Control of Laboratory Notebooks and Logs

[Marc]

I liked this one!

Subject: Re: Q: Lab log books/Popovici/MacKenzie
Date: Tue, 29 Sep 1998 10:29:31 -0600
From: ISO Standards Discussion

From: "J. H. MACKENZIE"
Subject: RE: Q: Lab log books/Popovici/MacKenzie

I have used the following procedure to control lab design notebooks:

THE USE OF DESIGN NOTEBOOKS

1. PURPOSE

This note shows the method implementing the design control procedure.

2. DEFINITION

Design notebooks contain records of design calculations, trade-offs, schemes, philosophies, test results and any other information pertaining to the design process.

Day books or diaries, should only be used for notes at meetings, reminders, jottings etc. Any relevant design support information in these should be transferred to registered design notebooks at regular intervals.

3. REQUIREMENTS

Design notebooks shall be used by staff involved in design work for recording the evolution of the design and will be used to back up formally issued reports, specifications, drawings etc.

The level of clarity shall be such that there is sufficient detail of any enquiry, calculation or experiment to enable a similarly qualified and trained engineer to understand the reasoning behind each design and development decision.

4. CONTROL

Each member of the company carrying out design work shall request issue of a Design Notebook from the Q.A. Controller's office. Each book will be registered and serialised at issue. The register shall state the name of the holding engineer and the subject description for each book, whether the book is completed or not. The notebook shall be labelled on the front cover with the registration number user's name and job number. Subsequent books shall only be issued by Q.A. on production of a copy of the preceding book's index page for filing with the register.

5. BOOK TYPE

Design notebooks to be used shall be standard `Blue Books'.

Loose leaf books shall not be used except for work controlled by TASK SHEETS which will be stored in ring binders.

6. INDEXES

An up-to-date index of the contents shall form part of all notebooks.

7. REVIEWS

Reviews of design notebooks will be carried out either prior to each formally planned design review or at six monthly intervals, whichever is the lesser period, by the Technical Director or his nominated representative.

8. STORAGE

The project leader will store or archive all notebooks which are full and are not actually in use. Note the Job Files are stored for a period of not less than 5 years after project completion or in accordance with contract requirements.

9. CLASSIFICATION

Notebooks containing classified information shall themselves be classified according to the highest level material contained therein and treated and stored accordingly.

10. OTHER FORMS OF DESIGN DATE

When a computer is used as a design tool, (CAD or CAE), then a hardcopy of the data used and produced shall be inserted in the notebook in lieu of hand-written notes. Where hardcopy design data is very bulky it shall be stored on suitably identified magnetic media with the design notebook.

11. INTELLECTUAL PROPERTY RIGHTS

Design Notebooks are Company property and Copyright and shall not be retained by individuals other than for the purpose of the work on which they are engaged.

J. H. Mackenzie
QualiMedd