Storing Calibration Certificate

[MissTSmith]

Hi,
Any suggestions for storing a hard copy calibration certificate that comes with a new piece of equipment? What if we send something out to an external vendor and it comes back with a soft copy and/or hard copy calibration certificate? Sometimes we only get a spreadsheet with calibration info and no fancy certificate.
Thanks!

 

[Ninja]

Best suggestion I can give is to pick one system that works for all things and use that....whether it be printouts, photocopies, spreadsheets or a dbase... pick one system, and use that. It's way easier to manage when there aren't exceptions all over the field.
HTH

 

[Jim Wynne]

I don't know what standard, if any, you're beholden to (ISO 9001, e.g.) but in general the certificates that come with new devices are not useful as far as evidence of calibration is concerned. Check the standard for the requirements, especially where such things as traceability and uncertainty are concerned. How you store things is up to you. Most calibration service providers can give you hard copies and/or PDFs.

 

[Tagin]

We scan all such hardcopy calibration certs into PDF format, and store them electronically. This is also useful if you have requirements for long-term record retention.

 

[mattador78]

We scan all such hardcopy calibration certs into PDF format, and store them electronically. This is also useful if you have requirements for long-term record retention.

We do the same but because im extremely paranoid i have a huge folder under my desk also full of the originals

 

[dwperron]

We do the same but because im extremely paranoid i have a huge folder under my desk also full of the originals

A word of caution here.
If you keep electronic and paper copies you must declare in your operating procedures which is the "official" record. Otherwise you end up controlling two sets of records.

 

[dwperron]

Sometimes we only get a spreadsheet with calibration info and no fancy certificate.

You don't need a fancy certificate, but depending on your QMS and whatever certifications you operate under there is information that can be required to be on the calibration report. This can include date of calibration, procedure used, standards used, statement of traceability, etc.

 

[mattador78]

A word of caution here.
If you keep electronic and paper copies you must declare in your operating procedures which is the "official" record. Otherwise you end up controlling two sets of records.

The electronic is the official record and recorded as such. However, I'm loath to throw stuff away so i have a few cardboard boxes of information under my desk just in case of emergencies.