Saybolt Global Inspection Manual
RECORDING AND CONTROLLING FIELD DATA
The information and measurements collected by Inspectors
on the job is important to Saybolt and to Saybolts
customers. The information in this section give guidance
in how to record, report and control the field information
collected on the job.
15.1. DEFINITIONS
15.1.1.Raw Field Data
The following are defined as raw field data:
-Vessel and Shore Tank identification numbers/letters
1. Liquid level measurements (oil or water) and gauging
locations
2. Liquid or LPG vapor temperature measurements and
locations
3. Ambient air temperature readings and locations
4. Sampling locations
5. Measurement and sampling times and dates
6. Pressure readings
7. Meter readings, meter factors and temperatures
8. Meter prover readings and temperatures
9. Density (or API Gravity), shore and vessel
10. S&W% from the laboratory or from the ships records
11. Draft readings before and after cargo transfer
12. Draft readings and gauges taken in connection with
draft surveys
13. Readings from automatic gauging devices (ATGs) or
tank-side gauging device readouts
14. Pressure readings on Ammonia and LPG tanks
15. Seal numbers
Any other data observed, measured or recorded by an
Inspector in the inspectors note Book or on any field
document
15.1.2. Calculated or Derived Data
Data that has been derived from raw data, or has been
calculated using raw or derived data and applying factors
or mathematical corrections.
15.1.3. Saybolt Data Book
A Saybolt-issued note-book, (e.g. in the US, a locally
issued book, usually made of blue plastic and containing a
removable stitched tally book insert), and an Equipment
Calibration Log.
15.1.4. Saybolt Field Forms
Saybolt field forms are used to report raw data and
information collected in the Saybolt Data Book.
Issued May 17, 2004 Saybolt Inspection Support & Development Group
Printed versions of this document are NOT controlled copies
15.2. RECORDING RAW DATA
1. All raw field data (defined above) must be initially
recorded in the Saybolt Data Book.
2. Neatly print all information in the Data Book.
3. Use only a ball point pen for all data book entries.
Do not use a pencil, unless a weather circumstance
(rain) makes this necessary.
4. Do not tear or remove pages the Saybolt Data Book
(tally book). If you need to correct information in the
Data Book, draw a single line through the original
data (so it can still be read) and re-enter the corrected
or new data.
5. Do not erase, obliterate or use white-out fluid to
cover any data in a Data Book.
6. Explain corrections with a few words. For example,
Original PET reading was wrong. Tank temperature
re-measured.
15.3. REPORTING INFORMATION ON
SAYBOLT FORMS
1. Raw field data must be transferred to the appropriate
Saybolt field forms to perform calculations and to
report job details and information to the office.
2. Saybolt field forms should be used for all data
submitted to the office whenever possible. However,
where computers are available in the field or field
offices, data may be entered directly into the
computer system.
3. Field forms for local use are acceptable in addition to
the approved Saybolt Field forms, provided they use
the approved lay-out.
4. Pencil may be used on Saybolt forms if the pencil
writing is clear and legible, and if carbonless copies
are legible.
5. All blank cells on field forms should be filled in or a
line should be marked across the cell if the data
required is not applicable to the job.
6. Cross out blank pages or portions of pages with no
entries with a Z or X to prevent additional data
from being entered in the future.
7. If a space is provided for the Job #, this must be filled
in.
8. Sign or stamp each form that you use, even if you do
not complete the form yourself. If another Inspector
has made entries on the form, be certain that the other
Inspector also signs or stamps the form.
Chapter 15 ,Page 1 of 2
 Saybolt Global Inspection Manual

RECORDING AND CONTROLLING FIELD DATA

gauging and temperatures only or for receipt only,

with reference to the applicable Saybolt form.
15.4. HANDLING OF SAYBOLT DATA Saybolt Inspectors are not to sign non-company
BOOKS documents without the above statements.
1. When you get a new Data Book insert (tally book), 6. A copy of all third party signed documents shall be
print or stamp your name, your office location, and the kept in file.
date you began using the book on the first page.
2. When Data Books and Equipment Calibration Logs
are completely used, print or stamp the date of the last
data entered in the book.
3. Give your tally book inserts to the Location Manager
when they are filled, or when you leave employment
with Saybolt.
4. Saybolt Data Books, whether used, partially used, or
unused, may not be discarded.
5. If your employment with Saybolt is terminated for any
reason, all Saybolt Data Books you have (whether
used, partially used, or unused) must be returned to
your Manager.

15.5. SIGNING OF NON COMPANY

DOCUMENTS
Signing of documents as presented by third parties, such as
vessels officers, terminal staff, agents and others, is
inappropriate.

The following rules and guidelines are applicable:

1. All relevant data required for reporting is produced on

the forms provided by Saybolt.
2. Saybolt employees do not act as an agent for any party
in the conduct of the companys business. An
Inspectors signature on a third party document might
imply the acceptance of responsibility, where such
responsibility does not exist.
3. It is not allowed to sign third party documents, such as
Dry Tank Certificates, Notice of Readiness, agents
Statement of Fact, Bill of Lading and Certificate of
Origins, or any other document which does not
directly involve the physical inspection at hand, unless
written approval is received from the (Area) Manager.
4. If presented with such documentation, it is important
to indicate that all or the required information
involving the physical inspection is available on
Saybolt documentation, with the Inspectors signature
and to resist arguments to sign third party documents.
5. Exceptions include witnessing of terminal gauging or
ullage reports, where joint gauging has occurred, and
all data are checked as the same as on Saybolt forms.
Said forms can be signed by the Saybolt Inspector for

Issued May 17, 2004 Saybolt Inspection Support & Development Group Chapter 15 ,Page 2 of 2
Printed versions of this document are NOT controlled copies