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Efficient Digital Process Documentation for an Indian Oil Company

| Editor: Dominik Stephan

FIG 1: Documents individually stored as hard copies or as diverse file formats on different systems
FIG 1: Documents individually stored as hard copies or as diverse file formats on different systems (Picture: Rösberg Engineering)

The Indian Oil Corporation (IOCL) wanted to be able to store and document and access all its technical data and drawings using a documentation node. Here is an overview of the initial scenario, the solution and results obtained by the Group that allowed for efficient access to all the data at any given time.

The Indian Oil Corporation (IOCL) owning and operating 10 of India’s 22 refineries had many new projects coming up, with huge quantities of Instrumentation and Controls (I&C) technical data and drawings like Piping and Instrumentation Diagrams (P&ID), loop diagrams, interconnecting wiring diagrams, instruments specifications etc., with the average number of loops in each project ranging from 5,000 to 30,000.

To add to this, the groups’ existing refineries had huge amounts of I&C data which were scattered, and managed as hard copies or different file formats on different systems that were individually stored (refer figure 1).

FIG 1: Documents individually stored as hard copies or as diverse file formats on different systems
FIG 1: Documents individually stored as hard copies or as diverse file formats on different systems (Picture: Rösberg Engineering)

Keeping Data Up–to–Date: Problems with Paper Documentation

It is not unusual for several files to have to examined when carrying out engineering and searching for particular information. For any modification, several files need to be updated manually. With paper documentation there is no efficient, intelligent search method. Documents are removed from files and modified, but may be put back in the wrong place, or not replaced at all.

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Requirements for a Digital Documentation Node

To overcome these problems, IOCL drew up the specification for a dedicated documentation node system to integrate I&C drawings and documents into a single database, so that time and effort could be saved when collecting the desired data during maintenance. The requirements highlighted were as follows. The vendor appointed would be responsible for supplying a completely engineered documentation node, including the necessary software to meet the requirements for the node.

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