Why borewell and compressor records go wrong
A borewell outlives its first pump, its first operator and often its first owner. A drilling compressor passes through several sites, several crews and sometimes several owners. In both cases the history that matters, such as the drilling log, the yield test, the approved pumping rate, the airend overhaul and the last oil change, tends to be scattered across phone photos, WhatsApp messages, handwritten registers and spreadsheets on one person’s laptop.
The problem is rarely that records do not exist. It is that nobody can tell which one is current, what changed between versions, or whether a figure was measured, corrected or estimated. When a pump fails, a well is retested or a compressor is offered for sale, that confusion turns into wasted time, wrong spare parts and disputes about what was agreed.
Two functions solve this. Version control identifies what changed and which issue was used for a decision. Preservation keeps the underlying evidence accessible and unaltered. Neither should depend on one person remembering which file is right.
Working files, issued records and superseded issues
The single most useful distinction is between three states of a document:
| State | Purpose | Who may change it | What happens later |
|---|---|---|---|
| Working file | Preparation, calculation, drafting | The author | Becomes an issue or is discarded |
| Issued record | Supports a decision or instruction | Nobody; a change creates a new revision | Stays current until replaced |
| Superseded issue | Preserves history | Nobody | Kept, clearly marked as not current |
Working files support preparation. Issued records support action. Superseded issues explain earlier decisions and must be clearly distinguishable from current instructions. A pump operator should never have to choose between two operating sheets.
Separate the types of record
Treat raw observations, corrected datasets, calculations, forecasts, equipment records and operating instructions as related but distinct items. Each changes for a different reason:
- Raw field data: drilling log, pumping-test readings, meter photos. These should never be edited.
- Corrected data: the same readings with documented corrections, such as a fixed time offset or a meter scaling error.
- Calculations and forecasts: derived from a stated dataset using a stated method.
- Equipment records: pump and motor details, compressor nameplate, service history, parts fitted.
- Operating instructions: permitted duty, start and stop levels, alarms and responses.
A new monthly forecast does not need a new pumping-test file. A corrected flow scaling factor may affect several calculations while leaving the original field file untouched. Keeping them separate makes those dependencies visible.
Use a short register to link everything
A register can be a single sheet. For each item, record:
- A stable identifier that does not change when the title or file name changes.
- Revision, issue date and status (working, issued, superseded).
- Owner, meaning the person responsible for the item.
- Dependencies: which dataset, method or equipment record it relies on.
- Where the file is kept.
The register should show which dataset and method support each issued result. That avoids relying on two files sitting in the same folder as proof that they belong together.
For a drilling compressor, the equivalent is a machine register: make, model, serial number, airend serial, engine serial, date of purchase or hire, and links to every service report. The nameplate photo is the anchor. When we identify spare parts, that photo and the serial numbers are what we work from.
How to define a version rule people will follow
The naming convention can suit the organisation, but it must be consistent and written down. A practical rule:
- Start the file name with the stable asset or document identifier.
- Add a revision marker that changes only when the item is issued again.
- Keep minor working edits inside the working state, not as new revisions.
- Add the issue date in a sortable form, such as year-month-day.
- Keep descriptive text short, so the name is not truncated when shared or uploaded.
Record a meaningful change note with every new revision. “Updated” is not enough when the revision changes the permitted pumping rate, a calculation method or a service interval. State what changed, why, and which downstream decisions were reviewed. The note does not replace the technical record, but it should point the reader to it.
Version formulas as well as data
A spreadsheet can produce a different answer after a formula edit even when the input table is unchanged. For any issued calculation, preserve the equation, units, cell references or variable names, assumptions and at least one worked test case that reproduces the issued answer.
Do not assume a protected sheet is a verified calculation. Protection reduces accidental edits; it does not prove the formula is right. Where software is used for test analysis or logging, keep the software version and the settings needed to reproduce the result.
The same applies to compressor service sheets. If a service interval, oil grade or filter part number changes, issue a new revision of the maintenance schedule rather than writing over the old one, so the history of what was fitted remains clear.
Protect the original field evidence
Original records are the foundation everything else rests on. Good practice is straightforward:
- Keep the original photo, scan or logger file exactly as received, with its capture date.
- Make corrections in a separate copy, and record each correction and the reason.
- Never overwrite a handwritten register entry; strike through, initial and date it.
- Keep at least two copies in different places, one of which is not on a single personal phone.
- Check periodically that old files still open and that photos are still readable.
Common file formats and plain exports (for example PDF for issued documents and CSV for data tables) are easier to read years later than files tied to one program version.
Managing change when equipment, people or owners change
Records are most at risk at moments of change: a pump replaced, a contractor changed, a compressor sold, a site handed to a new operator. At each of these points:
- Confirm which issued records are current and mark everything else as superseded.
- Record the equipment change in both the well record and the equipment record.
- Check whether the operating instruction still applies to the new equipment.
- Pass on the register, not just a folder of files.
- Record who received the records and when.
When a used compressor changes hands, a complete service history, with dated reports, hours at each service and parts fitted, makes the machine easier to assess and support. Without it, the buyer has only the hour meter and an inspection to go on.
Retention: what to keep and for how long
Retention periods depend on contract, regulatory and business requirements, and should be set by the well or equipment owner. As a practical rule, keep anything that supports a decision still in force, anything needed to explain an earlier decision that could be challenged, and the complete equipment history for as long as the equipment is in service. Superseded drafts that never supported a decision can usually be removed once the issued version is safely stored, but original field data should be kept.
How Reddy Compressors helps
Since 2002 Reddy Compressors, based at Tarnaka in Secunderabad, has supported drilling contractors and rig owners with the compressed-air side of borewell work. We supply all types, all brands and all models of borewell compressors: new machines, used and refurbished units, rentals, service and spare parts. Typical borewell duty is 600–1,500 cfm at 200–400 psig (13.8–27.6 bar), with special units up to about 35 bar (507.6 psig).
We are an independent multi-brand specialist, not an authorised dealer, and we work on ELGi, Atlas Copco, Ingersoll Rand, KAESER, Chicago Pneumatic, Doosan and other makes. We have tie-ups with all major and reputed brands. Our more than 20 service engineers and technicians cover the whole of Telangana and Andhra Pradesh, and we supply compressors, rentals and spares across India.
On record keeping, we identify spare parts from the machine itself (make, model, serial number, nameplate photo or the old part) and confirm fit before quoting. Our service reports record hours, work done and parts fitted, so you can keep a clean history for each compressor. On our own hire machines, oil change and servicing are done every 300 running hours, and the record stays with the machine.
What to send us
- Nameplate photos of the compressor, engine and airend where visible.
- Current hour-meter reading and any past service reports you have.
- Photos of the part needed, or the old part number.
- Working pressure, hammer size and typical drilling depth.
- Your location and whether you need parts, service, hire or a replacement machine.
Frequently asked questions
What records should a borewell owner keep?
Keep the drilling log, casing and depth details, the yield or pumping-test record, the approved pumping rate, pump and motor details, daily meter readings with times, and every maintenance or replacement record. Store the original field records unchanged and keep corrected copies separately. A one-page register listing each record, its revision and status makes it easy to find the current version.
How do I stop people using an old version of a document?
Give each document a stable identifier and a revision number, keep only the current issue in the place operators look, and mark older issues clearly as superseded. Record a short change note with every new revision. When a revision changes an operating limit, tell the people affected directly rather than relying on them to notice a new file.
Why does a compressor service history matter?
A dated service history shows hours at each service, oil and filter changes, faults and parts fitted. It helps diagnose problems, plan the next service, identify the correct spare parts and assess a used machine before buying or selling. Without it, decisions rely on the hour meter and an inspection alone, which give a much narrower picture.
Should original pumping-test sheets ever be edited?
No. Keep the original sheet, photo or logger file exactly as recorded. If a reading needs correction, for example because of a known time offset or a meter scaling error, make the change in a separate copy and record what was changed and why. That keeps the evidence intact and lets anyone check the correction later.
What details do you need to identify a compressor spare part?
We need the compressor make, model and serial number, ideally with a clear nameplate photo, plus a photo of the part or the old part itself and any part number on it. For engine parts, the engine nameplate helps. We confirm fit from these details before quoting, which avoids ordering the wrong part for a similar-looking machine.
Do you keep service records for rented compressors?
Yes. On our hire jobs we carry out oil change and servicing every 300 running hours, and the work is recorded against the machine. If you need copies of the service record for your own project documentation, ask when you place the hire so we can agree the format.
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Technical content reviewed by D. Srinivas Reddy, Managing Partner and service engineer, Reddy Compressors. Last updated 17 October 2026. How our engineering content is reviewed.