Calibration records should reconstruct the measurement decision.
Keep instrument requirements, as-found results, traceability, review and exception handling together so evidence remains usable throughout its retention period.
Manage calibration records by linking every result and certificate to a unique instrument, controlled method, reference standard, calibration state, technical review and applicable period of use.
Control instrument master data
Use a unique identifier and retain description, serial number, location, range, unit, tolerance, owner and status. Control changes that could alter suitability or schedule.
Labels should agree with the electronic register and certificate identity.
Capture the calibration event
Retain dates, method and revision, person or laboratory, environmental conditions, reference standards, readings, uncertainty, decision rule, as-found and as-left state, adjustment and authorisation.
Store the original certificate without losing searchable structured results.
Protect exception history
For out-of-tolerance results, record impact assessment, affected measurements or product, containment and disposition. Corrections should supersede rather than silently overwrite approved history.
Define retention, backup, access and export arrangements according to applicable quality and business requirements.
Authoritative guidance
Use these primary sources alongside your organisation's competent technical and legal advice.
How to manage calibration records FAQs
How long should calibration records be kept?
Retention depends on applicable standards, contracts, regulation, product lifecycle and organisational needs; define it in the management system.
Can certificates be stored electronically?
Yes, with appropriate integrity, access, backup and retrievability controls.
Why retain as-found results?
They help assess instrument condition during the period since the previous acceptable calibration.
Build a stronger calibration management system
Keep every instrument, result and certificate under control.
Maintarium Pro connects calibration schedules, traceable results, approvals and instrument history.
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