COMPLETE REVISION

June 2016

Data Management

PIP DMDDC001
Document Metadata Requirements
 PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES

In an effort to minimize the cost of process industry facilities, this Practice has been
prepared from the technical requirements in the existing standards of major industrial users,
contractors, or standards organizations. By harmonizing these technical requirements into a
single set of Practices, administrative, application, and engineering costs to both the
purchaser and the manufacturer should be reduced. While this Practice is expected to
incorporate the majority of requirements of most users, individual applications may involve
requirements that will be appended to and take precedence over this Practice. Determinations
concerning fitness for purpose and particular matters or application of the Practice to
particular project or engineering situations should not be made solely on information
contained in these materials. The use of trade names from time to time should not be viewed
as an expression of preference but rather recognized as normal usage in the trade. Other
brands having the same specifications are equally correct and may be substituted for those
named. All Practices or guidelines are intended to be consistent with applicable laws and
regulations including OSHA requirements. To the extent these Practices or guidelines should
conflict with OSHA or other applicable laws or regulations, such laws or regulations must be
followed. Consult an appropriate professional before applying or acting on any material
contained in or suggested by the Practice.

This Practice is subject to revision at any time.

© Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at
Austin, 3925 West Braker Lane (R4500), Austin, Texas 78759. PIP Member Companies and
Subscribers may copy this Practice for their internal use. Changes or modifications of any kind
are not permitted within any PIP Practice without the express written authorization of PIP.
Authorized Users may attach addenda or overlays to clearly indicate modifications or
exceptions to specific sections of PIP Practices. Authorized Users may provide their clients,
suppliers and contractors with copies of the Practice solely for Authorized Users’ purposes.
These purposes include but are not limited to the procurement process (e.g., as attachments to
requests for quotation/ purchase orders or requests for proposals/contracts) and preparation and
issue of design engineering deliverables for use on a specific project by Authorized User’s
client. PIP’s copyright notices must be clearly indicated and unequivocally incorporated in
documents where an Authorized User desires to provide any third party with copies of the
Practice.

PUBLISHING HISTORY
March 2009 Issued
March 2013 Complete Revision
October 2014 Complete Revision
June 2016 Complete Revision

Not printed with State funds

 COMPLETE REVISION
June 2016

Data Management

PIP DMDDC001
Document Metadata Requirements
Table of Contents
1. Scope ................................................................................................................... 2
2. References .......................................................................................................... 2
2.1 Process Industry Practices ....................................................................................................... 2
2.2 Industry Codes and Standards ................................................................................................. 2

3. Definitions ........................................................................................................... 2
4. General ................................................................................................................ 3
5. Document Metadata ............................................................................................ 3
5.1 Date and Time .......................................................................................................................... 3
5.2 Document ID............................................................................................................................. 3
5.3 Document Information .............................................................................................................. 3
5.4 Approval ................................................................................................................................... 5
5.5 Facility Information ................................................................................................................... 5
5.6 Organization Information .......................................................................................................... 5
5.7 Procurement Information .......................................................................................................... 5
5.8 Project Information ................................................................................................................... 6

6. Transmittal Metadata .......................................................................................... 6

Appendix A - List of Recommended Document Types ......................................... 8
Appendix B - List of Recommended Drawing Types ............................................ 9

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1. Scope
This Practice provides the minimum metadata requirements for technical document
exchange.
This Practice establishes the definitions and interpretations for document metadata.
Metadata definitions and interpretations specific to transmittal letters are defined in
PIP DMDDC002.

2. References
Applicable parts of the following industry codes and standards shall be considered an integral part
of this Practice. The edition in effect on the date of contract award shall be used, except as
otherwise noted. Short titles are used herein where appropriate.

2.1 Process Industry Practices (PIP)

– PIP DMDDC002 - Transmittal Letter Preparation Requirements
2.2 Industry Codes and Standards
 American Society of Mechanical Engineers (ASME)
– ASME Y14.1 - Decimal Inch Drawing Sheet Size and Format
 International Organization of Standards (ISO)
– ISO 639-1 - Codes for the representation of names of languages – Part 1: Alpha-2
code
– ISO 5457 - Technical product documentation – Sizes and layout of drawing sheets
– ISO 8601 - Data elements and interchange formats – Information interchange –
Representation of dates and times
– IEC 82045-2 - Document management – Part 2: Metadata elements and
information reference model
– ISO 82045-5 - Document management – Part 5: Application of metadata for the
construction and facility management sector

3. Definitions
metadata: Structured data that describes the characteristics of a document. Metadata can answer
who, what, when, where, why, and how about a document.

metadata identifier: Unambiguous name of the data element composed of a string of characters.
See IEC 82045-2:2004, paragraph 3.1.7.

metadata label: Context-dependent word or phrase associated with a metadata element, intended
for visual presentation. See IEC 82045-2:2004, paragraph 3.1.6.

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4. General
The metadata identifiers marked with an asterisk (*) in this Practice are the same identifiers
provided in IEC 82045-2:2004, table 4, and ISO 82045-5, tables 1 and 2.

5. Document Metadata
5.1 Date and Time
Date and time attributes shall be in accordance with ISO 8601.
Metadata Label Metadata Identifier
1. Approval date ApprovalDate*
2. Preparation date CreateDate*
3. Release date ReleaseDate*
4. Review date ReviewDate*
5.2 Document ID
Metadata Label Metadata Identifier
Document ID DocumentId*
Synonyms: Drawing number, document number, and document designator

5.3 Document Information

Metadata Label Metadata Identifier
1. Sheet size DocumentClassIdISO5457*
Requirement: Size shall be in accordance with ASME Y14.1 or ISO 5457.
2. Creating system RepresentationCreatingSystem*
3. Discipline Discipline
Pre-defined values:
a. Civil
b. Structural
c. Architectural
d. Coatings
e. Insulation
f. Refractory
g. Electrical
h. Mechanical
i. Piping
j. HVAC
k. Process
l. Instrumentation and Controls
m. Construction
n. Information Management
o. Procurement

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p. Project Management
q. Project Controls
r. QA/QC
s. Safety
t. Cost Estimating
u. Contracting
v. Scheduling
4. Document type DocumentType
Comment: For lists of recommended Document types see Appendixes A and B.
5. File name RepresentationFileName*
Requirement: Path shall not be included.
6. Title Title*
Requirements: Sentence case shall be used.
7. Classification Classification
Pre-defined values:
a. Public
b. Internal Use
c. Restricted
d. Confidential
8. Language code LanguageCode*
Requirement: Language code shall be in accordance with ISO 639-1.
9. Release purpose ReleasePurpose*
Pre-defined values: Values shall be identical to the values for Purpose of
distribution defined in PIP DMDDC002, except Response shall not be included.
10. Revision ID DocumentRevisionId*
11. Revision Purpose RevisionPurpose
Comment: Reason for revision
12. Issue status IssueStatus
Predefined Values:
a. Draft
Comment: First-time creation of a document
b. In Review
c. Approved
d. Released
Synonyms: Published
e. Superceded
f. Withdrawn
Comment: A Released document that has been removed from publication

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g. Terminated
Comment: An unapproved (i.e., Draft or in Review) document that is no longer
used, but still can be accessed
Synonym: Void
h. Deleted
Comment: An unapproved (i.e., Draft or in Review) document that has been
removed, and cannot be accessed
13. Retention Purpose RetentionId
Comment: For corporate record retention purposes in accordance with corporate
policies.
5.4 Approval
Approval status ApprovalStatus*
Comment: See PIP DMDDC002 for pre-defined values.
5.5 Facility Information
Comment: Facility is an Owner/Operator site.
Metadata Label Metadata Identifier
1. Plant FacilityPlantId
2. Area FacilityAreaId
Definition: Identifier of a subset of a plant that comprises one or more units
3. Unit FacilityUnitId
Definition: Identifier of process unit
4. Unit Type FacilityUnitTypeId
Comment: Identifier of process technology
5. Unit Capacity FacilityUnitCapacityId
6. Tag EquipmentTagId
5.6 Organization Information
Metadata Label Metadata Identifier
1. Organization ID OrganizationId*
Comment: Organization ID should be used for uniquely identifying corporate entities
and locations that are internal or external to a company’s structure
2. Organization name OrganizationName*
3. Organization description OrganizationDescription*
Examples: Owner/Operator, EPC Contractor, Manufacturer, Government Entity,
AEC, etc.
4. Organization location OrganizationLocation
5.7 Procurement Information
Metadata Label Metadata Identifier
Purchase order ID PurchaseOrderId

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5.8 Project Information

Metadata Label Metadata Identifier
1. Project ID ProjectId*
Comment: Each organization involved in a project may have its own Project ID.
2. Project name ProjectName*
Requirement: Sentence case shall be used.
3. Project location ProjectLocation

6. Transmittal Metadata
This section only applies to transmittals.

Metadata Label Metadata Identifier

1. Transmittal ID TransmittalID
2. Date of distribution DistributionDate*
3. Purpose of distribution DistributionPurpose*

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Appendix A – List of Recommended Document Types

Agreements and Contracts
Authorizations (Notice to Proceed)
Basis of Design
Bids / Proposals / Quotations
Bid Evaluations / Tabulations
Bill of Materials / Material Take-Off
Calculations
Checklist / Actionlist / Punchlist
Clarification / Request for Information
Close-out Evaluation
Correspondence
Cost Estimates
Cover Sheet / Letter (Only a standalone document as a template)
Craft Certifications / Training
Design Criteria / Specifications
Design Guide
Deviation Request / Variance
Document Distribution Matrix
Drawing/Document Indexes / Registers
Environmental Records
Feasibility Studies
HR Project Policies
Industry Codes and Standards
Inspection and Testing Reports
Invoices
Manuals
Meeting Minutes
Organization Charts
Permits and Licenses
Procedures
Project Execution Plans
Purchase Orders
Resumes
Schedules
Scope of Work
Status Reports
Transmittal - External
Transmittal - Internal

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Appendix B – List of Recommended Drawing Types

Architectural Drawings/Details
Block Diagrams
Building Drawings
Cable & Conduit Schedules
Cable Routing Elevations
Cable Tray & Raceway Plans/Layouts
CAD Weld Details
Cathodic Protection Plans/Details
Cause & Effect Diagrams/Matrices
Concrete Area Paving Plans
Connection Details
Control Room Arrangment Drawings
Control System Arrangement Drawings
Deluge System Arrangements
Demolition Drawings/Schedules
Drainage Plans
Drawing Schedules
Dry Pipe System Arrangement
Duct Banks
Electrical Area Classification Plans
Elementary Diagrams
Elevation Drawings
Equipment Layout Drawings
Equipment Schedules
Erection Plans
Excavation Plans/Sections
Fabrication Details
Fire and Gas Detection Layouts / Plans
Fire Extinguisher Location Layouts / Plans
Fire Protection Equipment Drawings
Fire Zone Plans
Firefighting Details
Firefighting Layout / Plan
Firefighting Piping Plans / Details
Firefighting Valve Pit
Fire-Proofing Details
Fireproofing Maps
Foundation & Pile Drawings
General Arrangement Drawings
Grating & Plating Plans/Details

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Appendix B – List of Recommended Drawing Types

Grounding Plans/Layouts/Details
Hazardous Area Classification Drawings
Heat & Material Balances
Heat Tracing Drawings
Hook Up Diagrams
HVAC Drawings
Hydrographic Maps
Hydrostatic Test Diagrams
I/O Schedules & Indexes
Installation Details
Instrument & Control Systems Power Distribution
Instrument List
Instrument Loop Diagrams
Instrumentation Location Plans/Details
Insulation Details
Interconnection Diagrams
Junction Box Location Plans
Key Plans
Ladders & Platforms Drawings
Light and Small Power Plans
Lightning Protection Plans/Details
Load-Out/Lift Analysis Schedules
Location Plans/Site Plans/Area Plans
Logic Diagrams
Machine Drawings and Parts Lists
Markers & Signage Details
Marking & Label Details
Material Selection Diagrams
Motor Control Center Drawing/Schedules
Overview Maps
Painting/Coating Schedules
Panel Drawing/Schedules
Permit Drawings
Personnel Muster Location Plan
Pipe Support Plans & Details
Pipeline Crossing Location Plans
Piping & Instrument Diagrams
Piping Details
Piping Elevations
Piping Isometrics

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Appendix B – List of Recommended Drawing Types

Piping Line Designation Tables
Piping Plans
Plan & Profile/Pipeline Alignment
Plot Plans
Pneumatic-Hydraulic Diagrams
Power Distribution Plans
Process Flow Diagrams
Process Simulation Diagrams
Rack Layout Drawings
Relay Drawings
Sanitary Drawings
Schematic Diagrams
Security Drawings
Single Line Diagrams
Site Work Drawings
Skaffolding Drawings
Structural Steel Arrangement Drawings/Details
System Leak Test Schedules
Telecommunication Drawings
Temporary Power Plans
Termination Diagrams
Three line Diagrams
Topographical & Contour Maps
Underground Services Plans & Schedules
Utility Balances
Utility Flow Diagrams
Vendor/Supplier Drawings
Welding Details
Wiring Diagrams

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