File formats for state expert review of inventories: requirements and frequent errors

File formats for state stockpile examination - is a technical condition without which the examination often cannot begin on the merits. The expert must open the materials, check the source tables and calculations, compare the graphics with the summary sheets and, if necessary, evaluate the numerical model. In practice, a notable proportion of delays arise not because of «bad geology» but because of an unverifiable electronic set: improperly packaged archives, tables as pictures, unreadable PDFs, damaged files, and electronic signature errors.

Below is a practical instruction: what is considered a correct electronic submission, what formats are used for texts, tables, graphics and models for different objects (TPI/UWS/groundwater), what technical errors lead to a return or suspension and how to organize a pre-check so as not to lose the project calendar.

Electronic filing: what counts as a correct kit

Submission of materials for the state examination of reserves is performed via electronic services (personal cabinet of a subsoil user and/or USGU). For hydrocarbons, in certain scenarios, a complex application via the USGU (reserves expertise + approval of the technical development project) is used.

Correct electronic set - it's a set of materials that's simultaneous:

• properly packaged (archiving, naming of archives, clear structure within the archive);
• technically feasible (all files open, readable, not corrupted, not password protected);
• check (tables/calculations are in editable form; key results are not «stitched» into images only);
• correctly signed (Authorized person's ES, if necessary - attached open certificate).

Regulatory and reference materials (for convenience):

• Requirements for file formats to be submitted for state expert review of reserves - PDF
• Organization of state expert examination: background information - PDF
• Resolution of the Government of the Russian Federation No. 335 of 01.03.2023 - PDF

Use official sources to reconcile current services and explanations:

• Rosnedra (official website)
• EPGU (State Services)
• FBU «GKZ» (official website)
• Official Internet portal of legal information

File formats for state stockpile examination: requirements and limitations

The basic principle of requirements is formulated pragmatically: the format of submitted documents and materials should allow for their verification. Therefore, the «right format» is not only the file extension, but also its suitability: readability, lack of protection, availability of text layer in PDF, availability of formulas in tables, etc.

Universal minimal logic on data types:

Next is the practical emphasis: requirements are detailed by object (TPI / DWSS / groundwater) and by the set of documents that are archived and uploaded. Therefore, typical bottlenecks are summarized below: archiving, tables/calculations, graphics and models.

Archiving and archive names - a frequent cause of «inbound» returns. Use the templates adopted for your facility:

• TPI: single archive .zip/.rar boilerplate «[Type of expertise]_TPI_name of field (subsoil area)».
• WVS (counting/reassessment, operational changes): separate archive «PZ/OPZ_field name».» and a separate archive for the geologic model «PZ/OPZ_..._geologic model.», If necessary - the archive «Additional materials...».
• Groundwater: archive «Estimation (reassessment) of reserves_type of groundwater_name of field (subsoil area)» and, if modeling is available, a separate archive «Model_...».

Tables and calculations: editable and redundant

In a state stockpile examination, the main object of review is tables, calculations and reconciliations. The basic standard is formulated as follows: tables in the text of the report should be in editable form and duplicated in separate files .xls or .xlsx. This is not needed «for form» but for reproducibility and formula control.

Which practically means “auditable table”:

• there's a separate file .xls/.xlsx, even if the table is inserted into the text;
• formulas and the structure of the calculation (not just the total numbers) are visible;
• no external references to internal disks/servers, without which the calculation «breaks down»;
• units of measurement and rounding rules are uniform throughout the set.

Recommended Quality Standard:

• Duplicate in Excel summary statements, calculation blocks, ratio tables, summary balances, tables by category/type/grade.
• Make control reconciliations explicit: sums, balances, control samples, explanations of discrepancies (if any).
• Capture “transitions.” «model → upload → calculation → result», especially if part of the work is done in specialized software.

Graphics and maps: readability and verifiability

Graphics are not judged on “beauty” but on suitability for data control and inference. The typical outline applies .pdf and bitmap formats (.tif/.bmp/.jpg/.jpeg/.png), and for solid minerals also vector formats .dwg/.dxf (contours, borders, graphic elements).

Practical requirements that reduce the number of comments:

• Readability: captions, legends, scales and coordinate elements are legible without extreme magnification.
• Consistency: the same object outline and the same values - in text, tables and graphics.
• Verifiability of numbers: values on graphs/maps should be summarized with tables (no “floating” totals).
• Diagram sources: on key dependencies it is better to attach a construction file (.xls/.xlsx), not just the image.

If specialized software files (GIS, CAD, modeling) are attached, the key results should still be duplicated in basic verifiable formats (tables/downloads/PDF graphics). Otherwise, the kit becomes dependent on your infrastructure and software version.

Electronic signature and authorization of the signatory

Technically perfect files will not help if the set is signed incorrectly. Electronic documents are signed with the electronic signature of an authorized person. Typical practice requires the attachment of public certificate file electronic signature (.cer).

What to check before submitting:

• Authorization of the signatory: manager or representative by power of attorney/other document.
• Certificate validityThe certificate has not expired, the certificate has not been revoked, and the owner is correctly indicated.
• Consistency of details: the data in the cabinet, application and annexes are not contradictory.
• State secrecy regime: materials containing information of state secrets are submitted in a special procedure (usually on paper) in compliance with legal requirements.

Technical errors that lead to returns

Below are typical technical errors that most often result in a return/denial of acceptance or suspension due to failure to verify.

Separate risk zone - Inconsistent versions: tables and graphics have been updated, but the report text/totals have not been updated (or vice versa). Formally, the formats are correct, but in essence the set becomes inconsistent and provokes requests for clarifications.

Pre-checking the kit before submission

To manage deadlines, it is useful to build in internal pre-checking of the electronic kit. This is cheaper than finalizing in suspend mode.

Step 1: Electronic kit passport (1-2 pages)

• list of archives and key files;
• date/version of the kit;
• responsible (geology, models/GIS, documents, ES);
• where the key tables are .xls/.xlsx and how they relate to the bottom line;
• for models - list of unloadings and control reconciliations.

Step 2: Checking “for opening”

• archives are unpacked without errors;
• Word/Excel/PDF open files without crashing;
• there are no external references in Excel, the calculation is reproducible;
• PDF is readable, text search works if needed.

Step 3: Checking for verifiability“

• tables and calculations are available in .xls/.xlsx;
• for key graphs there are sources of construction;
• on the digital model, there are uploads/downloads that allow you to check the bottom line without access to your internal infrastructure.

Step 4: Final packaging

• archives in .zip or .rar;
• archive names correspond to the templates for your object;
• the structure within the archive is clear “from the first viewing”.

FAQ

1) Can I attach only a PDF of the report without Excel spreadsheets?
In most practical scenarios, this leads to observations. The expert needs verifiable tables and calculations, hence the inputs .xls/.xlsx, including duplication of tables from the text.

2) What does “editable PDF” mean?
This is a PDF suitable for inspection: readable, with a text layer (search works, you can copy text/numbers), no “scans instead of text”.

3) Can the model only be submitted in specialized software format?
Model files in software format are acceptable, but key results must be duplicated in basic formats (tables/dumps/graphics). Otherwise, result validation becomes impossible.

4) What formats are common for block models and contours (TPIs)?
For contours and frame elements, the following are commonly used .dwg/.dxf, and for geologic block models - .csv. However, key indicators should still be summarized and verified through tables and summary statements.

5) What are the 3 actions that have the maximum effect against returns?
(1) Archiving and naming by templates; (2) tables/calculations in the .xls/.xlsx (including duplication from the text); (3) pre-checking for “discoverability” and “verifiability” before uploading to the service.