The company has projects in Norway and international markets including Brazil, Guyana, Italy, Romania and the UK. As FOX Subsea has grown its international business, managing technical documentation accurately and keeping it under control has become increasingly important.

Overview of the project

FOX Subsea had been using a folder-based system to manage its technical documentation. Without proper revision control, it became increasingly difficult to keep track of documents and make sure people were working with the correct versions. This led the company to look for a dedicated document management solution.

FOX Subsea chose Omega 365 for its document management capabilities. Omega 365 was the only solution they found that met all of their requirements.

“Basically, it was only Omega that had the specifications that I wanted,” says Frode Batman Gjerseth, Document Controller at FOX Subsea.

Having access to the wider Omega 365 platform was also a factor in the decision, giving FOX Subsea the option to add functionality as it needs developed.

Basically, it was only Omega that had the specifications that I wanted
Frode Batman Gjerseth, Document Controller at FOX Subsea

The implementation was completed in a short time frame through close cooperation between the two companies.

“We had very good teamwork. Any questions that would pop up from my end or from FOX Subsea, we could reach out to each other anytime,” says Marianne Andersen, System Engineer at Omega 365 Software.

Initial discussions started in May 2025, the agreement was signed in July, and implementation began in August.

Navigating the challenges

Establishing structured document control

Moving from a folder-based system meant putting more structure around how FOX Subsea manages its technical documentation. Documents needed to be organized in a consistent way, with clear revision control and easy access to the latest versions.

Workshops and regular reviews with the FOX Subsea team helped Omega 365 understand how the company works and configure the system accordingly.

Getting users on board

Introducing a new system also meant changing some established ways of working. Close cooperation between FOX Subsea and Omega 365 helped the team get familiar with the new system and contributed to a smooth implementation.

With close cooperation between the two teams, FOX Subsea was able to start using the system company-wide just a few weeks after choosing Omega 365.

Omega 365’s role in the project

Key resources from FOX Subsea worked closely with the Omega 365 team throughout the evaluation and implementation. The teams worked together to understand FOX Subsea’s requirements, configure the system and make sure it fit with the company’s way of working.

“FOX Subsea is teaching us a lot about this branch of subsea. They have helped us improve several parts of the functionality. Not only document management, but the system in general,” says System Engineer Andersen.

With both organizations based in Rogaland, on the west coast of Norway, regular workshops and solution reviews at Omega HQ in Ølensvåg made it easy to meet in person, discuss requirements and resolve issues as they came up. This close cooperation was a key factor in the smooth and fast implementation.

“We have had long workshops together. We laughed together. We are joking together. It has been like we are working with new colleagues at FOX Subsea that are located at Omega in Ølensvåg,” says Kenneth Storlid, Operational Director at FOX Subsea.

Omega 365 Document Management is now used by FOX Subsea to manage all its technical documentation. The solution provides structured document registers and revision control, as well as review and approval workflows, Office integration, automated distribution and AI capabilities. It also provides controlled access for internal teams and external stakeholders.

With metadata and search functionality, employees can find the documents they need more easily while maintaining a record of previous revisions. This gives FOX Subsea better control of its technical documentation across its projects.

“The document control module has been a big relief for FOX Subsea. We now have full control of our documents,” Storlid confirms.

Document Management was seen as a starting point for FOX Subsea rather than the end of the process. The company can add further functionality on the Omega 365 platform as its needs develop.

FOX Subsea is now evaluating which additional Omega 365 modules could be useful as the company continues to develop its systems and processes.

“The reason we chose Omega was first of all, that it has the document management control module that was excellent. But it also has a lot of other systems that we could use in FOX Subsea that we were looking for,” says Storlid.

Measurable impact

After nearly a year of using the solution, the benefits have become clear.

“The impact in our business at FOX Subsea is that we are more effective and we have control of the documents. We see a big impact in our day-to-day basis,” Storlid says.

With accurate revision handling and structured document processes in place, FOX Subsea has improved its document control and reduced the uncertainty associated with fragmented document management. Teams can spend less time searching for information and more time focusing on project execution, knowing they are working with the latest approved documentation.

“Going for Omega 365 has been one of the best investments that FOX Subsea has ever done,” says Storlid.

My best advice is to find your document control system before you actually need it. Because when you need it, you're already on the back foot.
Kenneth Storlid, Operations Director at FOX Subsea

FOX Subsea believes that implementing a dedicated document management system before it became business-critical was an important step for the company as it grows. Better control of its documentation also supports FOX Subsea’s dedicated approach to its customers and the way it manages documentation across its projects.

“My best advice is to find the document control system before you need it. Because when you need it, you are already on the back foot,” says Storlid.