Saep 122

Engineering Procedure 26 January 2021
SAEP-122
Project Records
Document Responsibility: Project Management Office Standards Committee
Previous Issue: 03 May 2020 Next Revision: 26 January 2026

Cont act: PMOD/Project Optimization Division - General Supervisor Page 1 of 18
©Saudi Aramco 2020. All rights reserved.
Saudi Aramco: Company General Use

Document Responsibility: Project Management Office Standards Committee SAEP-122
Publish Date: 26 January 2021
Next Revision: 26 January 2026 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
1.10 CORROSION MANAGEMENT PROGR AM MANU AL ............................................................. 7
2 CONFLICTS AND DEVIATIONS ........................................................................................... 7
3 REFERENCES....................................................................................................................... 7
3.1 SAUDI ARAMCO DOCUMENTS ............................................................................................. 7
3.2 OTHER DOCUMENTS.......................................................................................................... 8
4 DEFINITIONS......................................................................................................................... 8
5 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
©Saudi Aramco 2021. All rights reserved. Page 2 of 18

Summary of Changes
Paragraph Number Change Type Technical Change(s)

(Addition, Modification, Deletion,
Previous Revision Current Revision New )
(03 May 2020) (26 January 2021)
New Added Summary of Changes
table
1 1 Modification Revised scope to reinforce
Project Proposal phase
requirements.
1 1 Clarification Clarified requirements for
Maintain Potential projects.
1 1 Addition Added recommendation to
minimize hard copies where
appropriate.
1.4 1.4 Modification Removed contract type
requirement.
3 3 Modification Revised standards cut-off date
definition
3.1/3.2 3.1/3.2 Deletion Removed references not
mentioned in procedure
4 4 Addition Added Construction Agency
definition.
5.4.8 5.4.8 Deletion Removed requirement for
hard copy of Construction
Inspection Record Book to be
sent to Project Inspection
Department.
5.5.2 5.5.2 Addition Clarify submissions for as-built
drawings.
6 6 Clarification Removed “otherwise” to
clarify requirement.
7.5 7.5 Clarification Revised “as-builting” to
“updating” to clarify
requirement.
Global Global Modification Changed SAPMT to
Construction Agency.

App. A App. A Addition Allowed utilization of

international paper sizes with
Proponent’s approval.
General Modification Corrected reference names,
editorial revisions and
grammatical clarifications.

1 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.

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.

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.
2 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.
3 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 Project Proposal

SAEP-16 Project Execution Guide for Process Automation Systems
SAEP-20 Equipment Inspection Schedule
SAEP-121 Operating Instructions for New Facilities

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
4 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.

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.
5 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.

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:
1 electronic copy
5.4.3 Design Calculation Book:
1 electronic copy
5.4.4 Vendor Equipment Operating Instructions and Maintenance Manuals:
1 electronic copy
5.4.5 Operating Instructions and Maintenance manual for Process Automation

Systems:
1 electronic copy

5.4.6 Vendor Inspection Record Books:
1 electronic copy
Distribution to Inspection Department
1 electronic copy
5.4.7 Plant Inspection Book:
1 electronic copy
1 electronic copy
5.4.8 Construction Inspection Records:
Distribution to Project Inspection Division
1 electronic copy
Hard copy with original radiographic testing films
1 electronic copy
5.4.9 Pre-commissioning Record Book:
1 electronic copy
1 electronic copy
5.4.10 Corrosion Management Program Manual:

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.

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.
6 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.

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 Blue black, loose leaf 3 ring binders
432 mm sheets. Use cloth black edge for 216 mm x 280 mm sheets. See
containing title. See Saudi Aramco Saudi Aramco Standard Drawing AA-
Standard Drawing 036313.
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 Finished size 216 mm x 280 mm
side of sheet which must be free of larger sheets shall be folded.
written or printed matter.
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.

3.2 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.
3.3 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 Foreign prints shall be arranged in order of the purchase order material
class and increment number, as shown on foreign print index.
4.3 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 Power Plants: Subdivide electrical drawings (both design and

foreign prints) into elementary, wiring, conduit layout,
interconnection diagrams, voltage subdivisions, etc.
4.4.2 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

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:
1) Safety instruction sheet per SAES-A-005 and SAES-L-125;

2) Data sheets;
3) Equipment inspection schedule per SAEP-20;
4) Hydrostatic test record;
5) Initial equipment ultrasonic thickness measurements; and
6) Inspection records may be provided in a general section under each
equipment class for all non-equipment specific records such as
approved waivers.
5.3 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.
5.4 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.
6.0 Additions
6.1 All additions to existing plants shall have drawings issued in addition to
existing record books as described in Section 7.5.
6.2 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.

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.

Document History
26 January 2021 Major revision. Clarified for Maintain Potential, minimized hard copies, added ISO
paper sizes, included clarifications and editorial revisions and reaffirmed document
contents.
3 May 2020 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
reissued with minor changes.
29 June 2015 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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Engineering Procedure 26 January 2021

Previous Issue: 03 May 2020 Next Revision: 26 January 2026

Saudi Aramco: Company General Use

APPENDIX A - PROJECT RECORD BOOKS ........................................................................... 14

©Saudi Aramco 2021. All rights reserved. Page 2 of 18

Saudi Aramco: Company General Use

Paragraph Number Change Type Technical Change(s)

©Saudi Aramco 2021. All rights reserved. Page 3 of 18

Saudi Aramco: Company General Use

App. A App. A Addition Allowed utilization of

©Saudi Aramco 2021. All rights reserved. Page 4 of 18

Saudi Aramco: Company General Use

For non-Maintain Potential (MP) projects, a list of proposed Project Records,

1.1 Drawing Books

Drawing Books include design data, as-built construction drawings and

1.2 Facilities Operating Instructions Manual

The Facilities Operating Instructions Manual describes initial or revised

©Saudi Aramco 2021. All rights reserved. Page 5 of 18

Saudi Aramco: Company General Use

1.3 Design Calculation Book

Design calculation books include all the design calculations, inclusive of

1.4 Vendor Equipment Operating Instructions and Maintenance Manuals

Vendor equipment operating instructions and maintenance manuals are

1.5 Vendor Inspection Record Books

Vendor Inspection Record Books include all inspection records during

1.6 Operating Instructions and Maintenance Manual for Process Automation

Standard vendor product documentation, including user’s guides and

1.7 Plant Inspection Book

©Saudi Aramco 2021. All rights reserved. Page 6 of 18

Saudi Aramco: Company General Use

1.8 Construction Inspection Records

Construction Inspection records reflect all inspection activities performed during

1.9 Pre-commissioning Record Book

Pre-commissioning record books include all records of all pre-commissioning

1.10 Corrosion Management Program Manual

The CMP is an integrated plan addressing all corrosion and material

2 Conflicts and Deviations

3.1 Saudi Aramco Documents

Saudi Aramco Engineering Procedures

SAEP-14 Project Proposal

©Saudi Aramco 2021. All rights reserved. Page 7 of 18

Saudi Aramco: Company General Use

SAEP-302 Waiver of a Mandatory Saudi Aramco Engineering

SAES-A-005 Safety Instruction Sheet

Saudi Aramco Standard Drawings

AA-036313 Lettering for Covers and Backs of Photostat Books, Equipment

Saudi Aramco General Instruction

GI-0002.710 Mechanical Completion and Performance Acceptance of

3.2 Other Documents

Schedule "B" Job Specification

ISO-216 Writing Paper and Certain Classes of Printed Matter

As-built Drawing: An engineering drawing that has been certified to reflect

Construction Agency: The organization assigned to execute the project. This

©Saudi Aramco 2021. All rights reserved. Page 8 of 18

Saudi Aramco: Company General Use

Engineering Drawing: A document produced on an approved Saudi Aramco

Key Drawing: Engineering drawings designated as essential for continued

Red-lined As-built Drawing: An engineering drawing that has been manually

Vendor Drawing: Any document developed by a manufacturer that supports