While looking for the tools for the shop, I also looked for the brochure/product flyer, product bulletin, operation & maintenance manual of each type of the installed field instruments. These documents are very important for maintenance activities including calibration & troubleshooting.
I also documented the instrument drawing such as P&ID, wiring diagram, instrument & control block diagrams, termination diagram etc which kept separated by other department. Based on P&ID and site survey, I developed the Instrument Index document for listing all field instruments installed.
Both manuals & drawings were filed in a single rack for easy retrieval and also burnt into CD ROM as backup.
For documentation of the instrument maintenance & calibration activities, I developed the several forms suitable for each type of instrument such as pressure transmitter, pressure gauge, pressure switch, temperature gauge, RTD, control valve + I/P & pneumatic positioners. At this moment, all forms are still on the Microsoft Excell format. The ISA instrument specification forms containing the technical specification of each type of instrument installed were also developed.

The instrument document files
By end of 2008, I would like to use a sort of instrument maintenance software, not a fancy/complicated one but it can be used as a single ‘gateway’ for documenting all type of instrument calibration forms, manual, maintenance & calibration scheduling, notification and reporting as well.