SAEP-122

Engineering Procedure

26 January 2021

SAEP-122 Project Records

Document Responsibility: Project Management Office Standards Committee

Previous Issue: 03 May 2020 Cont act: PMOD/Project Optimization Division - General Supervisor

Next Revision: 26 January 2026 Page 1 of 18

Saudi Aramco: Company General Use

Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Contents

SUMMARY OF CHANGES… 3

1 SCOPE … 5

1.1 DRAWING BOOKS … 5 1.2 FACILITIES OPERATING INSTRUCTIONS MANU AL … 5 1.3 DESIGN CALCULATION BOOK … 6 1.4 VENDOR EQUIPMENT OPERATING INSTRUCTIONS AND MAINTEN ANCE MANUALS … 6 1.5 VENDOR INSPECTION RECORD BOOKS … 6 1.6 OPERATING INSTRUCTIONS AND MAINTENANCE MANUAL FOR PROCESS AUTOMATION SYSTEMS… 6 1.7 PLANT INSPECTION BOOK … 6 1.8 CONSTRUCTION INSPECTION RECORDS … 7 1.9 PRE-COMMISSIONING RECORD BOOK … 7 CORROSION MANAGEMENT PROGR AM MANU AL … 7 1.10

2 CONFLICTS AND DEVIATIONS … 7

3 REFERENCES … 7

3.1 SAUDI ARAMCO DOCUMENTS… 7 3.2 OTHER DOCUMENTS… 8

4 DEFINITIONS… 8

INSTRUCTIONS … 9

5.1 COMPOSITION AND FORMAT … 9 5.2 IDENTIFICATION … 9 5.3 BINDING … 9 5.4 DISTRIBUTION… 10 5.5 ISSUE SCHEDULE… 12 5.6 CONTRACTS … 13 5.7 NOTIFIC ATION OF CHANGES… 13

6 RESPONSIBILITIES … 13

APPENDIX A - PROJECT RECORD BOOKS … 14

1.0 BINDERS… 14 2.0 SIZE AND TYPE OF SHEETS… 14 3.0 INDEXES … 14 4.0 ASSEMBL Y OF DRAWING BOOKS … 15 5.0 ASSEMBL Y OF VENDOR INSPECTION RECORD BOOKS … 15 6.0 ADDITIONS… 16 7.0 GENERAL NOTES … 16

DOCUMENT HISTORY … 18

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Saudi Aramco: Company General Use

Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Summary of Changes

Paragraph Number

Previous Revision (03 May 2020)

Current Revision (26 January 2021)

Change Type (Addition, Modification, Deletion, New )

Technical Change(s)

1.4

3.1/3.2

5.4.8

5.5.2

7.5

5.4.8

5.5.2

7.5

New

Modification

Clarification

Addition

Modification

Deletion

Addition

Deletion

Addition

Clarification

Global

Modification

Added Summary of Changes table Revised scope to reinforce Project Proposal phase requirements. Clarified requirements for Maintain Potential projects. Added recommendation to minimize hard copies where appropriate. Removed contract type requirement. Revised standards cut-off date definition Removed references not mentioned in procedure Added Construction Agency definition. Removed requirement for hard copy of Construction Inspection Record Book to be sent to Project Inspection Department. Clarify submissions for as-built drawings. Removed “otherwise” to clarify requirement. Revised “as-builting” to “updating” to clarify requirement. Changed SAPMT to Construction Agency.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

App. A

Addition

General

Modification

Allowed utilization of international paper sizes with Proponent’s approval. Corrected reference names, editorial revisions and grammatical clarifications.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Scope

Project Records provide a complete and current picture of Saudi Aramco plants and Industrial and Community Service Facilities at the time of construction completion. This Saudi Aramco Engineering Procedure (SAEP) outlines the method for establishing the Project Records. For all projects, consideration should be given to minimizing the number of hard copies required without impacting safety, operability or maintainability.

For non-Maintain Potential (MP) projects, a list of proposed Project Records, their format, their contents and the number of copies, depending on each project’s specific requirement, shall be identified during the Project Proposal stage of each project (see SAEP-14). This list shall be agreed to by the Facility Proponent prior to incorporation into the Project Proposal document and subsequent project execution contracts.

For Maintain Potential projects, a list of proposed Project Records, their format, contents and number of copies depending on each project’s specific requirements shall be identified prior to 90% Detailed Design and agreed to by the Facility Proponent.

Note: Based on MP projects nature and scope, not all project record requirements may be applicable.

The agreed upon list only gives direction as to the Project Record Books content and provides no direction regarding the engineering effort or requirements necessary to ensure compliance with Saudi Aramco MSAERs or project requirements. Project Records typically include the following documents:

1.1

Drawing Books

Drawing Books include design data, as-built construction drawings and suppliers information as set forth in SAEP-334 and prepared in accordance to SAES-A-202. This data is used primarily by maintenance organizations and frequently by engineering or operations organizations for quick reference.

1.2

Facilities Operating Instructions Manual

The Facilities Operating Instructions Manual describes initial or revised operating procedures for all new facilities with mechanical equipment which requires regulation or control. The Manual shall be prepared as per the requirements of SAEP-121.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

1.3

Design Calculation Book

Design calculation books include all the design calculations, inclusive of equipment data sheets and safety instruction sheets per SAES-A-005 for static equipment and SAES-L-125 for piping and pipelines, generated during the design phase of the project. Design calculations based on design software should include printouts of the inputs and outputs and information about the software utilized. Vendor Design Calculations shall not be included in this Book.

1.4

Vendor Equipment Operating Instructions and Maintenance Manuals

Vendor equipment operating instructions and maintenance manuals are required for all vendor supplied equipment, and are based on the specific Non- material Requirements attached to individual purchase orders or based on the contract scope requirements.

1.5

Vendor Inspection Record Books

Vendor Inspection Record Books include all inspection records during manufacturing and any subsequent modifications for vendor supplied material. The documentation requirements of these inspection activities shall be as stated in contract Schedule “B” and/or Schedule “Q” of each contract and SAEP-1150.

1.6 Operating Instructions and Maintenance Manual for Process Automation

Systems

Standard vendor product documentation, including user’s guides and maintenance manuals for each subsystem of the overall process automation system, shall be provided per SAEP-16 Project Execution Guide for Process Automation Systems, Appendix B, sections B.2 and B.3.

1.7

Plant Inspection Book

Plant Inspection books include data and information required for planning future inspection of equipment and setting up the Equipment Inspection Schedule (EIS). The book shall further include field data to set the baseline for the operating facility to perform future corrosion monitoring inspections to ensure the continued safety of the facilities based on an approved On-stream Inspection (OSI) Performance Program. The requirements of setting up both the EIS and OSI are listed in SAEP-20.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

1.8

Construction Inspection Records

Construction Inspection records reflect all inspection activities performed during the construction phase of a project. The documentation requirements of these inspection activities shall be as stated in contract Schedules “B” and/or Schedule “Q” of each contract and SAEP-1150.

1.9

Pre-commissioning Record Book

Pre-commissioning record books include all records of all pre-commissioning activities carried-out during construction prior to start-up.

1.10 Corrosion Management Program Manual

The CMP is an integrated plan addressing all corrosion and material degradation aspects, material selection basis, corrosion protection, corrosion monitoring, chemical treatment and corrosion risk assessment for all mechanical equipment, piping, pipelines, and fittings during all phases of the asset life cycle. For details, see SAES-A-133.

Conflicts and Deviations

Any conflicts between this document and other applicable Mandatory Saudi Aramco Engineering Requirements (MSAERs) shall be addressed in writing to the EK&RD Coordinator.

Any deviation from the requirements herein shall follow internal company procedure SAEP-302, Waiver of a Mandatory Saudi Aramco Engineering Requirement.

References

The editions of the following MSAERs which are in effect on the project’s standards cut-off date (see SAEP-14) are applicable to this procedure.

3.1

Saudi Aramco Documents

Saudi Aramco Engineering Procedures

SAEP-14

SAEP-16

Project Proposal

Project Execution Guide for Process Automation Systems

SAEP-20

Equipment Inspection Schedule

SAEP-121

Operating Instructions for New Facilities

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

SAEP-302

Waiver of a Mandatory Saudi Aramco Engineering Requirement

SAEP-334

Saudi Aramco Engineering Drawings

SAEP-1150

Inspection Coverage on Projects

Saudi Aramco Engineering Standards

SAES-A-005

Safety Instruction Sheet

SAES-A-202

Saudi Aramco Engineering Drawing Preparation

SAES-L-125

Safety Instruction Sheet for Piping and Pipelines

SAES-A-133

Internal Corrosion Protection Requirements

Saudi Aramco Standard Drawings

AA-036313

Lettering for Covers and Backs of Photostat Books, Equipment Manuals, and Inspection Record Books All Plants

AE-036411

Saudi Aramco Drawing Index Letters

Saudi Aramco General Instruction

GI-0002.710

Mechanical Completion and Performance Acceptance of Facilities

3.2 Other Documents

Schedule “B”

Job Specification

Schedule “Q” Quality Requirements

International Standard

ISO-216

Writing Paper and Certain Classes of Printed Matter

Definitions

As-built Drawing: An engineering drawing that has been certified to reflect actual field conditions after the completion of construction.

Construction Agency: The organization assigned to execute the project. This could be the Saudi Aramco Project Management administrative area that is the default Construction Agency for Types A, B, and C Projects or the Proponent’s Capital Program Management for C1 Projects.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Engineering Drawing: A document produced on an approved Saudi Aramco engineering form, by Saudi Aramco (or for Saudi Aramco by approved sources) which bears a Saudi Aramco engineering drawing number and which was prepared for the purpose of identifying engineering related information to be used for the construction, operation or maintenance of a Saudi Aramco plant and facility.

Key Drawing: Engineering drawings designated as essential for continued facility operation and maintenance. The Proponent Organization and Project Management jointly determine Key Drawing status. See SAES-A-202 for a list of required key drawings.

Red-lined As-built Drawing: An engineering drawing that has been manually revised to reflect changes in red or green and certified to reflect actual field conditions after the completion of construction.

Vendor Drawing: Any document developed by a manufacturer that supports the technical requirements of material or equipment and received as part of a purchase order.

Instructions

5.1

Composition and Format

Detailed compositions of Project Records are specified in Appendix A.

Project Record Books submitted in an electronic format shall follow the composition as specified for hard copies and shall utilize electronic media formats as specified in SAEP-334. The documents shall be properly indexed, hyperlinked, and searchable.

5.2

Identification

Project Records are identified by the Engineering Plant Number and by the name of the Facility. Titles shall be concise and descriptive conforming, where feasible, to the title used on the approved Expenditure Request.

5.3

Binding

Completed Project Record Books shall be bound in accordance with Saudi Aramco Standard Drawing AA-036313.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

5.4

Distribution

Original and subsequent distribution of Project Record Books shall be made as follows and in numbers as agreed to by the Facility Proponent and Construction Agency and incorporated into the Project Proposal (if applicable):

5.4.1 Drawing Books:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

5.4.2 Facilities Operating Instructions Manual:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

5.4.3 Design Calculation Book:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

5.4.4 Vendor Equipment Operating Instructions and Maintenance Manuals:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

5.4.5 Operating Instructions and Maintenance manual for Process Automation

Systems:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

5.4.6 Vendor Inspection Record Books:

Distribution to Proponent Manager

1 electronic copy

Distribution to Inspection Department

1 electronic copy

5.4.7 Plant Inspection Book:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

Distribution to Inspection Department

1 electronic copy

5.4.8 Construction Inspection Records:

Distribution to Project Inspection Division

1 electronic copy

Distribution to Proponent Manager

Hard copy with original radiographic testing films

1 electronic copy

5.4.9 Pre-commissioning Record Book:

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

Distribution to Inspection Department

1 electronic copy

5.4.10 Corrosion Management Program Manual:

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Distribution to Proponent Manager

Hard copies – number to be determined according to Section 1

1 electronic copy

Distribution to Consulting Services Department/ Materials Engineering and Corrosion Control Division

1 electronic copy

5.5

Issue Schedule

Project Records shall be issued according to the following schedule:

5.5.1 Prior to Mechanical Completion per GI-0002.710

• Red-lined as-built key drawings

• Vendor Equipment Operating Instructions and Maintenance Manuals

• Facilities Operating Instructions Manual

• Operating Instructions and Maintenance Manual for Process

Automation Systems

5.5.2 Prior to On-stream Date

• Drawing Books

• Vendor Inspection Record Books

• Design Calculation Books

• Pre-commissioning Record Books

• Plant Inspection Books

• Construction Inspection Books

• Corrosion Management Program Manual

Projects affecting more than one functional organization shall have Project Record Books prepared and distributed to each affected organization.

Project Record Books shall be completed and transmitted in time to ensure receipt at Saudi Aramco at least one month prior to plant start-up or as agreed in the Project Proposal. As-built drawings need not be included in the Drawing Books submitted prior to on-stream, however they shall be included in the final Drawing Books.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

5.6

Contracts

The Project Records Requirements must be identified in each Contract to ensure that the right and complete Project Records are provided for each project.

5.7

Notification of Changes

Transmittal of changes to Project Records is the responsibility of the Construction Agency.

Responsibilities

The Construction Agency is responsible for the preparation of the original and revised Project Records in accordance with this SAEP. They are responsible for determining the applicability or non-applicability of each document of the Project Records and obtaining agreement with the Facility Proponent before finalizing the list to be incorporated in the Project Proposal. If any Project Records, as agreed in the Project Proposal, do not meet the requirements, they will be returned to the responsible project personnel for remedial action. All costs for preparing Project Records are to be absorbed by the project.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Appendix A - Project Record Books

1.0 Binders

The following binder sizes are based on utilizing North American paper standards (letter, ledger, etc.). Binders may be selected to utilize ISO-216 paper sizes with the Proponent’s approval.

Drawing Book

Other Record Books and Manuals

Sectional post (2Post) end Lock binders with blue canvass covers for 290 mm x 432 mm sheets. Use cloth black edge containing title. See Saudi Aramco Standard Drawing AA-036313.

Blue black, loose leaf 3 ring binders for 216 mm x 280 mm sheets. See Saudi Aramco Standard Drawing AA- 036313.

2.0

Size and Type of Sheets

The following paper sizes are based on North American paper standards (letter, ledger, etc.). ISO-216 paper sizes may be utilized with the Proponent’s approval.

Drawing Book

Other Record Books and Manuals

Finished size 280 mm x 432 mm. This includes binding margin of 38 mm at left side of sheet which must be free of written or printed matter.

Finished size 216 mm x 280 mm larger sheets shall be folded.

2.1

Prints of drawings larger than “A” size shall be sectioned and properly referenced. If full reductions are not legible or otherwise practical, certain large prints such, as plot plans, may be folded to 280 mm x 432 mm.

2.2 No book shall be more than 76 mm thick and filled to no more than 80% of

capacity.

2.3

All drawings may be reduced in size to fit the 280 mm x 432 mm binder size.

3.0

Indexes

3.1 Design drawing index listings shall be used based on Saudi Aramco

Standard Drawing AE-036411. These listings show all the design drawings prepared for the Plant, grouped numerically, and by index letter.

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SAEP-122

Project Records

3.2

3.3

Purchase order index computer listings shall be used. These listings show purchase order number, description and supplier. Where the purchase order is not generated by Saudi Aramco, a dummy Saudi Aramco purchase order number shall be used.

Foreign print index computer listings shall be used. These listings show all vendors drawings numerically. Designate with a check mark those included in the Record Books.

4.0

Assembly of Drawing Books

4.1 Design drawings shall be arranged numerically within letter group, in

alphabetical sequence, as shown on the drawing index.

4.2

4.3

Foreign prints shall be arranged in order of the purchase order material class and increment number, as shown on foreign print index.

The design drawings and foreign prints shall be in separate sections, so labeled. If the number of sheets so indicates, design drawings shall be in one or more separate volumes and foreign prints in one or more separate volumes.

4.4 When a Plant is so large that individual letters or material class sections

become excessively large, these sections shall be subdivided into logical sub groups and appropriate tabs inserted to identify sub groups.

Examples of this method are:

4.4.1

4.4.2

Power Plants: Subdivide electrical drawings (both design and foreign prints) into elementary, wiring, conduit layout, interconnection diagrams, voltage subdivisions, etc.

Any Plant with considerable instrumentation: Divide drawings (both design and foreign prints) into type of instrumentation, i.e., flow, level, pressure, conductivity, temperature, speed, etc.

4.5

Special arrangements may be used as determined, i.e., for electrical distribution plants, use substation number subdivisions. The Project Manager shall provide details of special arrangements for the foreign print file section.

4.6

Tabs on heavy paper shall separate all subdivisions by letter group or material class group and any other special subdivisions utilized.

5.0

Assembly of Vendor Inspection Record Books

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SAEP-122

Project Records

5.1 Material as specified herein for the vendor inspection record book shall be arranged numerically within the letter group, in the alphabetical sequence per Saudi Aramco Standard Drawing AE-036411.

5.2 Within the system as defined in 5.1, specific records shall be arranged

for each individual item or fixed equipment such as columns, drums, exchangers, furnace, etc., to include:

Safety instruction sheet per SAES-A-005 and SAES-L-125;
Data sheets;
Equipment inspection schedule per SAEP-20;
Hydrostatic test record;

Initial equipment ultrasonic thickness measurements; and

Inspection records may be provided in a general section under each equipment class for all non-equipment specific records such as approved waivers.

Tabs on heavy paper shall separate all subdivisions by letter group or material class group, and records for each equipment item shall have a similar tab to identify the specific records.

Each vendor inspection record book shall be assembled with binders filled to no more than 60% of capacity. The additional filing space in each book will be utilized by the facilities operations inspectors.

5.3

5.4

6.0

Additions

6.1

6.2

All additions to existing plants shall have drawings issued in addition to existing record books as described in Section 7.5.

Additional binders shall be prepared as requested by the operating organization and paid for by the requester.

7.0 General Notes

7.1

The prompt selection, preparation and organization of the subject matter in accordance with this procedure shall be the responsibility of the Project Manager. Where manufacturer prints, data, and literature are required for record books, they should be included in the original purchase order.

7.2 Drawing controls, scopes of work and structural steel fabrication details shall not be included in the project record books, but listed on the drawing index.

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SAEP-122

Project Records

7.3 Only drawings with the same plant number shall be included in a plant

record book.

7.4 Combined drawing books shall be avoided unless it is expected that the

Plant will never be expanded.

7.5

Separate Plant Record Books for additional facilities to an existing plant should be avoided, unless an addition covers a separate unit. However, if complete and up-to-date Record Books for existing plants or facilities are not available, new Record Books shall be prepared for the new facilities only. The Construction Agency is not responsible for updating or re-creating Record Books for existing plants or facilities. Supplements to existing Record Books for additional facilities shall be issued with the original basic title of the plant. Revised sheets will be inserted to replace the old sheets by the book custodians.

7.6

All Project Record Book documents shall be in English. Certified translations of original documents produced in languages other than English are an acceptable alternative.

7.7 Original warranty documents shall be included in the appropriate hard

copy Project Record Book.

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Document Responsibility: Project Management Office Standards Committee Publish Date: 26 January 2021 Next Revision: 26 January 2026

SAEP-122

Project Records

Document History

26 January 2021 Major revision. Clarified for Maintain Potential, minimized hard copies, added ISO

3 May 2020

paper sizes, included clarifications and editorial revisions and reaffirmed document contents. Editorial revision. Changed contact person, add Conflict and Deviation as Section 2, changed Applicable Documents to References as Section 3, added Other Documents as sub-section 3.2, added Schedules “B” and “Q” in sub-section 3.2, and renumbered the rest of the document.

24 January 2017 Revised the “Next Planned Update”, reaffirmed the contents of the document, and

29 June 2015

reissued with minor changes. Minor revision to Section 1 wording to clarify that requirements for PRB contents do not give direction as to the overall engineering effort required for the project.

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