What Is a Data Book? Vendor Documentation

A data book (also called a vendor data book, manufacturer’s record book, or quality documentation package) is a compiled set of documents that records the complete manufacturing, inspection, and testing history of equipment or materials supplied to a project. Every major item procured for an oil and gas project—valves, pipes, fittings, flanges, vessels, pumps, instruments—requires a data book delivered by the manufacturer to prove that the supplied products meet the purchase order specifications, applicable codes, and project quality requirements.

The data book is a permanent quality record that follows the equipment throughout its operational life.

Data Book Section	Typical Contents	Purpose
Purchase order	PO number, technical specification, approved vendor drawings	Defines what was ordered
Material certificates	Mill test certificates (MTCs) per EN 10204 3.1/3.2	Proves material composition and mechanical properties
Manufacturing records	Heat treatment charts, welding procedure specifications (WPS), PQR	Documents fabrication process
Dimensional records	Inspection reports, dimensional check sheets	Verifies physical dimensions
NDT reports	Radiography, ultrasonic, magnetic particle, dye penetrant results	Proves weld and material integrity
Pressure test reports	Hydrostatic or pneumatic test records with charts	Verifies pressure containment
Coating/painting records	DFT measurements, holiday test reports	Documents surface protection
Certificates	CE marking, PED conformity, NACE compliance	Regulatory and code compliance
Packing and shipping	Packing list, shipping marks, preservation records	Material identification and traceability

Types of Data Book Requirements

The level of documentation required depends on the equipment criticality and the project specification:

Documentation Level	Description	Typical Equipment
Level 1 (basic)	Material certificates + dimensional report only	Standard fittings, gaskets, bolts
Level 2 (standard)	Full manufacturing records + test reports	Pipes, flanges, standard valves
Level 3 (comprehensive)	Full data book + third-party inspection witness reports	Pressure vessels, critical valves, alloy piping
Level 4 (maximum)	Level 3 + design calculations + full traceability	Safety-critical equipment (PSVs, SDVs)

The required documentation level is specified in the Master Document Register (MDR) or Vendor Document Requirements (VDR/VDDR), which is issued to the manufacturer as part of the purchase order.

Data Book Review Process

The data book review follows a structured workflow:

1. Manufacturer compiles documentation during and after production
2. Manufacturer QC reviews for completeness and accuracy
3. Third-party inspector (if required) reviews and stamps the documents
4. EPC contractor document control receives and logs the data book
5. EPC engineering reviews technical content against the specification
6. Client/owner reviews and approves (for critical equipment)
7. Final as-built data book issued at project handover with all revisions incorporated

Pro Tip

Do not wait until equipment delivery to request the data book. Require manufacturers to submit progressive documentation during production (material certificates after melting, NDT reports after fabrication, test reports after testing). This allows early detection of non-conformances while the equipment is still at the factory, avoiding costly rejection at site. Define clear submission milestones and review timelines in the purchase order—a common requirement is 80% of documentation submitted before shipment and 100% within 4 weeks after delivery.

Data books are a key component of the project handover documentation package, alongside as-built drawings, operating manuals, and spare parts lists. For more on EPC project execution, see the full guide.

Read the full guide to project management