Upon reviewing the inspection methods for oil and gas recovery at gas stations across various regions, a clear trend becomes evident: inspectors are increasingly relying on data and records, rather than merely inspecting equipment on-site. Historical records of gas-to-liquid ratios, operational curves from online monitoring, and maintenance and repair logs have all become standard verification items. The shortcomings of paper-based records in terms of storage, retrieval, and traceability are becoming increasingly apparent under such demands - issues such as missing books, illegible handwriting, and inconsistent data can all pose challenges for inspections. The digitization of records is transitioning from being an option to a necessity that stations should prioritize. This article outlines the approach and step-by-step implementation methods for digitization.
Informatization begins with sorting out data items
Before integrating the system, let's first answer a question: which data should be managed? Common data items can be divided into three categories: operational data - gas-liquid ratio detection values, online monitoring data, equipment operating status; maintenance data - inspection records, consumable replacement, fault handling, maintenance reports; management data - test report archives, rectification records, personnel handover. List the three categories of data items, and determine the source (manual entry, export from testing instruments, docking with online monitoring platforms) and update frequency for each item. If this step is done well, no matter what carrier is chosen later, the data will remain consistent.
The choice of carrier should be based on available resources: in the initial stage, using shared tables can solve 70% to 80% of the problems, with almost zero cost; stations with the conditions can adopt station-level management systems, or directly connect with online monitoring platforms to enable automatic data collection, reducing errors caused by manual transcription.
Five steps for phased implementation
- Inventory status: Count each existing paper ledger, and list the data item inventory and gaps;
- Establish standards: Unify the format, units, and entry responsible person for each item of data, and clarify who enters and who reviews;
- Select carrier: Choose between shared tables, station-level systems, and platform integrations based on budget and personnel conditions. Ensure smooth operation before upgrading;
- Parallel transition: Run the old and new ledgers in parallel for one to two months, verify data consistency, and correct process loopholes;
- Curing and archiving: Determine export and backup rules, scan and archive historical paper ledgers, and form complete electronic archives.
| data category | Common data items | Suggested update frequency |
|---|---|---|
| Operation class | Gas-liquid ratio detection value, online monitoring data, equipment status | Real-time online data on the day after detection |
| maintenance category | Inspection records, consumable replacement, and fault handling | Record immediately after inspection, and process on the same day |
| Maintenance category | Maintenance report, annual inspection report | Entered when the report is archived |
| Management | Rectification records, personnel handover, training records | Entered at the time of occurrence |
| Archive category | Scanned copy of historical paper ledger | Complete scanning during the transition period |
Common problems and countermeasures in the implementation of informatization
The most common problem is "built but not used": the forms are set up comprehensively, but the data entry is inconsistent, with occasional bursts of activity followed by long periods of inactivity. Half a year later, people still revert to using paper books. The solution is to embed the data entry action into the existing process - record it immediately after inspection, or on the day the inspection report is received, rather than accumulating and making up later. Secondly, there's the issue of data quality: dirty data with incorrect units or missing dates can be even more troublesome than having no data at all. Establishing a small rule of "self-checking by the data entry person and weekly review by the station manager" can prevent most of these issues. Furthermore, there's the matter of security: if the ledgers are stored on personal phones or in software of unknown origin, the ownership of the data is unclear. It is recommended to use a storage method that is controllable by the enterprise, and regularly export backups.
Frequently Asked Questions
Is it necessary for small stations to implement ledger informatization?
It is necessary, but we can start with a lightweight approach. A set of shared tables with standardized naming, coupled with archiving through mobile phone photos, has a near-zero cost and can already address the main pain points of difficult search and traceability. When the scale expands, we can upgrade the system, and the previously organized data item list can still be used without any issues.
Do we need to manually re-enter the online monitoring data?
If there is a connection, there should be no need for repeated data entry. The data from the online monitoring platform should be automatically collected into the ledger system as much as possible, with manual work only responsible for anomaly annotation and review. Repeated data entry is both labor-intensive and prone to errors. For those that cannot be connected temporarily, set a fixed rhythm for exporting and entering data.
Should we still keep paper ledgers?
It is recommended to scan and retain the historical ledgers, and then store the originals for the prescribed period as stipulated by the station. New records can be based on the electronic ledgers. During inspections, if the electronic ledgers can be clearly displayed and accessed at any time, they generally meet the requirements.
This article is compiled by Luoyang Wohong Petrochemical Equipment Co., Ltd. The company provides design and manufacturing, skid-mounted customization, installation and commissioning, as well as after-sales operation and maintenance services for three-time oil and gas recovery equipment to gas stations and oil depots. If you need on-site inspection or scheme configuration, please feel free to contact us for discussion.