You’ve spent the past six months working with engineers, contractors, equipment suppliers and inspectors and your new process equipment is finally in place and running smoothly. Then, just as you think you’re ready to move on the next priority, someone delivers a 1500-page report in three binders.

Oh, and there’s an electronic copy that needs to be filed too.
So what should you do with the report? And, does it really need to be so thick?

Many engineering firms find it easy to simply package up every document, sketch, drawing, calculation, data column, and iteration that was ever considered during the project. Since it’s hard work to sort through it all to determine what’s important and what can be left behind, far too many simply toss it all into the binder and hope you’ll interpret a fat report as money well spent. But like a hot potato, that oversized document becomes your problem.

At MAI, we don’t find this approach particularly helpful because that bloated report comes with some problems attached:
• Where should you store it – both physically and electronically?
• How do you avoid it becoming simply another dust-collector?
• If the data’s stored on someone’s computer and the binder is in a back storage room, who’s going to know where to look?
• Even if you do locate the document, will you be able to find what you need inside it?
• Is there anything that’s of actual value in the report and will you ever actually need to look at it again?

A well-written, well-assembled report will contain the minimum amount of appropriate documentation. This should include P&IDs, as-builts if required, loop sheets, one-line drawings, equipment cut-sheets, etc. It should be easy to understand and access and it should be explained to you and the key people in your organization. It should be a useful, ongoing reference tool, not a dusty artifact from the project.

At MAI, we work hard to ensure that any archive deliverables contain only what is needed by the project scope. There is not filler, no fluff, no unnecessary frills. You don’t pay for a report by the pound so we give you what you need. No more. No less.

If you’d like to have smaller, more rational reports, and save a tree or two, MAI can help. Contact us today by clicking here or calling us at (812) 838-4000.