Assessing Pipette Calibration Failures

rlangeZMC

Starting to get Involved
#1
Hi Everyone,

We are struggling with failed pipette analysis because we don't have an easy way to determine what each pipette was used for. We are a paper-based company so we would have to look through thousands of documents to figure out which pipette was used for what product/test/service. How does everyone keep track of this? Is there some kind of database people use? All the obvious solutions are really time-consuming for one or many people. Please help! :unsure:
 
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BradM

Staff member
Admin
#2
Hey there!
Great question. Although I'm a little confused. You mention a paper based system. Then you mention a database. Are you wanting to stay all paperless; or move to something different?

Either way... it can be tricky. What I would recommend is either: having the labs keep a general equipment book. Log in the book which equipment was used and for what study. Then when one of your pipettes fail, it would be much easier to do a reverse trace ability study. Another option is keeping a logbook for each pipette. This is more work, but does make reverse trace ability studies even easier.

Now... let's return to the pipettes. Why are they failing? What specifications are you using? If you're sending them to the mfg., you need to watch this practice. Many of them don't ever make adjustments until they fail. So that approach guarantees you will have pipette failures. Either arrange to have them adjusted or find another suitable vendor that will.

Next, analyze your intervals. If pipettes are being adjusted for optimal accuracy prior to use and they are still failing, maybe you need to have them checked more often. Also, look at which mfg. are failing. Some of the pipette mfg. are much better than others.
 

rlangeZMC

Starting to get Involved
#3
Thank you for your quick response! We are paper-based but we used computers for many things and are moving in that direction. For example, we use excel logs for many things (which is much easier to track and trend). Our Batch Production Records are still paper-based and scanned on our network though. Typically a technician records the pipettes they use, by hand, on these paper sheets. We'd like a different, easier way, like your suggestions. We are sending the pipettes to a 3rd party calibrator every 6 months as it's costly. I don't believe we have a way to verify calibration in-house. The previous company we used had NEVER reported a single "as found" failed pipette calibration before! So this is a new issue for us and we are struggling. We have looked at a lot of forum discussions and it seems widening the manufacturer spec is what a lot of companies do...we are heading in that direction. We've also discussed calibrating more often but again it's expensive with how many we use. Justifications are difficult without knowing what the pipette was used for.
 

BradM

Staff member
Admin
#4
I recommend any company to invest in an equipment software program to track uses and due dates. It's just so much easier (my opinion).

Ok.. now I'm a bit concerned regarding your pipettes. The first company never found anything out; and the second finds everything out. Something is off here; either with the first or the second. Were both companies qualified to perform the calibration activities? How do their reported uncertainties compare?

My opinion... unless a pipette is being used continuously (every day/ 8 hours) I would think six months is a good interval to detect drift and adjust accordingly. So if all your pipettes were being serviced on a frequent basis, they should generally be under control. Is someone in your company adjusting/tweaking pipettes (maybe the lab technician)?

Yes, you need to develop a simpler method of tracking what equipment is used with a particular study. But to me, more important is determining why these pipettes are being reported as: fail.
 

dwperron

Trusted Information Resource
#5
Whenever you have a discrepancy in calibration results between labs you end up with a lack of confidence in your tools.
I would recommend sending some pipettes that have passed at one house and failed at another to either the OEM or their designated service facility for a tie breaker.
 

BradM

Staff member
Admin
#6
Whenever you have a discrepancy in calibration results between labs you end up with a lack of confidence in your tools.
I would recommend sending some pipettes that have passed at one house and failed at another to either the OEM or their designated service facility for a tie breaker.
Yes!!
I have also seen inactive pipettes adjusted and sent to them; so you could see how the calibration vendor would handle them.
 
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