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Document & Drawings Management in the Oil & Gas Industry

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ASt provides Integrated Workplace Management Solutions (IWMS), Computer-Aided Facility Management systems (CAFM) and Autodesk AEC solutions that help professionals deliver better customer service, significantly reduce costs and improve the productivity of their entire organisation.

The oil & gas industry is very wide ranged and even the management of processes on oil rigs itself –  carries a whole diversification of documents.

It is a very big field with involvements in all aspects of engineering – from development, construction, maintenance, operations & shutdowns. In this post, we are only touching on the operations & maintenance (i.e. equipment reliability, commissioning ) aspect, instead of the construction, loading & fabrication processes.

Although just touching on one aspect only, an array of documents and drawings are usually involved in the management of operations and maintenance.

Talk to a oil & gas engineer and they will tell you about the myriad of paperworks required to just keep track of the maintenance tasks, the status of the equipment,  the progress or continuance of systems, progressions of accesions & scheduling of personnel & handovers.

Due to the amount of assets in an oil rig, it is inevitable that without proper asset management, things can go awry.

To ensure that there are no disruption to the supply and production whereby a severance or shut down could generate a huge cost. It would take several days to restart production after a stop, with substantial financial consequences.

Document management can avoid accident due to poor management, or poor handovers and ensure accountability. There are an array of ways where Bluebeam Revu has been utilized in the operations of the oil and gas industry. As diversified as it is, we will touch on a few divisions which are currently quite popularly used in.



At an oil and gas resource, there are many processes  to them, from extraction to processing and then delivering them, which are very dependant on an array of pumps and associated equipment. Most platforms or rigs have more than one pump / equipment of the same kind and function, to allow for emergency back up, maintenance and  to keep its processes running when there’s a failure of its sister equipment.

It is vital to be aware when a system is shut down or which system is running & also track the progress of what works are being done. The clarity of knowing the progress must be easily obtainable for any personnel requiring the information, as there are a lot of turnover of staff between shifts in the oil & gas industry.

Bluebeam Revu’s markup and tracking tools allows offshore teams to digitally record who shuts down a system/ equipment (i.e. valve) and when, resulting in improved communication with onshore partners and increased project safety. Assigning tasks to different personnels, as well as live communication with relevant documents open can be done via Bluebeam Revu.


The pipelines on an oil rig is hazardous, especially because it contains hazardous gas. Flange break management has to be closely monitored of its progress & implementation. Usually, there are flange break management standards & documents which states of best practices to follow.

Bluebeam Revu’s markup and status tools allows onshore and offshore teams to plan flange breaks and isolations while tracking the changes as they are implemented. For example, each time a job progresses, the status of a joint shows detailed information, enabling increased accountability and removing uncertainty.



Piping vibration is a very common phenomena which occurs in the oil & gas sector. The vibrations are very detrimental to the structure and can cause fatigue-led breakdowns & failures to the pipelines, fittings, bends ,  reducers & supports  in the plants & facilities. The most common studies of piping vibration are the acoustic induced vibration and flow induced vibration.

To know the  severity of the conditions, Onshore personnel has to head to areas of high vibration and perform measurements. The locations are usually found in drawings or P&IDs. These measurements have to be marked and noted on the drawings for easy reference and sometimes photos are taken on site as well to ascertain the valve details or draw directions of the vibration.

This can be done very easily with Bluebeam Revu as Revu allows the attachment of several pictures at a point in the drawing. The personnel can mark up the drawing and add pictures as well as comments at just a point in the drawing

Bluebeam makes handling the attachment of information in a drawing very convenient.


Everyday is definitely unpredictable for both onshore and offshore personnel. Poor shift handover can lead to serious oil & gas _safety incidents. Hazards are inevitable if they are not identified properly.

According to EHS today – continuous process in the oil & gas industry demands people to carry out operations and maintenance of oil & gas plants, usually within 24 hours, 7 days a week. Therefore, workers are frequently rotated on a routine basis within a cycle refereed as shift work. Within continuous process, shift handover is required between those who are on shift works. Shift handover is defined as transferring responsibilities and tasks from one individual to another or a work team and it is one of the best known types of safety critical communication.

Effective communication plays an essential role for shift handovers. Effective communication during a shift handover provides a strong layer of protection in preventing major incidents. Good communication between management, supervisors and workers at an informal level is a feature of low incident plants.

Handovers will require information & most information are contained in documentation or document formats. A clear picture of all activities needs to be presented to incoming shift, otherwise all activities would be based on an inaccurate understanding and incomplete information. In addition to this, shift handovers between experienced and inexperienced staff, or during periods when some staff have been absent for long period of time, or when the plant’s safety system has been overridden for some reason are all considered to be high-risk shift handovers. Bluebeam Revu has funcionality of document revisions and sets which may aid handover processes and to ensure up-to-date of documentation.

Bluebeam Revu can also assist in document folder management which then improvises the obtainability of information needs, written guidances , safety cases, auditing  & operators awareness.

Want to know more on how to utilize Bluebeam Revu in your Oil & Gas works , contact us at 1300 672 888 or email

Tai Nguyen

Tai Nguyen

Managing Director at Advanced Spatial Technologies

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ASt is an award winning company with over 24 years experience in software & hardware solutions. Specialising in design, collaboration & facility management solutions with Autodesk, Bluebeam PDF & FMSystems. We also offer trusted HP, Dell & Lenovo hardware, professionally customised to your work needs. Our professional services team offers support, training, configuration & CAD drafting. Contact us on 1300 672 888 or for more info.

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