01
Lands and right-of-way
Right-of-way agents and land records staff
- Easements
- Right-of-way agreements
- Deeds and plats
- Survey maps
- Crossing permits
- Encroachment letters
Energy and utilities
Every pole, pipe and parcel has paper behind it.
For records, lands and operations teams at electric co-ops, municipal utilities, gas distributors and pipeline operators. Easements from 1968, last week's work orders, pressure test records and rate case filings, in one library in the cloud or on your own servers, found by tract, asset, work order or account.
Who keeps the records
Four desks, decades of paper, one asset map.
A utility keeps records longer than almost anyone. Some were typed before the people filing them were born. Each desk searches by its own number, and the records only help if all four can find them.
02
Operations and engineering
Line and service supervisors, engineers, dispatch
- Work orders
- Meter set and exchange orders
- Pole and line inspections
- As-builts
- Outage reports
- Vegetation tickets
03
Regulatory and integrity
Regulatory analysts, compliance and integrity engineers
- Rate case filings
- Commission orders
- Tariff sheets
- Pressure test records
- Pipe material records
- Audit evidence
04
Accounts payable and supply
AP clerks and buyers
- Contractor invoices
- Field tickets
- Purchase orders
- Utility bills for your own sites
- Credit memos
A morning with Ademero
A landowner calls about the trees. Thirteen minutes later, he has the grant.
- 9:02
A landowner on tract 41 calls, angry. The vegetation crew cut trees he says were on his side of the line, well past his fence.
- 9:04
The right-of-way agent searches tract 41 in Content Central. The 1968 easement was scanned years ago and made searchable, so the typed grant comes up by tract number and by the grantor’s name.
- 9:06
The search words are highlighted on the page: a strip 60 feet wide, 30 feet on each side of the centerline, with the right to cut and trim trees within it.
- 9:15
The agent sends the landowner a copy of the grant and files a note of the call against the same tract. Next time anyone opens tract 41, the whole history is there.
Without it, the same call means a trip to the vault or the county recorder, a promise to call back, and a complaint to the commission in the meantime.
What you keep, and for how long
Some of your records outlive the equipment. Most outlive the people who filed them.
RecordOwnerHow long it livesHow Content Central keeps it
Easements and right-of-way agreements
Lands
As long as the right exists, which usually means for good
Kept indefinitely. Found by tract, grantor, county book and page, or any word in the grant.
Pipeline pressure test and material records
Integrity
Test records for as long as the pipe they cover stays in service
Kept indefinitely, with every revision and an audit trail of who viewed or changed them.
Work orders, meter orders and inspections
Operations
Set by your records schedule and your commission
A retention schedule per document type, cleared on schedule, with any record held for a claim.
Rate case filings and commission orders
Regulatory
Set by FERC and state rules for each record type
Versions kept as drafts become filings, and permissions so only the regulatory team can edit.
Field tickets, contractor and vendor invoices
Accounts payable
Set by your accounting and tax schedule
Approvals with deadlines, then export to Epicor, Sage X3, Sage 50, Workday or QuickBooks.
FERC records retention
18 CFR Part 125 for public utilities and Part 225 for natural gas companies set how long each kind of record is kept. Many state commissions adopt or add to them.
PHMSA pipeline safety
49 CFR Parts 192 and 195 expect pressure test and material records to be kept for the life of the pipe, and records behind maximum operating pressure to be traceable, verifiable and complete.
NERC Reliability Standards
For bulk electric system owners and operators, audits ask for evidence across the whole audit period, not just the policy.
Your records officer sets the schedule. Content Central applies it per document type, shows what is due to be cleared, keeps anything on legal hold, and logs every view, download and change.
Contractors and field tickets
No signed ticket, no payment. Without anyone keeping a spreadsheet.
After a storm or a big maintenance push, contractor invoices arrive faster than anyone can match them to tickets. CapturePoint 6 reads the field tickets and invoices from your scanner or a folder, after setting itself up from a folder of your own samples. Content Central gathers everything with the same work order number into one file and shows what is still missing.
- The file stays incomplete until the signed field ticket is in
- Approvals route by amount, with deadlines and escalation when one sits too long
- Approved invoices export to Epicor, Sage X3, Sage 50, Workday or QuickBooks
Work order WO-22816
Incomplete, 1 missing- Purchase order PO-60412Found
- Signed field ticket FT-8831Found
- Contractor invoice INV-2207Found
- Completion sign-offMissing
How a packet reads in Content Central: every document with the same work order number, required ones marked found or missing. Numbers are examples.
For the team that pays the bills
Hundreds of meters, hundreds of statements a month.
Energy managers, multi-site operators and the AP teams behind them get utility statements, invoices, past due notices and credit memos for every account and service address. Point CapturePoint 6 at a folder of your own and it sets up all four, reads them on your own PC, and can name each file by account and statement date.
- Utility Statement
- Account Number, Statement Date, Payment Due, Closing Balance
- Invoice
- Invoice Number, Bill Date, Account Number, Service Address, Total, Due Date
- Past Due Notice
- Invoice Number, Account Number, Bill To, Notice Date, Due Date, Service Type, Invoice Date, Vendor
- Credit Memo
- Credit Memo Number, Customer, Credit Date, Invoice Number, Credit Total, Service Address, Vendor
Example document types and field names. It learns from every confirmation, so after steady use most statements need no review.
In the cloud or on your network. Your choice.
Use Content Central in the cloud, or run it on your own Windows servers so records stay on your network. Either way it opens in a browser. Sign-in uses Active Directory or your SAML identity provider, with authenticator-app codes. Permissions reach down to the document type and even to field values, so each district sees its own work orders, and sensitive records can ask people to state a reason before they open them.
Since 2002, more than 1,000 organizations have run their records on Ademero. Fortune 500 companies and government agencies review our security every year.
Bring an old easement and this week's work orders.
In a free live demo we scan them, make them searchable by tract and work order, and set a retention schedule while you watch. No cost, no pressure.