Engineering Procedure

SAEP-127
3 December 2006
Security and Control of
Saudi Aramco Engineering Data
Document Responsibility: Engineering Knowledge & Resources Division

Saudi Aramco DeskTop Standards

Table of Contents

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Scope.............................................................
Definitions......................................................
Applicable Documents...................................
Instructions.....................................................
Responsibilities..............................................
Non-Compliance............................................

Previous Issue: 30 June 2004 Next Planned Update: 1 January 2008

Revised paragraphs are indicated in the right margin
For additional information, contact Khedher, Khalid H on 9663-872-4480
CopyrightSaudi Aramco 2006. All rights reserved.

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Page 1 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Scope
This procedure covers handling, control, transmission, confidentiality, security, storage,
protection against unauthorized disclosure; modification; reproduction and eventual
destruction of Saudi Aramco Engineering Data while they are created or modified by
(work-in-progress), or while in the custody of, Saudi Aramco organizations and others
outside of Saudi Aramco. Included here are drawings of facilities, equipment and
properties whose ownership or operation has been entrusted to Saudi Aramco.
Survey maps, cartographic data and photographs (including plant aerial photographs),
Engineering Data handled by Fabrication Shops, Library Drawings (Plant No. M88) and
Saudi Aramco Standard Drawings (Plant No. 990) do not need to be covered by this
procedure. Applicable procedures set out in this SAEP shall be part of instructions to
construction bidders.

Definitions
2.1

Engineering Data
Any Saudi Aramco Engineering or Vendor drawing and/or electronic
database(s) bearing information related to a Saudi Aramco facility, equipment or
property disseminated in any format (including non-Saudi Aramco formats) and
media including, and not limited to, paper; Mylar; microfilm; microfiche; sepia;
photographs; electronic files on magnetic tapes, cartridges, diskettes, spools,
hard disks, optical disks, compact disks, or other electronic storage devices.
Hereinafter, all Engineering and Vendor Drawings and electronic databases
covered by this definition are referred to in this SAEP as "Engineering Data"
and shall be considered the sole property of Saudi Aramco.

2.2

Plant Drawing Online Collaboration PlantDoc

An automated system designed for administration and control of Saudi Aramco
engineering drawings and data in a centralized library for the purpose of
querying, viewing, printing, creating, retrieving and submitting. Refer to Saudi
Aramco Engineering Procedure SAEP-334 for PlantDoc access authorization.

2.3

Intelligent Plant IPlant: is an "Integrated Plant Information System" that is

based on intelligent engineering drawings to provide plant operations with a
simplified access to all plant engineering data. The system provides engineers
with powerful search capability to any of the equipment attributes, correlate
drawings to each other, integrate to SAP, PI, Operational manuals, trips
tracking, catalyst, and inspection.

Page 2 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

2.4

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Organizations
For the purpose of this SAEP, the following definitions apply:

2.4.1

Saudi Aramco shall mean Saudi Arabian Oil Company and its affiliated
companies, including, but not limited to Aramco Overseas Company,
and Aramco Services Company.

2.4.2

The department of a Saudi Aramco operations organization charged with

the overall operation, maintenance, safety and protection of a Saudi
Aramco facility, equipment or property, is the "Proponent".

2.4.3

The Saudi Aramco organization, which creates, controls and/or contracts

engineering, procurement and/or construction work to outside
contractors is the "User". If there is no separate User organization, the
"Proponent" is the "User".

2.4.4

Design, Construction and Service Contractors; Manufacturers; Vendors;

Government Agencies; and other similar organizations having a
contractual relationship or a prospective contractual relationship with
Saudi Aramco that may receive Engineering Data from Saudi Aramco
are referred to as "Contractors".

2.4.5

EK&RD shall mean the Engineering Knowledge & Resources Division

of Engineering Services, reporting to the Chief Engineer and charged
with the custody and management of all Saudi Aramco Engineering
Drawings defined in, and governed by, this SAEP, SAES-A-202 and
SAEP-334. EK&RD also oversees the compliance assurance to the
drawing related Engineering Standards and drawing preparation
standards and procedures.

Applicable Documents
Saudi Aramco Engineering Procedures
SAEP-120

Saudi Aramco Security Drawings

SAEP-334

Certification and Submittal of Saudi Aramco

Engineering Drawings

SAEP-342

Engineering Drawings Emergency Delivery Plan

Saudi Aramco Engineering Standard

SAES-A-202

Saudi Aramco Engineering Drawing Preparation

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Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Saudi Aramco Engineering Forms

0145-ENG

Engineering Data Transmittal

9594-ENG

Drawing Completion Certificate (DCC)

9601-ENG

Drawing Access Request

Saudi Aramco General Instruction

GI-0710.002
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Classification of Sensitive Documents

Instructions
4.1

Engineering Data
The User, Proponent and Contractor shall:
4.1.1

Be accountable for all Engineering Data as well as Drawing Numbers

transferred to their custody.

4.1.2 Ensure that Engineering Data is protected against loss, unauthorized

disclosure; modification; reproduction and destruction.
4.1.3

Ensure that only the needed amount of original and duplicate original
Engineering Data, to efficiently perform the specified work, shall be
transferred to their custody.

4.1.4

Restrict the number of copies, duplicate reproducible originals, and

reference prints made of Engineering Data on the basis of "need-toknow" only. All such documents must be destroyed by shredding
beyond recognition immediately when no longer required.

4.1.5

The Contractor shall be responsible for the safety, security and

confidentiality of all Engineering Data the Contractor generates in the
course of performing work under a contract with Saudi Aramco. This
includes all data generated, including the manner in which such
Engineering Data are put into hard copy form such as printing and/or
plotting of drawing electronic files. Work will be done in the same
secured environment as where the computer workstations are located.

4.1.6 Engineering Data, which includes information that could lead to making
a Saudi Aramco facility, equipment or property vulnerable to sabotage
and/or intentional damage, shall be classified as per GI-0710.002,
Classification of Sensitive Documents.

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Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

4.2

4.3

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Transmittals
4.2.1

All Engineering Data shall be formally transferred using the appropriate

forms as listed in Item 3, APPLICABLE DOCUMENTS, above or
similar format as issued by the affiliated companies.

4.2.2

Pickup or delivery of Engineering Data within Saudi Aramco shall be

accomplished by the requester of such data or by Saudi Aramco internal
mail system or designated couriers only.

4.2.3

Pickup or delivery of Engineering Data outside of Saudi Aramco shall be

accomplished by the Saudi Aramco User approved custodian or other
secured delivery system, authorized by the User such as a courier service
provider. Transfer of custody by any other mail system shall be avoided.

4.2.4

Electronic transfer of Un-encrypted Engineering Data may be

permissible only where secure electronic delivery is assured. Where
Engineering Data must be transferred via unsecured lines (e.g., modem
or commercial e-mail), files must be encrypted and encryption keys must
be exchanged via an alternate communications method. Unauthorized
copying and/or transmittal of files are strictly prohibited.

Minimum Security Requirements

4.3.1

The areas where Engineering Data are handled and stored must be
secured and inaccessible to unauthorized personnel at all times. For
Engineering Data to be removed from the secured areas for the purpose
of cross checking, design reviews, etc., prior written approvals must be
acquired from the User. Furthermore, during the time such Engineering
Data is outside the secured area, it must be kept in locked cabinets during
non-working hours.

4.3.2

User shall designate a "custodian" to receive the Engineering Data from

the Contractors and to assume responsibility for their safety, security and
confidentiality. The custodian shall be responsible for limiting and
logging the access to these original and duplicate original drawings on a
need-to-know basis and advising other personnel on the security
procedures. This custodian and designated alternate(s) shall be
responsible for tracking all Engineering Data requested by, or in the
custody of, the Contractor.

4.3.3

All unwanted hard and electronic copies of Engineering Data must be

destroyed beyond recognition, by means of mechanical shredding
equipment or erased, either when the Engineering Data is no longer
needed or at the completion of a job. Every reasonable effort shall be
Page 5 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

made to ensure no unwanted copies of Engineering Data left. Outside of

Saudi Aramco, all documents ready for destruction must be placed in
locked receptacles prior to destruction. The documents must be either
shredded or erased on site by the Contractor in witness of the User's
representative. Unwanted hard copies may be shredded by an outside
bonded contractor approved by the User. The User and the Contractor
shall make every reasonable effort to ensure no unwanted copies of
Engineering Data left.

4.4

4.3.4

Access to the restricted area(s) by janitorial, maintenance and other

personnel shall be minimized and scheduled during working hours.

4.3.5

All drawing reproduction made by Contractors shall be performed within

the Contractors' facilities or in premises outside of Contractors' facilities
approved by the User in writing. Such approval must be given based on
an objective evaluation of such premises' internal control procedures to
handle confidential and restricted documents for clients. Such written
approval must be in place before any Engineering Data are delivered to
such firms.

4.3.6

The Contractor shall obtain the User's written permission prior to

transferring Engineering Data to any third party. The Contractor shall
ensure that the third party agrees in writing to comply with this SAEP.

4.3.7

The Contractor shall return all original Engineering Data to the User
immediately, upon completion of work or when they are no longer
needed. The User and the Proponent shall submit all original
Engineering Data per SAEP-334 to EK&RD immediately upon
completion of work or when they are no longer needed.

Electronic Engineering Data Access

4.4.1

An electronic Engineering Data access system shall be implemented,

restricting access to only those personnel whose work requires them to
have an access to specific set of Engineering Data. Such access system
shall utilize a combination of individual user LOGON ID, password and
access rules.

4.4.2

Unauthorized electronic access of Engineering Data is strictly prohibited

under any circumstances and shall be reported to the User/Proponent
management.

4.4.3

Users of electronic Engineering Data equipment must have individual

user LOGON IDs and passwords that shall be changed according to
Saudi Aramco Domain Password Security policy or when necessary.
Page 6 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Access for personnel leaving their organizations, or whose jobs no

longer require access to Engineering Data, shall be canceled
immediately. LOGON IDs and passwords must not be shared.
4.5

Electronic Engineering Data Files Back-up and Storage

Daily and weekly back-ups are required for the electronic Engineering Data files
(work-in-progress). Weekly back-up files must be stored in off-site secured
back-up storage and shall be kept for the duration of the job until three (3)
months after the submittal of the original Engineering Data to EK&RD. Daily
and weekly back-ups are required for all electronic Engineering Data files.
Contractors must make weekly back-up files, which must be stored in off-site
fireproof safe(s) approved by the User and shall be kept for the duration of the
job and three (3) months after the submittal of all the Engineering Data to the
User. Upon inclusion of the data into the Saudi Aramco drawing system, all
back-ups must be destroyed by means of mechanical shredding equipment when
approved by the User.

Responsibilities
5.1

5.2

Proponents
5.1.1

The Proponents must safeguard all Engineering Data in their custody per
this SAEP.

5.1.2

Proponents must submit all original drawings in their custody to

EK&RD through PlantDoc immediately when not being used for
revision purposes.

Users
5.2.1

The Users shall meet the minimum requirements of this SAEP.

5.2.2

The Users shall ensure the Engineering Data designated by the

Proponents as "CONFIDENTIAL" are stamped as such in the designated
space of the drawing borders.

5.2.3

The Users shall be accountable for all Engineering Data and drawing
numbers released through PlantDoc, EK&RD or the Proponent under
their care for their use or for use by Contractors.

5.2.4

The Users shall review and approve in writing of the Contractors'

security procedures to ensure they meet the minimum requirements of
this SAEP prior to releasing any Engineering Data to the Contractors.

Page 7 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

5.3

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

5.2.5

Prior to releasing Engineering Data to a Contractor, the User shall assign

a member of his project team to oversee the Contractor's compliance
with this SAEP throughout the execution of the project.

5.2.6

If no contractual relationship for the work exists between a Contractor

and Saudi Aramco (e.g., subcontractors), the Users must ensure that each
Contractor agrees in writing to committing himself to meet the minimum
security requirements by signing a confidentiality agreement as provided
by the Contracting organization prior to transferring any original, or
copies of, Engineering Data or related documents to the Contractor
which shall be returned to the User after the completion of the purpose
for which these documents were provided to the Contractor.

5.2.7

The Users shall review the Contractors' utilization of the Engineering

Data and drawing numbers, in the Contractors' custody, at each project
review phase and perform final counts prior to signing each Final
Release Receipt Agreement (FRRA).

Engineering Knowledge & Resources Division (EK&RD)

EK&RD maintains centralized control of all Saudi Aramco Drawings. EK&RD
shall:

5.4

a)

Safeguard the Engineering Data in its custody as set forth in this SAEP.

b)

Track drawings overdue for submission by the Users or Proponents.

c)

Maintain/control through PlantDoc issuance of drawing numbers for the

purpose of development of new drawings as well as revision numbers for
modification of existing drawings as set forth in the Saudi Aramco
Engineering Procedure SAEP-334.

d)

Verify drawings submitted conform to drawing related Saudi Aramco

Engineering Standards as well as Drafting and CADD standards as set
forth in the SAES-A-202 and SAEP-334.

Aramco Services Company/Information & Imaging Services Unit (ASC/IIS)

In North America, ASC IIS serves as the liaison to EK&RD to respond to
requests from North and South American Users. ASC/IIS shall:
Safeguard the Engineering Data collection in its custody as set forth in this
SAEP.

Page 8 of 9

Document Responsibility: Engineering Knowledge & Resources Division

Issue Date: 3 December 2006
Next Planned Update: 1 January 2008

SAEP-127
Security and Control of
Saudi Aramco Engineering Data

Non-Compliance
6.1

Mishandling by Saudi Aramco Personnel

In the event of mishandling by any Saudi Aramco personnel of any Engineering
Data, the Proponent, or the User jointly with the Proponent, shall investigate the
matter and determine the appropriate action(s).

6.2

Mishandling by non-Saudi Aramco Personnel

In the event of mishandling by the Contractor, or his personnel, of any Saudi
Aramco Engineering Data, in the custody of the Contractor, the User, jointly
with the Proponent, shall investigate the matter and bring their findings to the
attention of the Saudi Aramco contract proponent who may take appropriate
punitive measures including, without limitation, terminating the contract and/or
suspending the Contractor from bidding on future contracts.

31 March 2004

3 December 2006

Revision Summary
Revised the "Next Planned Update". Reaffirmed the contents of the document, and
reissued with minor changes to incorporate requirements of SAEP-128 into this SAEP and
changed title.
Editorial revisions.

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