From Design to Delivery

The Data Book—also known by other names such as Manufacturer Record Book, Inspection Book, or Vendor Data Book, quality dossier—is a collection of certified documents and test reports that represent the entire technical and certification history of a project or specific equipment. It is the “technical and quality memory” of the work carried out: an organized collection that records the entire production process, from design to delivery, and ensures the quality of the final product.

The Data Book is not just a formality, is a key element in the project close-out process and is often a mandatory requirement for final payments. Each document must be traceable, signed, dated, and compliant with contractual requirements, both in terms of language and regulatory standards.

Creating a Data Book begins well before the final stages of a project. It is not an activity to be tackled “after the fact,” but rather an ongoing process that must progress in parallel with production. This proactive approach minimizes the risk of omissions, errors, or inaccurate reconstructions that could delay project closure or require document rework.

The technical content of the Data Book is extensive and varies depending on the project’s complexity. It includes, for example, final drawings and mechanical calculations, always supported by official approvals; the Quality Control Plan, also known as the ITP (Inspection and Test Plan), which outlines each production phase and its associated inspections; and the welding book, which meticulously documents all joint activities, personnel qualifications, and certifications of the executed processes.

Another crucial element is material traceability. Every component used—from base materials to welding consumables—must be identifiable and certified, often through traceability maps that link technical drawing specifications to the actual materials employed. This is complemented by operational and control procedures, destructive and non-destructive tests, heat treatment certificates, pressure tests, and even visual and dimensional inspections.

No Data Book is complete without safety and regulatory compliance documentation, as well as the declaration of conformity. The certificate of compliance with the purchase order, included at the end, carries significant legal value.

A well-organized Data Book not only promotes transparency and quality assurance but also serves as a valuable protection tool for both the manufacturer and the end client. Careful documentation is a mark of professionalism and attention to detail, capable of making the difference between a project completed correctly and one open to disputes.

For EPC contractors, the ability to deliver a complete and accurate Data Book is not just a contractual obligation—it’s a key indicator of reliability, transparency, and service quality. It protects the client and highlights the contractor’s professionalism, reducing the risk of disputes and facilitating inspections by auditing bodies and end customers.

In a sector where precision and compliance are paramount, the proactive organization and management of the Data Book reflect the strength of EPCI service and enhance its competitive value.

This is why choosing an experienced partner like EPCI Service means ensuring a structured, regulation-compliant approach that is fully integrated into every stage of the project.

EPCI Service manages the entire lifecycle of technical documentation, anticipating potential issues and ensuring each Data Book is delivered on time and in compliance with the highest quality standards.

Choosing EPCI Service means choosing reliability, transparency, and expertise in the technical-documentary management of your industrial projects.