AS9100/AS1180-1 - Handling of Equipment and Calibration Records

[QAREP1157]

I'm cleaning up, organizing, and correcting issues with our current Calibration Records. Can we delete records that have no further application, or is there a Spec that states we need to keep the record for whatever reason or time? Example: Thread Plug Gage's that have been assigned a QC Number but no longer exist. Templates that have been assigned a QC Number but have now been scrapped, destroyed, thrown away. Tools that have been assigned a QC Number but are no longer a part of the company.

Also, can we assign those old QC Record Numbers, now no longer used, to new tools or gauges and still be in compliance with AS9100?

Thank you.

 

[myusoffice]

Hi,

Please consult your SOP for record retention and disposition process. Normally, some industries like medical device manufacturing companies keep their records for 10 to 15 years depending on their SOP. Good Luck!!

Regards
Ziaur

 

[Marc]

Please consult your SOP

I think the question is are there record retention times specified in any standards or regulations. Granted the company's SOP should be based upon the requirements of any applicable standards, customer requirements and other aspects.

I'm not current in aerospace requirements so I can't help with this one.

 

[myusoffice]

Hi Marc,

Thanks for the clarification.

As per AS9100, section 4.2.4 (Control of Records),

"The organization shall establish a documented procedure to define the controls needed for the identification, storage,
protection, retrieval, retention and disposition of records."

In my limited experience, i have never seen any QMS standard dictating timeline of record retention & disposition. Now I could be wrong as I did not read all the standard exist on earth. Most standards always fall back to the business/establishment to define the timeline in their SOP.

Hope this help.

Regards
Ziaur

 

[dsanabria]

I'm cleaning up, organizing, and correcting issues with our current Calibration Records. Can we delete records that have no further application, or is there a Spec that states we need to keep the record for whatever reason or time? Example: Thread Plug Gage's that have been assigned a QC Number but no longer exist. Templates that have been assigned a QC Number but have now been scrapped, destroyed, thrown away. Tools that have been assigned a QC Number but are no longer a part of the company.

Also, can we assign those old QC Record Numbers, now no longer used, to new tools or gauges and still be in compliance with AS9100?

Thank you.

Step one - if the customer does not require you to retain records then dispose of it per your procedures.

Step two - if the gages are no longer in use - and the customer does not require you to retain records.

Step 3 - clarify in your procedure what to do when a gega becomes obsolete, damage or missing...

Hope this helps

 

[Marc]

I saw this one here: Aerospace Record Retention Requirements

I was thinking there were regulatory requirements for some aerospace records such as maintenance records: Record Retention Periods

And this old one from 2010: Trade Intelligence,Gain valuable business insights from our searchable database of thousands of articles and reports.

Just making sure we're covering all the bases. http://proceedings.ndia.org/3AF6/Briggs_AEFI_Presentation.pdf

and

DIN EN 9130 : Aerospace series - Quality systems - Record retention - DIN EN 9130 Aerospace series - Quality systems - Record retention

 

[bhmdave]

I would not reassign old numbers to new equipment, why open the opportunity for confusion.

 

[QAREP1157]

Thank you all, for your help. I have researched this issue well before posting. I appreciate your responses. The new information has given me more to go on, but leads me to the same conclusion.

Record Retention as defined by AS9100 as I see it, is for traceable records only. Components, parts, Customer Trade Services, Trade Intelligence, retrieval of type and design, supplier and process services accreditation.

In all my research so far, indicate that records of calibration are only necessary for current tools and gauges. There is no indication so far to show a necessity for records of tools or gauges no longer in use. There is no way to determine which tool/gauge was used to measure any one or lot/batch of parts.

Although some customers do require (on inspections, FAI etc.) an indication of the type of tool or gauge used to measure a part. No requirement or specification asks that the tool/gauge used must be identified on the inspection record by a serial number. So there would be no traceable record, recent or otherwise to reference in an audit.

If anyone finds information that shows my deduction to be in error, please show me where I can find the information.

Thank you, again.

 

[dsanabria]

Thank you all, for your help. I have researched this issue well before posting. I appreciate your responses. The new information has given me more to go on, but leads me to the same conclusion.

Record Retention as defined by AS9100 as I see it, is for traceable records only. Components, parts, Customer Trade Services, Trade Intelligence, retrieval of type and design, supplier and process services accreditation.

In all my research so far, indicate that records of calibration are only necessary for current tools and gauges. There is no indication so far to show a necessity for records of tools or gauges no longer in use. There is no way to determine which tool/gauge was used to measure any one or lot/batch of parts.

Although some customers do require (on inspections, FAI etc.) an indication of the type of tool or gauge used to measure a part. No requirement or specification asks that the tool/gauge used must be identified on the inspection record by a serial number. So there would be no traceable record, recent or otherwise to reference in an audit.

If anyone finds information that shows my deduction to be in error, please show me where I can find the information.

Thank you, again.

do me a favor and read AS9100D Clause 8.5.1 and then we can continue with retention of calibration records for recall purposes