A system and method for synchronizing instrument specification data between a process control system and an external database are provided. A software application automatically connects to the process control system and scans a set of data utilized by the system to detect changes in the data since a previous scan. If changes are detected, the application notifies a manager to accept or reject changes. If changes are accepted, the application updates data stored on an instrumentation database external to the process control system so that the data stored on the instrumentation database is synchronized with real-time data used by the process control system. The system and method provide automated updates to ensure the accuracy of data utilized by users not having regular access to the process control system.