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Chapter 5

INTRODUCTION TO THE PROJECT

This project is worked out because now the transfer of all historic inspection data from previous media to the new media is necessary for PII. For this reason PII has decided to constitute a team to develop this project. The Project Team is made up of:

1. The Project Leader Irene Pieraccini: She has full responsibility for the development and the success of the project;

2. The PII Mentor & Manager Steve Pullan: He has the duty to address the Project Leader and help her to take decisions;

3. The Immediate Team: It has the duty to cooperate with The Project Leader and try to assist her, answering her questions, when she needs. The people in the Immediate Team are:

• Paul Thompson – Data Controller;

• Claire Fenwick – Data Analyst / Data Support; • Stuart Fairbrother – Software Support;

• Paola Cipollini – Intern (University of Pisa).

The Project Terms are six months, from October 2006 to March 2007. It takes place in the department of Global Data Analysis.

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5.1 PII Historic Inspection data: Overall Description of the project

Project Overview

Before of the Internship beginning PII sent to the candidate the following text to introduce the Project to her. The text below shows a brief and approximate project description in subsequent steps.

- Our facility in the UK holds a vast amount of historic pipeline inspection data which is required each time we perform a reinspection of a client’s pipeline. This data can be requested from any of our locations around the world. The inspection data is stored on old 3480 Tape Cartridges. We have limited time remaining to safeguard this data as the tape cartridges are physically deteriorating, the tape drives will be unsupported after May 2007 and only a few experienced analysts remain in the company who can perform the translation re-processing tasks.

- This project will initially establish PII policies for the global retention requirements of Inspection data both Historic and future, by gathering information from our Analysis, Sales, Projects, Risk and Legal teams. This will establish how much, and which, Inspection Data we need to retain, and for how long.

- The project will focus on mitigating the risks of loss of all current historic data by providing cost effective solutions for transferring to another media while establishing a database tracking system, which can be used by our Analysis teams globally.

- In parallel we need a solution for handling immediate re-processing requests as well as a forward planning strategy for future reinspection work year on year. This will involve close working with Project & Analysis Team Leaders and linkage with the PII Analysis Data Flow project handled by Paola Cipollini.

- Finally the project will deliver documented procedures for Historic Data Retention and will recommend future longer-term solutions for secure archiving and storage of all PII Inspection Data.

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5.2 PII Historic Inspection Data: Design of the Project

The project is divided into subsequent steps. Each step takes different time and needs different methods.

This is an overall master schedule to address and develop the analysis consistently with the company’s goals.

PII Data Retention (45% of time and energies)

At present there is an undefined retention policy, all data is being retained indefinitely. The project must define and establish global PII policies for data retention which must take into consideration:

• Magnetic Technologies, eg. MF3, TFI, HR, etc;

• Ultrasonic Technologies, eg. USWM, USCD, EMAT, etc; • Data Type, eg. Raw, Processed, Analysed, etc;

• Electronic Files, eg. Inspection Report, Spreadsheets, PLM, etc; • Hard Copy Files, eg. Inspection Report, Listings, etc;

• Multiple historic reinspection years, eg 1992, 1999, 2003; • Technology Type, eg. Magnetics (010, Analogue, DSP). Functional points of contact for this phase include (but not limited to):

 Sales Team – seeking awareness, opinion, contractual agreements, can they ask advice from any clients, etc;

 Analysts – for practical experience, what previous data is used for, how far does reinspection data go back, do multiple years get used. What about degraded data in a previous run, etc;

 Integrity Services – what services or reports are needed, how far back does the data need to go, etc;

 Risk – What are the legal implications, are we held to contract, what risks do we impose if we do not keep the data, etc;

 Contracts – What is written in our contracts, are all clients or regions the same, can we globalize a recommendation, etc;

 Marketing – What do our competitors do, if we keep the data indefinitely will that be a competitive edge, do we hold any survey information on data retention, etc.

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Reinspection Data (Immediate Need) (20% of time and energies)

1. Using eDelivery forecasts establish all “Reinspection” inspections that will be conducted during Q4 2006.

2. Historic data will need to be restored or restored and converted to PipeImage format. 3. Establish a data management system to record and monitor the restoration process,

flagging old historic data to be discarded once proved the restore / conversation was successful.

Points to consider:

• Resources and Experienced Staff required; • Tracking process;

• Conversion & QA;

• Monitoring of current Disk Space resources; • Discarding old data.

Safeguarding Historic Data (25% of time and energies)

All historic data which is not restored or converted and falls within the established Retention Policy must be secured and addressed due to:

• Limited Experience Staff remaining;

• Hardware out of Support by HP in May 2007;

• Hardware limited to only 6 Working Tape Drives (as of Oct 06); • Increasing Energy Costs to maintain Computer Room environment;

• Risk of loss of data due to aging and deteriorating media (eg. 3010 Cartridges). A solution should look at the immediate safeguarding of historic data. For example setting up a plan to copy to another media or format, which is suitable for longer archiving and shelf life.

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Future and Longer Term (10% of time and energies)

Establish short and long term plans for the secure storage of PII Historic Inspection Data and associated Analysis output (Hard Copy Reports, CDROMS, etc).

Taking into consideration:

• Any off-site storage facilities currently used globally; • Costs;

• Sourcing Requirements; • Electronic Data Transfers;

• Reduction of amount of data to retain; • Future proof format.

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