Inspection Procedure

00-SAIP-78 25 July 2009

Inspection Records/Filing Procedure
Document Responsibility: Inspection Engineering Standards Committee

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Purpose.......................................................... 2
3 Applicable Documents................................... 2
4 Definitions and Abbreviations........................ 3
5 Instructions..................................................... 3
6 Document Retention and Protection.............. 5
7 Responsibilities.............................................. 5

Attachment I......................................................... 7

Previous Issue: 30 June 2004 Next Planned Update: TBD

Revised paragraphs are indicated in the right margin Page 1 of 10
Primary contact: Kakpovbia Anthony Eyankwiere on 966-3-8747226

Copyright©Saudi Aramco 2009. All rights reserved.

Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

1 Scope

This SAIP provides guidelines to the Plant Inspection Units (PIU) in tracking and
organizing the inspection unit filing, plant record books and library references.

2 Purpose

The purpose of this SAIP is to highlight certain requirements for inspection records and
filing, and to provide the relevant information required to promote proficient and
consistent inspection records and filing systems.
Commentary Note:

A reliable and effective electronic system is considered an acceptable alternative.

3 Applicable Documents

The following are to be used as reference for this procedure.

Saudi Aramco Engineering Procedures

SAEP-20 Equipment Inspection Schedule
SAEP-122 Project Book
SAEP-308 Plant Inspection Unit Assessment

Saudi Aramco Inspection Procedure

00-SAIP-76 Worksheet Control and Tracking

Saudi Aramco Records Retention Manual

Saudi Aramco Forms and Data Sheets

SA 2093-ENG Equipment Inspection Record-General
SA 2643-ENG Worksheet
SA 2601-ENG Equipment Inspection Schedule
SA 2760-ENG Approval Request to Deviate from Equipment
Inspection Schedule
SA 3060-ENG T&I Acceptance Report
Form 4745 Records Retention Policy

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

4 Definitions and Abbreviations

Incoming Letters: Letters received that may contain information for action by PIU or
contains good reference information.

Outgoing Letters: Letter initiated by the PIU.

Minor Jobs: Items that Operations or area Maintenance can act on independently such
as loose insulation strapping, defective steam traps, gland packing seepage,
housekeeping issues like debris on elevated platforms that if accidentally moved could
fall onto live equipment, etc.

Logbook: A book used to document inspection findings or highlights for minor jobs,
equipment malfunction such as furnace burners firing. It is also used during emergency
to improve communication for basic preparation work. An effective electronic system
could be an acceptable alternative.

Equipment File: File containing documents related to the equipment.

Inspection Schedules: Planning schedule for the different inspection activities (e.g.,
external Inspection, Operation support facilities, T&I, etc.)

PIU: Plant/Pipelines Inspection Units

5 Instructions

5.1 Outgoing Letters

5.1.1 All outgoing letters shall be initialed by the originator/responsible group

leader and signed by the Unit Supervisor or designated person.

5.1.2 All letters shall be logged in the outgoing letter book file log and given
the next sequential letter number.

5.1.3 The original letter shall be sent to the addressee and hard copies or "e-
mail" copies (whichever is appropriate) shall be distributed to the author,
the Unit Supervisor, the Outgoing Letter book, the Area Inspector (if
applicable) for inclusion in the appropriate Area Equipment File.

5.2 Incoming Letters

The Unit Clerk or the responsible person shall record the original received letter
in the incoming letter book and forward to the Unit Supervisor for action.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

5.3 Plant Records

Records for each plant shall be established, protected, segregated and

maintained. The plant inspector is responsible to ensure that plant records are
labeled with the plant name and number. The PIU should have a filing index for
its library content accessible to all inspectors. Records for each plant should
include the following files:

5.3.1 Shutdown Memorandum File: This file shall contain any documentation
relating to shutdowns, (i.e., pre and post T&I report, work scope, plant
surveys, active worksheet, cathodic protection, civil, coating, and any
miscellaneous inspection data relating to shutdowns).

5.3.2 Equipment Inspection File

5.3.2.1 The equipment file shall be labeled with the plant number,
equipment tag number and name, (e.g., R44 D-102A
Condensate Drum).

5.3.2.2 The equipment file shall contain as a minimum, equipment

inspection schedule (EIS), safety instruction sheet (SIS), index
with brief history, last external and internal report, critical
coating report, welding report, post weld heat treatment
(PWHT), hydrotest reports, T&I deviation request, UT reading,
isometric drawing, NDT reports, NDT in lieu of hydrotest
form, final closure form, T&I acceptance report.

5.3.3 Piping file- This file will contain all the information for on plot piping,
hydrotest reports, external inspection, SIS, NDT reports, etc.

5.3.4 Pipeline file- This file will have a general section for write ups in a
general nature as well as individual files for each of the pipelines.

5.3.5 General File- This file shall contain (subdivide into folders as
necessary)the general letters, plant survey, waivers, active worksheet,
cathodic protection, civil, coating, electrical, plant inspection index data
and miscellaneous inspection data where no file category exists.

5.4 Plant Logbook

5.4.1 An Inspection logbook may be kept in each area in the operations

supervisor office, and used to record and inspection highlight for minor
jobs found by Inspection that require action.

5.4.2 Each logbook entry shall be followed up and tracked by the area
Inspector. Once completed, the logbook entry shall be signed off.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

5.4.3 If any logbook entry is not completed, a worksheet per 00-SAIP-76 shall
be issued and the logbook entry shall be closed.

6 Document Retention and Protection

6.1 The following files shall be kept in the Inspection Unit

6.1.1 Incoming/Outgoing Letter book.

6.1.2 Log book for the "NDE in lieu of hydrotest" waivers.

6.1.3 Status on technical alerts and inspection related recommendations such

as PIA recommendations.

6.1.4 Inspection schedules for all disciplines.

6.1.5 Operations support facilities inspection schedules and records.

6.2 Records such as, but not limited to, equipment record books, international and
company codes and standards (unless available via intranet) plant records, P&lD
files and other files/reference materials shall be kept in the PIU library. They
should be accessible to all personnel, maintained in a good condition and shall
be updated as required.

6.3 All plant records should be protected against loss or damage.

Commentary Note:

This can be done by keeping periodically updated hard copies or scanned copies
of the records stored on a CD in a fireproof cabinets or in another building away
from the one hosting the hard copies or CDs.

6.4 All inspection library references should be listed and updated. Attachment I
includes recommended references for different inspection disciplines.

6.5 All records shall be retained per the departments record retention policy which
complies with the Saudi Aramco Records Retention Manual.

7 Responsibilities

7.1 PIU Supervisor shall:

7.1.1 Conduct an annual self assessment of the filing system for compliance
with this procedure and as per SAEP-308.

7.1.2 Ensure that technical reference materials are available and access by all
inspectors to standards on-line is secured.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

7.2 Inspector shall:

7.2.1 Keep his area files, record books, computer files and programs in good
condition. He shall ensure that all entries are filed correctly and are kept
up to date.

7.2.2 Log in the library logbook when borrowing and returning documents to
the library.

7.2.3 Follow up on logbook entries (if used) and highlight to PIU supervisor
any late response for possible elevation to worksheet.

7.2.4 Collect the logbook (if used) when full and retain in the Library as part
of the records.

7.2.5 Ensure that plant records are labeled with the plant name and number.

7.2.6 Familiarize themselves with the library index.

7.3 Unit Clerk or assigned person shall:

Ensure compliance with this SAIP as to logging and filing in specified files.

Revision Summary
25 July 2009 Revised the "Next Planned Update." Reaffirmed the contents of the document, and reissued
with editorial changes.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

Attachment I
Reference materials recommended for inclusion in an Inspection Units library

In addition to providing access to all the latest revisions of the Company's GIs, SAES's,
SAEP's, SAIP's and standard drawings, the following reference materials are recommended
for each inspection library. These standards, codes and procedures should be made available
through the intranet, or by hard copies.

Civil Inspection
1. Uniform Plumbing Code
2. ACI Manual of Concrete Practices Volumes I through V.
3. ACI, Building Code Requirements for Concrete and the commentary for same.
4. ACI, Formwork for Concrete.
5. ACI, Compilation 10, Repair and Rehabilitation of Concrete Structures.
6. ACI, Manual of Concrete Inspection, Publication SP-2
7. ACI, Masonry Designers guide based on the Building Code.
8. ACI Detailing Manual, SP-66
9. CRSI, Handbook 7th edition-DA1
10. CRSI, Manual of Standard Practice 25th edition - DA4, Reinforced Concrete.
11. AISC, Manual of Steel Construction.
12. Uniform Building Code.
13. ASCE 7 - Minimum Design Loads for Buildings and other Structures.
14. ASTM Testing Manual.

Coating Inspection
1. SSPC, Coating and Lining Inspection Manual (Publication #91-12)
2. SSPC-SP1, Solvent Cleaning.
3. SSPC-PA2, Measurement of Dry Paint Thickness with Magnetic Gages.
4. SIS 05-59-00, Pictorial Surface Preparation Standard for Painting Steel Surfaces.
5. SSPC, Steel Structures Painting Manual.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

Electrical Inspection
1. National Electrical Code Book (NEC)
2. NEC Blue Print Reading.
3. NEC Journeyman Electrician's Workbook.
4. NEC Designing Electrical Systems Motors and Transformers.
5. Illustrated Changes to the 1993 NEC.
6. Electrical Code Diagrams, by Segal (through McGill Publishing Co., 7 Altamont
Dr., Flemington, NJ. 08822).
7. Ferns Fast Finder Index, by International Association of Electrical Inspectors, 901
Waterfall Way, Richardson, TX, 75080-7702.
8. Crouse-Hinds Code Digest, (Free from supplier).
9. American Electricians Handbook, McGraw-Hill Publishing Co.
10. IEEE Redbook.

Cathodic Protection
1 NFPA 70 National Electrical Code (NEC)
2 NACE PRO169 Control of External Corrosion on Underground or Submerged
Metallic Piping Systems.
3 NACE PRO193 External Cathodic Protection of Carbon Steel Storage Tank
Bottoms.
4 NACE PRO285 Corrosion Control of Underground Storage Tank Systems by
Cathodic Protection.

NDT Inspection
1. ASME Boiler and Pressure Vessel Code Section-V.
2. Non Destructive Testing Handbook, Vol. I & II, Society of NDT edited by R. C.
McMaster.
3. ASNT, Recommended Practice SNT-TC-IA.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

P&E Inspection
1. Technical Data Handbook, by Hartford Steam Boiler Inspection and Insurance
Company.
2. ASME Boiler and Pressure Vessel Code Section I.
3. ASME Boiler and Pressure Vessel Code Section -VIII Div.-I.
4. Standard of Tubular Exchanger Manufacturer Association (TEMA).
5. NB-23, National Board Inspection Code Handbook.
6. API 510, Pressure Vessel Inspection Code.
7. API Standard 620, Recommended Rules for Design and Construction of Large,
Welded, Low-Pressure Storage Tanks.
8. API, Guide to Inspection of Refinery Equipment.
9. API Standard 650, Welded Steel Tanks for Oil Storage.
10. API Standard 653, Tank Inspection, Repair, Alteration & Reconstruction.
11. API 1104, Welding of Pipelines and Related Facilities.
12. ASME B16.5, Pipe Flanges and Forged Fittings.
13. ASME B31.1, Power Piping.
14. ASME B31.3, Process Piping.
15. ASME B31.4, Liquid Transportation System for Hydrocarbon.
16. ASME B31.8, Gas Transmission and Distribution Piping System.
17. AWS D1.1, Structural Welding Code.
18. ASME Boiler and Pressure Vessel Code Section-IV.
19. ASME B31 G
20. API 570, Piping Inspection Code.
21. APL 5L, Spec. for Line Pipe.
22. API RP 573, Inspection of Fired Boilers and Heaters
23. ASME SECTION II Parts A, B&C
24 MSS-SP-75, Spec. For High Test Wrought Butt Welded Fittings
25. MSS-SP-44, Steel Pipeline Flanges
26. API 574, Insp. of Piping , Tubing Valves and Fittings
27. ASME B 16.9, Factory Made Wrought Steel Butt Welding Fittings

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-78
Issue Date: 25 July 2009
Next Planned Update: TBD Inspection Records/Filing Procedure

28. ASME B 16.11, Forged Steel Fittings Socket Welding & Threaded
29. ASME B 16.3, Malleable Iron Threaded Fittings Classes 150 and 300
30. API RP 571, Damage Mechanisms Affecting Fixed Equipment in the Refining
Industry
31. API 581, RBI Base Resource Document

RV Inspection
1. API RP-520, Recommended Practice for the Design and Installation of Pressure
Relieving Systems in Refineries, Sect. I & II
2. API RP-527, Seat Tightness of Safety relief Valves with Metal to metal Seats.
3. API Guide to Inspection of Refinery Equipment, Chapter XVI –Pressure
Relieving Devices
4. Relief Valve Manufacturers Catalogues and Repair Manuals

Welding Inspection
l. ASME Boiler and Pressure Vessel Code Section -IX
2. API Guide to Inspection of Refinery Equipment, Appendix-Inspection of Welding
3. See Section 3 of SAES-W-001 for a complete listing of Z references related to
Welding
4. API 1104, Welding of Pipelines and Related Facilities

**Note: Evaluate the need for each of the above based on your operation, since some of the
standards and codes may not be applicable. For example, the distribution organizations
would not have to order ASME SEC I or ASME B.31.1 because they do not have power
boilers or power piping.

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