A key part of meeting quality requirements is keeping accurate records. These records typically include work processes, documented quality standards, and tooling calibration certificates. Some manufacturers struggle with this because they don’t have an easy process for storing and finding the information that they need. Rummaging through filing cabinets or searching in a spreadsheet can be a time consuming way to manage certificates of calibration and other quality documents. Use the tips below to make compliance more convenient.
Ask Your Calibration Services Provider
Ensure that any calibration testing providers are able to respond quickly to any problems. If a calibration certificate is lost, can they quickly send a copy? If a certificate is missing pertinent information, can the problem be rectified immediately? When choosing a calibration laboratory, make sure that they are responsive and committed to helping manage certificates of calibration.
Store Related Items Together
The best way to manage certificates of calibration is by linking them to each calibrated asset. The easiest way to do this is by using a designated calibration management software or asset tracking program. These options allow for quick location of any records because they are associated to a specific instrument. To access a certificate, the user only needs to find the asset and open the related documents. Maintenance records, manuals, warranties, or photos can be associated to an asset as well.
Viewing Multiple Certificates
Quality personnel often require quick access to the most recent certificate of calibration. Instrument testing can generate many calibration certificates over time. Most instruments have annual calibration records, meaning that a certificate is generated each year for the usable life of the instrument. Matters can get more complicated when considering equipment with short calibration intervals. Pipettes, data loggers, and holiday detectors may have up to four certificates of calibration per year. Calibration management software allows for easy identification and storage of these documents.
Make sure that personnel are always able to access necessary documentation. Accessing hard copies can be problematic when they are stored in an office or filing cabinet that is locked. The same is true for spreadsheets that are stored on an individual computer. When using asset management software, all a person needs to manage certificates of calibration is an internet connection. This provides access to records from any device, anytime.