/21)GOM - Anchor ProjectsMotiva LLC (09/19 - 10/19)Major Capital Projects Interface with the EPC's document management team to assure the project receives a cohesive and complete record of all documentation generated throughout all phases of the Projects.Implement new document management system to the team.Train and provide guidance and advice to the document control personnel.

Motiva LLC - August 2018 to Sept 2019 (switched agency)Major Capital Projects Interface with the EPC's document management team to assure the project receives a cohesive and complete record of all documentation generated throughout all phases of the Projects.Implement new document management system to the team.Train and provide guidance and advice to the document control personnel.Welded Construction - April 2017 - April 2018 - Greater Pittsburgh AreaSunoco Gas Pipeline & Williams / Transcontinental Gas Pipeline CompanyResponsible for implementing document control processAssist with file migration and auditsTrain team to use correct numbering schemeEnsure drawings and documents are distributed to correct distribution in a timely mannerAssist with preparation of project reports as requiredGenerate reportsOther duties as assigned

Responsible for performing primary project controls assignments to support managers.Responsible for responding to data requests and developing/maintaining/supporting project schedules.Special research for outstanding invoices/performasGenerate daily reports to manager

Interface with the Contractor’s document management team to assure the project receives a cohesive and complete record of all documentation generated throughout all phase of the Project. Review the current document/drawing metadata requirements communicated to the Contractor. Provide guidance and advice to the document control personnel at all sites. Actively interface with the lead engineers and QA/AC team to ensure the integrity of the data. Support Records Management Compliance activities.  Handle the distribution of all documents generated by the site team using appropriate matrices and tracking procedures.  Ensure and deliver adequate training to all users in the use of eB and SharePoint.

 Interface with the Contractor’s document management team to assure the project receives a cohesive and complete record of all documentation generated throughout all phase of the Project. Review the current document/drawing metadata requirements communicated to the Contractor. Provide guidance and advice to the document control personnel at all sites. Actively interface with the lead engineers and QA/AC team to ensure the integrity of the data. Support Records Management Compliance activities.  Handle the distribution of all documents generated by the site team using appropriate matrices and tracking procedures.  Ensure and deliver adequate training to all users in the use of Documentum and SharePoint.

Support three major projects in development Serve as a subject matter expert for controlled document practices. Provide functional leadership for all Records and Information Management (RIM) Administrators specializing in controlled document management by establishing and maintaining working relationships with teams and external contractors in all regions. Analyze needs and propose creative and efficient solutions that support complex business requirements for tollgate transitions of controlled documents throughout the Petroleum lifecycle. Work with RIM Administrators and Analysts to ensure that each project manages its documents in accordance with corporate and Petroleum governance requirements.

Supervise Document Control; and manage all Project official documentation. Interface with the Contractor’s document management team to assure the project receives a cohesive and complete record of all documentation generated throughout all phase of the Project. Review the current document/drawing metadata requirements communicated to the Contractor. Provide guidance and advice to the document control personnel at all sites. Actively interface with the lead engineers and QA/AC team to ensure the integrity of the data. Support Records Management Compliance activities.  Develop policies and procedures that will provide the ability to control the documentation flow  Oversee and coordinate the downloading of files electronically for input into EDMS (Electronic Document Management System). Handle the distribution of all documents generated by the site team using appropriate matrices and tracking procedures.  Ensure and deliver adequate training to all users in the use of LiveLink and SharePoint. Expedite delivery of information from designers, contractors and suppliers.  Take responsibility for handover of final documentation at Project close out

Supervise a team of 12. Responsible for electronic receipt, recording, tracking reporting, and disposition of related documents in a timely manner. (Contract Assignment)

Responsible for processing and organizing vendor data documentation. Created reports, review work of others for accuracy. Responsible for electronic receipt, recording, tracking reporting, and disposition of related documents in a timely manner. (Contract Assignment)

Responsible for identifying all required deliverables from Suppliers in order to meet Client/Company needs. Well versed in the utilization of EDMS for the issuance of technical and correspondence documents. Absorbed lead functions that incorporated the identification and/or creation of methodologies and processes that directly affected the efficiency of the department as a whole. Successfully worked with the EDMS Administrators to meet project specific needs. Well versed in PetroChemical documentation, Topside (Rig) documentation and Subsea installation documentation.

Supervise Document Control; manage all Project official documentation generated by COMPANY and CONTRACTOR to be stored in Document Management System. Implement, update and manage COMPANY Document Control processes, procedures, and specifications to ensure accurate records of all Project official documentation generated by the COMPANY, the CONTRACTOR or its vendors. Coordinate and prioritize work for Project Document Controllers to ensure consistency of training, process, and enforcement of document control procedures. Place documents in eRoom. Create reports from database and assist engineers with different task. Responsibilities include direct support to Project Manager and Engineering Manager.

Historical Project Participation:Engineering Tech /Document Control/Trinidad LNG Project – Oct. 2000 – May 2002Document Control Tech / Marathon Delayed Coker Project – Aug. 1999 – Oct. 2000Document Control / Monsanto Back Integration Project – Oct. 1998 – Aug. 1999Document Control / Phillips Alliance Project – July 1998 – Oct. 1998Administrative Secretary/ Camisea Project – Sept. 1997 – July 1998