A butterfly valve in a refinery’s hydrocarbon processing system and a quarter-inch drain valve on a condensate line may serve the same basic function: controlling fluid movement. But the documentation required to manufacture, inspect, install, and maintain those valves can differ remarkably.
Consider a butterfly valve installed in a process where fugitive emissions are a significant concern. The purchaser may require evidence of low-emission performance, material traceability, pressure testing, and compliance with several industry standards. A small drain valve operating in relatively benign service might require little more than standard product documentation and confirmation that it meets the applicable piping specification.
Of course, size alone tells us very little. A quarter-inch valve handling a hazardous chemical at high pressure can carry more demanding requirements than a large butterfly valve in ordinary water service.
That’s why any discussion about valve documentation needs to start somewhere other than the documentation itself.
It needs to start with the application.
Understanding the Project and Its Specifications
Before determining which documents are necessary, suppliers need to understand the valve’s intended service.
What fluid will pass through it? At what pressures and temperatures? Is the valve to serve for isolation, throttling, or emergency shutdown? What happens if it leaks?
These questions influence valve selection and the documentation needed to demonstrate compliance.
For industrial projects, piping specifications, valve datasheets, and purchase requisitions establish the requirements suppliers must satisfy. These may reference standards such as ASME B16.34 for applicable valve construction and pressure-temperature ratings, API 609 for certain butterfly valves, or API 598 for inspection and pressure testing.
Individual customers may impose additional requirements. As a result, a valve that meets its manufacturer’s standard specifications may not meet every requirement of a particular project.
Identifying these differences during procurement helps prevent documentation problems when equipment is ready for shipment.
What Documentation Is Necessary for Industrial Valve Orders?
The documentation package depends on the valve type, operating conditions, applicable standards, and purchase order. So there is no one-size-fits-all approach. The following table summarizes the most common document requirements.
| Document | Purpose |
| Material Test Report (MTR/MTC) | Verifies material properties and traceability |
| Pressure test report | Records required shell and seat testing results |
| Certificate of Conformity (CoC) | Declares conformity with specified requirements |
| Inspection and Test Plan (ITP) | Defines manufacturing inspection stages |
| NDE and PMI reports | Document specified examinations and material identification |
| Special-service certificates | Demonstrate applicable fire-safe, emissions, or sour-service compliance |
| Technical drawings | Confirm approved dimensions and configuration |
| Manufacturer’s Data Record (MDR) | Compiles the required quality and technical documents |
Material Test Reports and Certificates
Material Test Reports (MTRs), also called Material Test Certificates (MTCs), verify the specified material properties of valve components.
They typically document material grades, chemical composition, mechanical properties, and heat numbers. These records help engineers confirm that supplied materials meet specifications and remain traceable to the relevant components.
EN 10204 defines inspection document types for metallic products. Type 3.1 certificates include specified inspection results validated by the manufacturer’s authorized representative independent of manufacturing. Type 3.2 requires additional validation by an authorized purchaser representative or designated inspector, as applicable.
The required certificate type should be specified during procurement.
Valve Pressure Testing Records
Pressure test reports confirm that valves have undergone the required factory tests. Depending on the design and application, testing may follow API 598, API 6D, or ISO 5208. Where detailed reports are necessary, they should identify the valve, testing standard, test medium, pressure, duration, acceptance criteria, and results.
Valve tags or serial numbers should connect each record to the correct equipment. Pressure testing verifies specified performance requirements but does not replace material certificates or other required inspections.
Certificates of Conformity and Applicable Standards
A Certificate of Conformity (CoC) declares that a valve meets identified contractual or technical requirements. It should reference the relevant product, purchase order, and applicable specifications. However, a CoC does not replace supporting material certificates or test records when these are separate requirements.
Inspection Plans and Quality Records
An Inspection and Test Plan (ITP) identifies required manufacturing inspections, testing activities, and responsibilities. It may also establish witness or hold points requiring purchaser or third-party involvement. Coordinate these activities before manufacturing reaches the relevant stage. Missing witness records or unresolved inspection requirements can delay shipment even when testing results are satisfactory.
Additional Inspection and Service Certificates
Specialized applications may require documentation beyond standard material and pressure testing records.
For example, a butterfly valve used in hydrocarbon processing may require evidence of fugitive-emissions qualification under API 641 or ISO 15848-1, where applicable.
Other requirements may include:
- Fire-safe qualification: Evidence of testing under API 607 or API 6FA.
- Sour-service compliance: Applicable material documentation referencing ISO 15156 or NACE MR0103.
- Nondestructive examination (NDE): Records of specified ultrasonic, radiographic, magnetic particle, or liquid penetrant examinations.
- Positive material identification (PMI): Reports verifying the alloy composition of designated components.
- Coating and heat treatment: Records confirming compliance with project specifications.
These requirements depend on the intended service. A valve in a low-pressure, nonhazardous application may not need the same documentation as equipment handling hazardous fluids.
Drawings and Technical Documentation
Approved general arrangement drawings, valve datasheets, dimensional records, and actuator details help confirm that supplied equipment matches the specified configuration. Installation, Operation, and Maintenance (IOM) manuals may also be required to guide installation, maintenance, and component replacement. All documents should reflect approved revisions. When manufacturing changes occur, updated records must match the accepted valve configuration.
Planning Documentation Before Shipment
Documentation problems often arise when requirements are introduced after manufacturing. A customer may request additional material traceability or third-party inspection requirements that were never part of the purchase order. Some records can be recovered, but others cannot be recreated after the relevant manufacturing activity. Larger projects frequently use a Vendor Document Requirements List (VDRL) to identify required submissions, deadlines, and approval responsibilities.
The final documentation may then be compiled into a Manufacturer’s Data Record (MDR), also called a manufacturing data book. An MDR typically contains applicable material certificates, pressure test reports, inspection records, approved drawings, and compliance documentation. The package should follow the project’s documentation index, contain current revisions, and connect records to the actual valves supplied.
Pre-Shipment Valve Documentation Checklist
Before authorizing shipment, engineering and procurement teams should verify the following:
- Documentation requirements: Confirm the purchase order includes required certificates, inspection records, and testing standards.
- Material traceability: Match material certificates and heat numbers to relevant valve components.
- Testing and inspection: Verify completed tests, witness requirements, and dispositions for nonconforming items.
- Special-service compliance: Confirm applicable fire-safe, emissions, sour-service, or other certifications.
- Final documentation: Review the MDR for completeness, correct valve identification, and approved revisions.
- Shipment authorization: Confirm that all contractual inspection and documentation requirements have been satisfied.
Frequently Asked Questions on Valve Documentation
Are material test certificates mandatory for every industrial valve?
Not necessarily. Requirements depend on the applicable standards, material specifications, and purchase order.
Is third-party inspection always necessary?
No. Third-party inspection depends on project specifications, contractual obligations, and applicable regulatory requirements.
When should valve documentation requirements be finalized?
Establish documentation requirements during the request for quotation (RFQ) stage and finalize them in the purchase order, allowing suppliers to plan inspections and testing before manufacturing.
Getting Valve Documentation Right Starts with the Application
No universal documentation package exists for industrial valves. Requirements vary with the application, governing standards, project specifications, and operating risks. Establishing these requirements early helps engineering and procurement teams verify compliance, maintain traceability, and avoid preventable shipment delays.
QRC Valves supports industrial customers with valve solutions from leading manufacturers, along with technical assistance to meet project specifications and documentation requirements. Contact QRC Valves to discuss your project requirements and request a quotation.
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