Gas Transportation Asset Management and Engineering Records UK

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Description of Business Function

The function of the construction, operation and maintenance of engineering assets relating to the transportation of gas. This might cover Planning, Design, Procurements, Construction, Operations, Maintenance, Modification and Repair, MIS, Decommissioning, Disposal, Safety, Environmental and relevant Legal records.

Basis of Retention and Disposition

There is an Indefinite retention rule for these records.

This is based upon recognition that even after an asset is decommissioned its physical life could last for many years (with newer plastic pipes having an indefinite lifespan), as well as the need to refer to defect histories and trends. This exceeds various gas and HSE legislation, including the Pressure Systems Safety Regulations 2000, which implies keeping such records for the life of the asset / plant.

Retention Rules Per Record Type

Please use the following formatting for each row within the table below:

|-

| Name of record type || Retention period including any trigger || The legal citations and/or other rationale for determining this rule


Record Type Minimum Retention Period Rationale
Planning Indefinite Even after an asset is decommissioned its physical life could last for many years
Design Indefinite Even after an asset is decommissioned its physical life could last for many years
Procurements Indefinite Even after an asset is decommissioned its physical life could last for many years
Construction Indefinite Even after an asset is decommissioned its physical life could last for many years
Operations Indefinite Even after an asset is decommissioned its physical life could last for many years
Maintenance Indefinite Even after an asset is decommissioned its physical life could last for many years
Modification and Repair Indefinite Even after an asset is decommissioned its physical life could last for many years
MIS Indefinite Even after an asset is decommissioned its physical life could last for many years
Decommissioning Indefinite Even after an asset is decommissioned its physical life could last for many years
Disposal Indefinite Even after an asset is decommissioned its physical life could last for many years
Safety Indefinite Even after an asset is decommissioned its physical life could last for many years
Environmental Indefinite Even after an asset is decommissioned its physical life could last for many years
Legal Indefinite Even after an asset is decommissioned its physical life could last for many years

Citations and References

Pressure Systems Safety Regulations 2000, 14 (3), Keeping of records, etc., "Where the user or owner of a pressure system or part thereof changes, the previous user or owner shall as soon as is practicable give to the new user or owner in writing anything (relating to the system or part thereof, as the case may be) kept by him under this regulation."

The Pressure Systems Safety Regulations 2000, reg. 14(1) 14. (1) “The user of an installed system and the owner of a mobile system shall keep: (a)the last report [i.e. Written scheme of examination for safety] relating to the system made by the competent person pursuant to regulation 9(3) (b)any such previous reports if they contain information which will materially assist in assessing whether– (i)the system is safe to operate, or (ii)any repairs or modifications to the system can be carried out safely; (c)any– (i)information provided pursuant to regulation 5 of these Regulations [i.e. sufficient written information concerning its design, construction, examination, operation and maintenance, modification or repair to enable compliance]; or (ii)instructions specified in section 3.4 of Annex I to Directive 97/23/EC of the European Parliament and of the Council on the approximation of the laws of the Member States concerning pressure equipment(6), which Annex is set out in Schedule 2 to the Pressure Equipment Regulations 1999(7), and provided pursuant to regulation 7(1) and (3) or 8(1) and (3)(b)(i) of those Regulations, which relate to those parts of the pressure system included in the scheme of examination”