1. Record Keeping
Geoff Rhodes
MATCOR, Inc.

2. They must be Accessible
Records Must Be Kept
They must be Complete
They must be Accurate
They must be Accessible
How many of you have ever been in a situation, either at work or home, were your wife or significant other told you an important date to remember. Or told you to be somewhere at a specific time. Did you write it down? Were you successful? Why?
As humans, we have an average of 70,000 thoughts a day!!! So out of 70,000 thoughts in a day, what do you think the likely hood is, after stepping off the job site, that we are going to remember the readings we just collected; V, V, -.989V maybe several days from when you collected those readings. How about several months? How about several years?
Ok, so it seems like I’ve got everyone’s attention here, what were those numbers I just said?
The human brain is pretty amazing, it has the capacity to store between 10 and a million gigabytes of memory. That’s amazing! But as amazing as our human brains are, studies have shown that we are incapable of remembering absolutely everything.
What does that mean for our corrosion work?
How many of you go home after the day is complete and all your thinking about is -.568V, V, -.989V, maybe you even put it in a song, sing it as you’re showering. You’re gonna remember them now, aren’t you.
I think at this time it goes without any further proof, that good record keeping is key! It is just as important as the actual corrosion work itself. And even if you have the best memory EVER, what if you are on vacation and someone needs to cover your work? Or, god forbid, you got sick, injured or stopped coming to work for any other reasons.
For the people that have to take over your work, you want them to be able to pick up where you left off. In order to do that, records have to be;
Complete
Accurate
And Accessible
“A short pencil is better than a long memory”

3. COMPLETENESS (use forms)
Identify the location of test or operation
Date
Names of participants
Detail description of test or operation
Basically, this is having all the necessary information to make the record useful at a later date.
Its also a good idea to create a form for yourself. That way when you are taking readings on a system, you remember to collect ALL the readings. An average rectifier inspection could involve collecting 5 or 6 readings. Is it possible that you could walk away from the site after only collecting 4 readings?
Well, I wrote them all down!
Then you drive all the way back to the office only to realize that you are missing one single reading. That’s more of YOUR time and more MONEY to have to travel back out to the site to correct your mistake. So its good to have a form or a checklist when you are doing corrosion work. That way you are SURE that you are not walking away from the site, missing any information.
Some of the information that is helpful to include is the;
Identification or location of where you are taking the test
The date that you collect the readings
Name of everyone who is there and working onsite
And a detailed description of the test or operation.
Sometimes it also helps to leave a space for sketches of what you are working on.

4. ACCURACY Use “as built” prints
Measure location of stations and other corrosion control facilities
Sometimes cathodic protection systems are installed differently from the way that they were designed. Perhaps during the installation of the anode bed, there was a large amount of Rock or shale and you had to move the anode bed over 30 feet. Installation changes happen like that all the time! But its very important for that information to make it’s way to the As-Built records. When doing periodic surveys or troubleshooting, the exact location is necessary. And it should be done as it’s being installed so that it’s easier to measure the distances of anode beds, cables, pipelines, test stations and so on.
Just guessing the proximately or estimating the locations isn’t going to fly. It could cause you to falsely diagnose trouble with a system and can create repeat work.

5. ACCESSIBILITY (Retrieval System)
Manual Filing System
Computerized Filing System
If you are still using paper records, establish a filing procedure so that your records are easily accessible if you need to retrieve them.
Same thing if you are using Computerized records. Ensure that it’s filed in a way that information can be easily obtained.

6. SUMMARY REPORTS FOR MANAGEMENT
Analysis of any leaks
Level of cathodic protection
Summary of developing problem areas
Recommendations of required action
Its essential to record information on any leaks or potential leaks that can occur. What the level of cathodic protection is and take notes on any developing problem areas.
When you have good notes and recorded data you can use that information to recognize trends and make recommendations of required action.

7. TYPES OF RECORDS Structures Physical Information Corrosion Records
Corrosion Control Records
There are 3 basic types of records that corrosion personnel should keep;
Physical Information
Corrosion Records
Corrosion Control Records

8. Structure Information Structure “as built” Drawings or Maps
PHYSICAL INFORMATION
Installation Date
Structure Information
Structure “as built” Drawings or Maps
Protective Coatings
*Read Slide
These are the “Working Tools” of the system. Corrosion personnel may not be the ones collecting this information, but they need to be available.
Installation Date
Structure Information
Structure “as Built” Drawings or maps- its important that these are always up-to-date with changes, modifications, replacements, maybe a change in pressure…etc
Protective coatings- what kind of coatings do we have on the structure; mil applied coatings, tape wraps, 2-part epoxies

9. IN THE CASE OF PIPELINES
Pipeline Diameter
Wall Thickness, Grade, Weight per Foot
Location of Cased Crossings
Construction Type
Location of Branch Taps
Location of Insulated Joints
Location of Underground Structures
In the case of a pipeline;
Pipeline Diameter
Wall Thickness, Grade, Weight per Foot
Location of Cased Crossings and all of the details associated with that, like diameter, length, bare or coated…
Construction Type; were the pipe sections welded together, or did they use mechanical couplings or a combination…
Location of Branch Taps, tees, and valves
Location of Insulated Joints
Location of other Underground Structures in proximity to our pipeline

10. Operating Temperatures Location of Paralleling HV Power Lines
Location of Stray Current
Pipeline Alignment Sheets
Some other information that is necessary
Operating Temperatures; which may vary from location to location
Location of Paralleling HV Power Lines
Location of Stray Current and possible sources of stray current
Pipeline Alignment Sheets – which are basically your records with all the above information on them.

11. CORROSION RECORDS
Pipeline Inspection Reports that show the condition of the pipe surface and pipe coating
Leak Reports
Leak Repair Reports
When you have corrosion leaks and failures, it is important to note the condition of the pipe surface. How much corrosion is there? Are we repairing a tiny little pin hole or are we fixing a 10 foot long gouge in the pipe that suspiciously looks like a back hoe tooth. That information isn’t just going to be relevant to the repair, but it will also be relevant to future corrosion control work.

12. CORROSION CONTROL RECORDS
Soil Resistivity
Pipe Coating Resistance
Current Requirement Tests
CP Site selection Survey
Design Calculations & Drawings of CP Unit Installations
If we are designing a corrosion control system from scratch or redesigning an existing system that currently isn’t adequate; some of the necessary information may include;
Soil Resistivity
Pipe Coating Resistance
Current Requirement Tests
CP Site selection Survey
Design Calculations & Drawings of CP Unit Installations
(*List continued on next slide)

13. Energization & Adjustments of CP Unit Installations Interference Test
Stray Current Surveys
Mitigation to Offset Stray Current
Testing for Induced AC Voltage
Design Calculations & Drawings to Mitigate AC Induced Voltage
Maybe its just a matter of Adjusting the rectifier
Performing Interference Tests
Doing Stray Current Surveys and ways to Offset Stray Current
Testing for Induced AC Voltage and ways to Mitigate it

14. Pipe to Soil Potential Surveys Rectifier Periodic Test
Periodic Interference Bond Test
Periodic Stray Current Test
Periodic Test of Coupons
Pipe to Soil Potential Surveys
Periodically Testing:
the Rectifier
any Interference Bonds
area with Stray Current
Test Coupons

15. REGULATIONS Federal Pipeline Safety Regulations
State Pipeline Safety Regulations
Some systems are federally and state regulated by governing bodies. Some of these regulations actually include record keeping along with other aspects of corrosion control.
When reading these documents on regulating pipelines, you’ll see the word “Minimum”… a lot… this means that this specific “thing” is the minimum requirement in order to stay in compliance.
If state regulations extend beyond the federal regulations, the state regulations become the minimum. Who here is from Virginia?

16. FEDERAL RECORD KEEPING REQUIREMENTS
Report of Leaks
Leak Repairs
Pipe Inspections that Include the Following Information;
Pipe Corrosion
Coating Condition
Internal Inspection
Record Retention Time
Periodic Exam of Coupons
Location of CP Facilities Including:
Pipe Under CP
CP Facilities
Structures Bonded to CP
Record Retention Time
Some of the Federal Record Keeping Requirements are;
Reporting Leaks
Leak Repairs
Pipe Inspections that include;
Corrosion
Coating Condition
Internal Inspection
Record Retention Time
Periodic Exam of Coupons
Location of CP Facilities Including:
Pipe Under CP
CP Facilities
Structures Bonded to CP
Record Retention Time

17. TESTS, SURVEYS & INSPECTIONS
*Five Year Requirement*
Soil Resistivity Tests
Bacterial Activity Tests
Pipe to Soil Measurements
pH Measurements
CP Current Requirements
Leak Detection Surveys
Coating Inspections
CP Adequacy Tests
Periodic Rectifier Tests
Periodic Stray Current Tests
Re-Evaluation of Unprotected Pipe
Periodic Inspections of Internal Corrosion Tests
Atmospheric Corrosion Tests
Inspection data required for Federally regulated pipelines must be kept for either the service of the pipeline or for Five Years, depending on their service. These records have to be detailed enough for an inspector to get a full picture of the Corrosion Conditions and the Corrosion Mitigation on the pipeline without even having to go onsite.
Some of that data includes;
Soil Resistivity Tests
Bacterial Activity Tests
Pipe to Soil Measurements
pH Measurements
CP Current Requirements
Leak Detection Surveys
Coating Inspections
CP Adequacy Tests
Periodic Rectifier Tests
Periodic Stray Current Tests
Re-Evaluation of Unprotected Pipe
Periodic Inspections of Internal Corrosion Tests
Atmospheric Corrosion Tests

18. Lifetime Record Requirement
Periodic CP adequacy tests for natural gas and liquid pipelines (a)
Reevaluation of unprotected pipelines required in (e)
Maps or records showing the location of all cathodically protected pipe and facilities.
Evaluations of pipe removed from service for internal corrosion and results (b)
As we just mentioned, some pipelines will require records to be kept for 5 years, and other for the life of the pipeline…. Lifetime records require…
Periodic CP adequacy tests for natural gas and liquid pipelines (a)
Reevaluation of unprotected pipelines required in (e)
Maps or records showing the location of all cathodically protected pipe and facilities.
Evaluations of pipe removed from service for internal corrosion and results (b)

19. KEEP IN MIND
Federal Pipeline Safety Regulations are the minimum requirements
State Regulations could have supplementary requirements
Regulations differ for different facility types
Regulations are subject to revisions
*Read Slide

20. COMPUTERIZED RECORDS Rapid accessibility of data Plotting capabilities
CP installation drawings in electronic storage form
Rapid data sorting & searching
Recall data on terminal screen
Freedom from loss
*Read Slide

21. FIELD DATA SHEETS Uniformity (standard information)
Protection against missing data
In one of the first few slides we mentioned have preset forms. That will not only bring uniformity to your records, but it will also ensure that you don’t miss any reading! When you dot all your I’s and cross all your T’s, your butt is covered if Fit were to ever hit the Shan!

22. CONCLUSION No two record systems are alike
A record system must be planned to meet the needs of the user
Take time to thoroughly study the following;
The underground system
Future expansions of systems
No two record systems are alike- but bringing some uniformity with inspection sheets will help make sure that all your bases are covered.
A record system must be planned to meet the needs of the user
Take time to thoroughly study the system that you are working on and possible future expansions of the system

23. Management information requirements Federal & state requirements
Cost of each record system
System maintenance requirements
Availability & compatibility of computer facilities
Understand Management information requirements and needs
Know what the Federal & state requirements are for your system
Understand the real costs of different record systems under consideration- you don’t want to buy into a high end computerized program, only to find out that your company cannot afford to keep up with that program, leaving you to have to switch to another one. If that happens, you could loose track of acquiring that data in the future.
System maintenance requirements and the real costs associated with that.
Availability & compatibility of computer facilities

24. Questions?
“A short pencil is better than a long memory”