Procedure for Lab Activities
1. Outside Sales Representative contacts and co-ordinates with the customers for the lead
generation, quotes, service commitments, delivery timelines, purchase orders, etc.
2. Lab Manager standardizes rates according to the service requirement and time required for
calibration of the equipment.
3. Standard Quotations (In Quality Format- QF-FIN-****) shall be delivered within 1 working day
(24 hours) of receiving the enquiry from the customers.
4. Customized quotations shall be delivered within 72 hours of receiving the enquiry from the
customers. Approval shall be taken in advance from the Lab Manager for customized
quotations. Incase of any emergency, the approval shall be obtained post-facto as soon as
possible after submitting the quotation.
5. For the orders received from the customers, the shipping/receiving coordinator shall be kept in
loop or shall be aware of the items being received and the services required by the customer.
6. The shipping/receiving coordinator shall be responsible for verifying the products/items for any
damage or missing item. In case of any discrepancy, the same shall be noted and reported to the
Lab manager and Quality Manager (Quality format QF-QC-**** shall be filled and maintained)
7. The items received shall be masked by the Receiving Cell to prevent any conflict-of-interest and
unique job ID shall be marked on the product. Previous calibration label (if any) shall be
removed by the receiving cell and the information given on the removed labels may be retained
if applicable
8. The test/calibration section shall receive the material, maintain records of the receiving, carry
out testing as per procedures.
9. The test/Calibration section shall maintain testing and calibration datasheets and generate the
results in the prescribed formats (QF-CS-****). Any deviation from the standard/established
procedures shall be properly documented and verified from the Technical Manager.
10. Any non-conformity of the results shall be verified/witnessed by the Technical Manager to
ensure accuracy of the results.
11. The test/Calibration section shall ensure that the calibration/test is done in the required/predefined environmental conditions and the records of the environmental conditions shall be
documented and maintained for at least 3 months.
12. The raw-data for the test/calibration process shall be maintained for at least 3 months.
13. Upon completion of the testing, the sample/instruments shall be forwarded to the
receiving/shipping section as received along with the signed calibration report.
14. The receiving/shipping section shall ship the items along with the certificate to the customer
safely and shall document the date of shipping as well.
15. The Lab manager shall ensure proper coordination between the various departments and shall
ensure smooth functioning of the lab to deliver the service on time to customers.
16. Also, it is the responsibility of the Lab Manager to protect the customer information from being
passed on to the test/calibration section to protect any conflict of interest.
17. The lab manager should carry out and risk assessment to identify the potential risks involved in
the lab activities that may jeopardize/affect the test/calibration results.
18. The lab manager shall ensure that the test/calibration section is impartial and is not under any
financial/external influence that may affect the test/calibration results.
Risk Assessment and Impartial Testing
Impartiality Commitment and Conflict of Interest Removal (Separate file)
1. No Conflict of interest – No employee audits his/her own work during the
scheduled internal audit and takes active part in getting the audit done successfully
2. Detachment –Technicians are not involved in marketing where they perform the
calibration.
3. Freedom from bias – No technician favors any request that involves falsification of
results
4. Fairness –The company is not pressuring any technician financially to affect the
results