News Center

Picture Name

Shanghai Shang Shaft Bearing Quality Inspection Institute Co., Ltd.

Picture Name

Address: 301 Shangxue Road, Jiading District, Shanghai

Test the whole process of sample management and attention to details!

2021-08-30 10:53

One. The management of testing samples needs to do these 8 aspects


1. Collection of samples:

The sample should be representative. The results of the sample are used to illustrate the overall situation and make conclusions about the overall situation. Sampling follows the following principles:
1.1 representation:
Special attention should be paid to overcome and eliminate the influence of various factors during sampling, so that the sample is as close to the overall situation as possible, and the sample is fully representative of the overall situation.
1.2 availability:
In some cases, the sample may not be representative, but rather determined by its availability.
1.3 notarization:
Sampling must be fair and conducted by qualified personnel (those who have received sampling training and passed the examination). If necessary, sign and seal together with the accompanying personnel of the inspected unit on the site, and make on-site sampling records. Fill in the sample collection record form and sign it for confirmation by both parties.


2. Reception of samples
Fill in the power of attorney 2.1
Regardless of sampling or submitting samples for inspection, the entrusting party shall first fill in the "sample inspection power of attorney, general power of attorney in duplicate, one for the inspection institution to file, and one for the entrusting party to receive the report certificate".
2.2 Audit Power of Attorney
The receiving personnel shall review whether the power of attorney for sample inspection is standardized, whether there are empty items, whether the procedures are complete, whether the data are complete, and whether the standard reference is correct and appropriate.
2.3 verification samples
The sample should be consistent with the contents of the "Sample Inspection Power of Attorney. Sample packaging should be intact, if not intact, there should be written records. The number of samples submitted for inspection shall meet the requirements of inspection, re-inspection and arbitration. If the samples submitted for inspection are only for inspection, there shall be written instructions.
2.4 officially accepted
The sample receiver signs the "Sample Inspection Power of Attorney" and promises to issue the report date.


3. Sample number

In order to ensure the traceability of the inspection sample, in principle, a sample is given a unique number (CNAS requires to avoid confusion, not a unique number, of course, the unique number must also meet the requirements).

Several samples for the same event can be regarded as one sample and given a number. The sample number may consist of the year, sample category code, and sample serial number (or other laboratory-appropriate number). In order to ensure the uniqueness of the sample number, the sample receiving department is generally responsible for the unified preparation, or the laboratory with LIMS can be generated by the system.


4. Identification of samples
The identification of the sample includes the unique number (sample acceptance number) and the identification of different test states (unchecked, under-checked, checked and retained samples) of the sample. The inspected samples shall be marked with "inspected", "qualified" and "unqualified. For multiple packages of the same sample, the sample acceptance number should be marked with a horizontal bar and a number to ensure the uniqueness of each package. The sample manager is responsible for attaching the identification labels of the samples one by one.


5. Circulation of samples
After the sample is accepted, the contractor will issue a "sample inspection handover order" to the testing department (personnel) according to the requirements of the customer's "sample inspection power of attorney" and notify the sample manager of the testing room to take the sample to be inspected. The sample manager of the testing room shall check the sample status and sign for approval on the "sample inspection handover form" during the handover. After the sample is transferred to the detection room, it will be registered by the sample manager of the detection room. The uninspected, under-inspected and inspected samples shall be stored separately. The sample identification number shall not be changed when the inspector receives the sample for testing. Samples shall be protected from non-detection damage or loss during circulation and detection.


6. Management of subcontracted samples
The samples provided to the subcontracting laboratory shall be checked for completeness before delivery, and the samples delivered to the subcontracting laboratory shall have the receipt certificate of the other party. The subcontracting management department shall do a good job in the registration of subcontracted samples. The subcontractor shall take measures to protect the integrity of the samples, and mark and keep the samples.


7. Storage and custody of samples
Sample storage and safekeeping shall be provided with special sample smothering facilities;

The sample room shall be specially assigned by the sample manager, and access shall be restricted;

The sample storage environment should be safe, non-corrosive, clean, dry and well ventilated, with temperature and humidity monitoring;

For samples required to be stored under special environmental conditions, the environmental conditions shall be strictly controlled and recorded regularly;

The samples shall be retained in accordance with the specified quantity and variety for re-inspection and arbitration;

Corrosive, flammable, explosive and toxic hazardous samples shall be stored in isolation and clearly marked;

The sample manager shall carefully carry out acceptance registration for the retained samples, and classify and save the samples of different nature.


8. Sample processing
The sample retention period after the report is issued shall not be less than the feedback time of the report complaint. For over-standard samples and special samples, the sample retention period can be extended if necessary. The samples after inspection can be processed in the following ways:
8.1 the samples requested by the customer can be returned after the expiration of the retention period. When the customer takes back the sample, the sample taker should go to the sample room with the "sample inspection power of attorney", and the sample manager should go through the sample return procedures.

8.2 When the customer needs to get the sample back in advance (within the sample retention period), the sample manager can handle the sample return procedures only after the sample inspection power of attorney is endorsed with "no objection to this test report;

The 8.3 shall handle the samples entrusted by the customer for the sample retention period according to the requirements filled in by the customer;

8.4 the samples that must be monitored and processed, the sample manager must monitor and process according to the specified methods to prevent environmental pollution and harm, and the monitoring and processing shall be recorded.

II. A few small details that cannot be ignored in the sample management process


1. Detection of sample flow:

1.1 The sample manager shall make records of all the samples entrusted for inspection, deliver the samples to the relevant testing room according to the testing requirements, and handle the handover procedures;

1.2 the inspection personnel to check and hand over the submitted samples and make samples as required;

1.3 After completing the testing, the testing personnel shall place the testing sample in the testing area;


2. Storage of test samples:

The "finished test" samples and the remaining samples that the customer has special requirements for inspection shall be submitted to the sample manager for "retention" for safekeeping.


3. Disposal of test samples:

3.1 After testing the samples, the sample retention period shall not be less than the time limit stipulated by relevant national laws and regulations.

3.2 The sample retention period for the remaining samples without special requirements shall not exceed the reporting and appeal period.

3.3 If there is no special requirement for the test samples for routine testing within the company, the sample retention period is 1 week.


4. Confidentiality and security of test samples:

The 4.1 shall test, store and dispose of the test samples in strict accordance with the agreement signed with the customer or relevant regulations, strictly implement the confidentiality management regulations, and be responsible for the confidentiality of the customer's test samples, technical data and related information.

The 4.2 shall make corresponding arrangements for the test samples with special requirements, including the reception, circulation, storage and disposal of the test samples and the management of technical data, and take safety protection measures to ensure the integrity and confidentiality of the test samples.


Three. How to manage the sample room of the inspection institution before it is standardized


1. Responsibilities of the sample manager:
The 1.1 sample manager must ensure that the sample room is clean, tidy and beautiful, and ensure that the required samples are found in the most effective time.
1.2 Without permission, irrelevant personnel are not allowed to enter or leave the sample room at will, and the sample manager has the right to refuse irrelevant personnel to enter or leave the sample room.
The 1.3 sample manager has the authority to supervise the activities of personnel entering and leaving the sample room.
1.4 No one else shall bring samples into or out of the sample room without the consent of the sample manager.
The 1.5 sample manager must be responsible for all abnormal conditions in the sample room, and must report to the leader in time if any abnormality is found.


2. General provisions:
2.1 clean the sample room every day to ensure that the sample room is clean, tidy and orderly.
When 2.2 new samples, the integrity of the samples must be checked, put into storage in time, labeled, photographed, discharged (or collected) and recorded in the account.
2.3 ensure that each sample label integrity, indicating the number and color (label attached to the sole). The sample is photographed with a digital camera and stored in the computer (the picture is named after the sample number), and the manufacturer and date are the classification standards.
There must be documents for the 2.4 to be issued and put into storage. The samples can only be issued and put into storage after being signed by both parties. The whereabouts of the samples must be confirmed to the people.


3. Issue management:
3.1 Before the sample is boxed out of the warehouse, the sample manager shall ensure the integrity of the sample, and there must be no bad sample flowing out to the customer. Do not carry the original manufacturer's trademark, telephone number, address, amount and other information on the sample, otherwise the post allowance will be deducted according to the seriousness of the case.
3.2 When the sample manager receives the notice of sample issue, he/she can fill in the issue document and sign it by the sample collector and sample manager before issue.
3.3 any sample out of the warehouse or loan, shall not be damaged, if there is damage, the sample manager has the right to apply for compensation.


4. Storage management:
When 4.1 new samples, carefully inspect the goods according to the arrival list, and the integrity of the samples must be checked. Timely storage and labeling, photographing, accounting, discharge or collection.
4.2 The samples stored in the box shall be well protected, packed with paper, bagged and packed. The quantity, product name and manufacturer shall be marked on the box and then discharged into the warehouse in an orderly manner (the manufacturer's name shall be the packing standard).
4.3 Regularly organize the sample room and pick out samples that have not been used for a long time, have been damaged or have the same number of samples for approval.
4.4 can be packed separately with pairs of shoes, and pairs of shoes across the year will be submitted for approval.
The samples on the 4.5 sample rack shall be placed in the order of manufacturer, type and material, marked with a tag, the sample rack shall be regularly arranged, and the samples that are not used or repeated for a long time shall be packed for future reference.
4.6 regular inventory (27 days of each month), profit and loss to be responsible (according to the actual financial accounting amount in proportion to the compensation).


5. Penalty:
The doors, lights and air conditioners of the 5.1 sample room were not closed, and 5 yuan, the responsible person, was found to be punished once.
5.2 without permission, the sample manager borrows samples or sample data without permission. Once found, the post allowance for the current month will be deducted depending on the seriousness of the case.
5.3 the bad samples flow into the hands of customers due to the mistakes of the sample manager, the post allowance for the current month will be deducted in full.
5.4 information such as the article number, price, telephone number, trademark or label of the manufacturer or factory appears on the sample, causing the guest to obtain the above information will be regarded as the dereliction of duty of the sample manager, and the post allowance for the current month will be deducted accordingly.
5.5 the sample is lost or the sample administrator does not know the whereabouts of the sample, the sample administrator shall compensate for the original price.


Four. Summary


Sample management is an important content in the process of laboratory management, and it is an important basis to ensure the authenticity and reliability of test data and traceability, which needs strict management. Sample management is trivial, pay attention to details, need to be patient, and constantly sum up experience in long-term work, in order to more effectively improve the efficiency and level of sample management.