NAT'L INST.

OF STAND & TECH

NIST

AlllOb 7Mblfl3
PUBLICATIONS NIST
National Institute of
Standards and Technology
Technology Administration
REFERENCE U.S. Department of Commerce

Weights
AND MEASURES DIVISION

Type Evaluation Laboratory

Quality Manual Template
Developed for U.S. Type Evaluation
Laboratories

QC.
IOC NISTIR
U.£(o
* 70*8
3i00 3 July 2003
 m he National Institute of Standards and Technology was established in i988 by Congress to “assist

t industry in the development of technology . . . needed to improve product quality, to modernize manufacturing
processes, to ensure product reliability . . . and to facilitate rapid commercialization ... of products based on new scientific
discoveries.”
NIST, originally founded as the National Bureau of Standards in 1901, works to strengthen U.S. industry’s
competitiveness; advance science and engineering; and improve public health, safety, and the environment. One of the
agency’s basic functions is to develop, maintain, and retain custody of the national standards of measurement, and provide
the means and methods for comparing standards used in science, engineering, manufacturing, commerce, industry, and
education with the standards adopted or recognized by the Federal Government.
As an agency of the U.S. Commerce Department’s Technology Administration, NIST conducts basic and
applied research in the physical sciences and engineering, and develops measurement techniques, test
methods, standards, and related services. The Institute does generic and precompetitive work on new and
advanced technologies. NIST’s research facilities are located at Gaithersburg, 20899, and at Boulder, CO 80303. MD
Major technical operating units and their principal activities are listed below. For more information visit the NIST Web site

at http://www.nist.gov or contact the Publications and Program Inquiries Desk, 301-975-3058.

,

Office of the Director Chemical Science and Technology

• National Quality Program Laboratory
• International and Academic Affairs • Biotechnology
• Process Measurements
Technology Services • Surface and Microanalysis Science
2
• Standards Services • Physical and Chemical Properties
• Technology Partnerships • Analytical Chemistry
• Measurement Service
• Information Services Physics Laboratory
• Weights and Measures • Electron and Optical Physics
• Atomic Physics
Advanced Technology Program • Optical Technology
• Economic Assessment • Ionizing Radiation
1

• Information Technology and Applications • Time and Frequency

1
• Chemistry and Life Sciences • Quantum Physics
• Electronics and Photonics Technology

Materials Science and Engineering

Manufacturing Extension Partnership Laboratory
Program • Intelligent Processing of Materials
• Regional Programs • Ceramics
National Programs
1
• • Materials Reliability
• Program Development • Polymers
• Metallurgy
Electronics and Electrical Engineering • NIST Center for Neutron Research
Laboratory
• Microelectronics Building and Fire Research Laboratory
• Law Enforcement Standards • Applied Economics

• Electricity • Materials and Construction Research

• Semiconductor Electronics • Building Environment
1

• Radio-Frequency Technology • Fire Research

1

• Electromagnetic Technology
1
• Optoelectronics Information Technology Laboratory
1 2
• Magnetic Technology • Mathematical and Computational Sciences
• Advanced Network Technologies
Manufacturing Engineering Laboratory • Computer Security
• Precision Engineering • Information Access
• Manufacturing Metrology • Convergent Information Systems
• Intelligent Systems • Information Services and Computing
• Fabrication Technology • Software Diagnostics and Conformance Testing
• Manufacturing Systems Integration • Statistical Engineering

'At Boulder, CO 80303.

“Some elements at Boulder, CO.
Quality
Manual
Template
Type Evaluation Laboratory
Quality Manual Template
Developed for U.S. Type Evaluation Laboratories

G. Diane Lee July 2003

NIST Weights and Measures Division
Henry Oppermann, Division Chief
Gaithersburg, MD 20899

U.S. DEPARTMENT OF COMMERCE

Donald L. Evans, Secretary

TECHNOLOGY ADMINISTRATION
Phillip J. Bond, Under Secretary of Commerce For Technology

NATIONAL INSTITUTE OF STANDARDS

AND TECHNOLOGY
Arden L. Bement, Jr., Director

NISTIR 7028
 Preface

The National Institute of Standards and Technology (NIST) Weights and Measures Division
(WMD) works with State weights and measures (W&M) programs and other federal agencies to
promote uniformity in the U.S. commercial W&M
system. Some State W&M
programs and
federal agencies maintainand operate type evaluation laboratories. These laboratories perform
evaluations of commercial weighing and measuring devices to ensure their conformance to
national (National Conference on Weights and Measures, NCWM Publication 14 test
procedures), and international (International Organization of Legal Metrology, OIML
recommendations) standards.

In accordance with ISO/IEC 17025 “General Requirements for the Competence of Testing and
Calibration Laboratories, ” 1999, U.S. type evaluation laboratories must establish, implement,
maintain and document their laboratory quality system.

As part of its technical support to the U.S. commercial W&M system, NIST WMD created this
quality manual template documenting their quality
to assist type evaluation laboratories in
systems. As manual template is specifically designed for type evaluation
such, this quality
testing laboratories. The quality manual template is based on ISO/IEC 17025 requirements.
Although this manual is not numerically formatted identical to the ISO/IEC 17025 standard, the
requirements of the standard are addressed in the quality manual. Each Section of the quality
manual is cross-referenced to the ISO/IEC 17025 requirements so that auditors and others can
locate where the requirements are addressed in the quality manual.

The U.S. type evaluation laboratories are encouraged to use the template to document their
laboratory quality system. Other testing laboratories may also use this template to assist them in
documenting their quality system.

li
 Acknowledgments

Special thanks go to the following individuals and groups for their technical contributions,
reviews and input in the preparation of this quality manual template.

The NIST Office of Weights and Measures staff

Tina Butcher
Georgia Harris
Steve Cook
Lynn Sebring

Doug Faison, NIST National Voluntary Laboratory Accreditation Program

Dr. George Mattingly, NIST Process Measurements Division

Andrea Buie, Maryland Department of Agriculture, Weights and Measures Section

U.S. type evaluation laboratories

 Introduction

The type evaluation manual template has 20 Sections followed by Appendices A through
quality
R. The appendices are referenced throughout the template. The table of appendices (page viii)
cross-references each appendix to its section reference in the template. The following table (page
ix) cross-references both ISO/IEC 17025 and NIST Handbook 150 “NVLAP Procedures and

General Requirements,” 2001, to the quality manual sections of the template.

Using the tables of cross-references, the laboratory should review and edit the sections so that
they collectively represent the quality system of the laboratory in accordance with the ISO/IEC
17025 standard. In a situation where the laboratory policies or procedures differ from the
ISO/IEC 17025 standard, the laboratory policies or procedures must be changed to ensure
conformance to the standard. This template includes descriptions of how a laboratory may meet
the requirements of ISO/IEC 17025, which may or may not be how your laboratory chooses to
meet the requirements. As such, the template must be tailored to describe how your laboratory
quality system meets the requirements of ISO/IEC 17025.

IV
 Type Evaluation Laboratory
12345 Some St.
Special City, ST 54321

Adoption:

QUALITY MANUAL
(Based on ISO/IEC 17025)

Issued under the authority of

the director of the State Bureau of Standards pursuant to Statute CXY.

Adopted by:

Title/Position:

Signature:

Date:

Document Control:

Issue Date

Issued to

Controlled Y N
Copy No.

No. of Pages

Controlled issues of the Quality Manual may not be copied.

This quality manual is controlled in its entirety as updates or revisions are made.

Revisions to the appendices are controlled and each distributed separately as updates and revisions
are made.

Revisions to the appendices are controlled and maintained in the laboratory. Updates or revisions to
appendices must be requested.

v
 REVISIONS TO THE QUALITY MANUAL

DATE SECTION NO. PAGE NO. PARAGRAPH NO. COMMENTS APPROVAL:

NAME SIGNATURE

vi
 REVISIONS TO THE APPENDICES

DATE APPENDIX PAGE NO. PARAGRAPH NO. COMMENTS APPROVAL:

NO.

NAME SIGNATURE

vii
 QUALITY MANUAL
Table of Contents

Section Title Date and Page

Revision
July 1, 2003
1 Scope and Parameters Rev. 1 1

July 1, 2003
2 References and Definitions Rev. 1 2-3
July 1, 2003
3 Quality Policy Rev. 1 4-5

Service to the Client and Review of Contract, Tender and Work July 1, 2003
4 Request Rev. 1 6-7
July 1, 2003
5 Organization and Management Rev. 1 8-11

Quality System, Document Control, Internal Audits and July 1 2003

6 Management Reviews Rev. 1 12-18
July 1, 2003
7 Personnel Rev. 1 19-20
July 1, 2003
8 Laboratory Facilities and Environment Rev. 1 21-22
July 1, 2003
9 Standards, Equipment and Associated Apparatus Rev. 1 23-26
July 1, 2003
10 Measurement Traceability and Calibration Rev. 1 27-29
July 1, 2003
11 Type Evaluation Test Methods and Procedures Rev. 1 30-32
July 1, 2003
12 Handling and Storage of Test Items Rev. 1 33-34
July 1, 2003
13 Records Rev. 1 35-38
July 1, 2003
14 Type Evaluation Test Reports (Certificates of Conformance) Rev. 1 39-42
July 1, 2003
15 Subcontracting Rev. 1 43
July 1, 2003
16 Outside Support Services and Supplies Rev. 1 44
July 1, 2003
17 Preventive Action / Complaints and Corrective Action Rev. 1 45-46
July 1, 2003
18 Site Security Rev. 1 47-48
July 1, 2003
19 Safety Rev. 1 49
July 1, 2003
20 Sampling Rev. 1 50

viii
 Table of Appendices

Section
Item Reference Title Page

A 2 Definitions 51-52

B 5,6 Organization Charts 53-54

C 1,3 Measurement Parameters 55-56

D 6, 8 Diagram of Laboratory Facilities 57

E 6, 8 Environmental Conditions 58

F 6,9 Equipment and Materials 59-60

G 6,9 Standards and Reference Materials 61

3, 4, 5, 6, 7, 8, 9,

10, 11, 12, 13, Procedures List (Measurement Procedures; Administrative

H 14, 16, 17, 20 Procedures) 62-65

I 10 Assessment of Uncertainties 66

J 6, 10 Control Charts List 67

K 6, 10 Proficiency Tests 68

L 6,7 Personnel Training and Competency 69

M 5,6,7 Job Descriptions and/or Duty Statements 70-72

N 6, 19 Document Control 73-77

Forms (Blank)
Personnel Training and Competency
Calibration and Maintenance Log (Standards and Equipment)
Software Program Verification
Equipment Assessment
Proficiency Test Results
Audit Log
Work Log
Complaints/Corrective Action
6, 8, 9, 11, 12, Environmental Conditions/Deviations Log
0 13, 17 Subcontractors and outside Suppliers Verification Log 78-88

P 12, 14 Weighing Device Evaluation Process Flowcharts 89-98

Q 6 Documentation Outline 99

R 9, 10 Traceability Flowchart 100

IX
 Quality Manual Cross-Referenced to
ISO/IEC 17025 and NIST HB 150

QM ISO/IEC 17025
Section Title NIST HB 150

1 Scope and Parameters 1, 4.2.1

2 References and Definitions 2,3

3 Quality Policy 4.2.1, 4.2.2, 4.2.3

Service to the Client and Review of Contracts, Tenders and Work

4 Request 4.4, 4.7

5 Organization and Management 4.1, 4.2.4

Quality System, Document Control, Internal Audits and

6 Management Reviews 4.2.1,4.2.3,4.13,4.14,4.3

7 Personnel 5.1, 5.2

8 Laboratory Facilities and Environment 5.3

9 Standards, Equipment and Associated Apparatus 5.1, 5.5

10 Measurement Traceability and Calibration 5.4.6, 5.6, 5.9(b)

11 Type Evaluation Test Methods and Procedures 4.9, 5.1, 5.4, 5.9

12 Handling and Storage of Test Items 5.8

13 Records 4.12

14 Type Evaluation Test Reports (Certificates of Conformance) 4.9,5.10

15 Subcontracting 4.5

16 Outside Support Services and Supplies 4.6

17 Preventive Action / Complaints and Corrective Action 4.8,4.10, 4.11

18 Site Security 5.3, 5.8

19 Safety

20 Sampling 5.7

X
 1

QM Section 1
Scope and Parameters
Page 1 of 1

1.0 Scope and Parameters

1.1 Scope

1.1.1 This Quality Manual describes the quality assurance program used in the
[NOTE: Enter State name] Type Evaluation laboratory and sets forth the
established requirements to competently and effectively achieve the program
objectives of the laboratory. The objective of the type evaluation laboratory is

to:

1 . 1 . 1 . Provide reliable device type evaluation services for the devices listed

in Appendix C, suited to the needs of its customers, program, and

industry.

1.1.2 Working standards are calibrated by an accredited or recognized laboratory

whose measurement results, wherever applicable, are traceable to a national
metrology institute. These working standards are used to evaluate devices. The
working standards are recalibrated periodically.

1 .2 Parameters

1.2.1 Type evaluations performed by the laboratory that result in certificates, reports,
or other summarizing statements are limited to the test parameters listed in
Appendix C.

1.2.2 The laboratory quality manual is based on ISO/IEC 17025, 1999 version. The
quality manual is used in conjunction with applicable portions of the reference
documents, procedures, work instructions, records and forms maintained in the
laboratory. These documents constitute the laboratory’s quality control system
applicable to the test parameters listed in Appendix C.

NISTIR 7028 July 2003

1
 2

QM Section 2 References and Definitions

Page 1 of
2.0

References and Definitions

2.1
All critical references cited in this quality manual are maintained on file in the laboratory
and are accessible to all laboratory staff and management.

Critical References

2.1.1 ISO/IEC 7025, General Requirements for the Competence of Testing and
1

Calibration Laboratories, 1999

2.1.2 National Conference on Weights and Measures, Publication 14 NTEP

Administrative Procedures, Technical Policy, Checklists and Test Procedures ,

2003.

2.1.3 NIST Handbook 44, Specifications, Tolerances, and other Technical

Requirements for Weighing and Measuring Devices, 2003, Tina Butcher, Terry
Grimes, Juana Williams, Richard Suiter

2. 1 .4 NIST Technical Note 1297, Guidelines for Evaluating and Expressing the
Uncertainty of NIST Measurement Results, 1994, Barry N. Taylor and Chris E.
Kuyatt

2.1.5 National Conference of Standards Laboratories (NCSL), Recommended Practice

(RP) No. 7, Laboratory Design, 1993.

2.1.6 Applicable State laws and department policies and guidelines [NOTE: include
State statutes, which denote the legal status of the type evaluation laboratory].

2.2 Additional References

2.2.1 NIST HB 130, Uniform Laws and Regulations, 2002, Thomas Coleman and
Terry L. Grimes

[NOTE: This quality manual was written following the requirements of ISO/IEC 17025, 1999
and modified to promote a specific quality assurance program for a type evaluation laboratory.]

NISTIR 7028 July 2003

2
 QM Section 2 References and Definitions
Page 2 of 2

2.3 Definitions

Definitions are contained in Appendix A.

NISTIR 7028 July 2003

3
 2 ;

QM Section 3
Quality Policy
Page 1 of

3.0 Quality Policy

3.1 Policy

3.1.1 This quality policy is issued under the authority of the chief executive [NOTE:
enter title used].

3.1.2 The laboratory conducts all device type evaluations under laboratory and field
conditions that are suitable for the test being conducted and by using techniques
that are conducive to a high degree of reliability and follows recognized type
evaluation procedures as noted in Appendix H. It is our policy to provide the
highest reasonable quality type evaluation services attainable to clients through
continuous improvement of the quality system. Quality in our services is a
constant effort and focus.

3.1.3 The objective of this quality manual is to establish a documented quality system
that provides for continuous improvement of that quality system to ensure
reliable and accurate test results.

3.1.4 All laboratory personnel who perform type evaluation testing are familiar with
the quality documentation, which is implemented in their work, policies and
procedures. The laboratory quality manager provides copies of the quality
documentation to the laboratory staff and/or informs the staff of its location.
Laboratory staff review the documentation as part of their on-the-job training,
which is recorded in their training records. The quality system documentation
includes:

3 . 1 .4. 1 Laboratory quality manual;

3. 1.4. 2 Type evaluation test procedures: NCWM Publication 14 “NTEP
Administrative Procedures, Technical Policy, Checklist, and Test
Procedures referenced in Section 2 (see Appendix H), and OIML
recommendations
3. 1.4.3 Administrative procedures as required by ISO/IEC 17025 (see
Appendix H);
3 . 1 .4.4 Work instructions;
3. 1.4. 5 Records, forms, and reports (see Section 13, Records)

NISTIR 7028 4 July 2003

 QM Section 3
Quality Policy
Page 2 of 2

3.1 .4.6 Equipment instruction manuals (maintained in the laboratory).

3.1.5 The supporting documents and procedures are referenced in this quality manual,
but are maintained separately from the quality manual.

3.2 Tests

3.2.1 The laboratory evaluates the devices listed in Appendix C in accordance with
the procedures, practices, and conditions (hereafter referred to as "procedures")
of the National Conference on Weights and Measures Publication 14 (see
references, Section 2). The techniques used for specific tests are within the
applicable State administrative guidelines and associated safety and cost-
effective considerations.

3 3
. Authorization and/or Accreditation
[NOTE: Edit this section as it applies to your laboratory.]

3.3.1 The type evaluation laboratory is authorized by

to demonstrate conformance to ISO/EEC 17025.

and/or

3.3.2 The type evaluation laboratory is accredited by the National Voluntary Laboratory
Accreditation Program (NVLAP) to demonstrate conformance to ISO/EEC 17025
(through NIST HB 150).

A current authorization and/or accreditation certificate is prominently displayed

and maintained on the wall in the laboratory. The laboratory does not conduct
type evaluation testing or issue reports for nonauthorized areas of evaluation.

NISTIR 7028 5 July 2003

 2

QM Section 4 Service to the Client and Review of Contract, Tenders, and

Page 1 of Work Request

4.0 Service to the Client and Review of Contract, Tenders, and Work Request

4. 1 Service to the Client

4.1.1 As necessary, the laboratory works with the client to clarify test requests, device
operation and test results. The client is provided controlled access to the
laboratory to observe type evaluations of the device. To ensure confidentiality,
information and devices of other clients are not visible during a client visit to the

laboratory. The laboratory communicates with the client at any time prior to,
during and after the type evaluation as needed to address any questions, changes
and test results. The laboratory provides the client with a summary and
conclusion of the test results. The laboratory may receive feedback from the
client that might improve the laboratory quality system. As appropriate client
feedback will be reviewed by the quality manager and used to improve the quality
system (see Appendix H, AP No. 6).

4.2 Review of Contract, Tenders, and Work Request (Application)

4.2.1 Contracts, tenders, and work requests received by the laboratory are in the form of
type evaluation applications. Applications are received by the type evaluation
manager as a request for testing. Typically the type evaluation manager reviews
the application, and in many cases the review involves an evaluation of the
laboratory workload and other essential factors before the device is assigned to the
laboratory. Procedures are maintained for the review of type evaluation
applications that lead to an agreement for testing (see Appendix H, AP No. 21).
The procedures ensure that:

4.2. 1 . 1 The requirements and test used are defined and understood

4.2.1 .2 The laboratory is capable of meeting the requirements and has the
necessary resources; and

4.2. 1 .3 The work does not begin until there is agreement between the laboratory
and the client.

NISTIR 7028 6 July 2003

 QM Section 4 Service to the Client and Review of Contract, Tenders, and
Page 2 of 2 Work Request

4.2.2 Records of the application review and client discussions are maintained in the
laboratory. (See Section 13 Records.)

4.2.3 Application reviews include any work that is subcontracted by the laboratory.
The client is informed of any deviations from the application; if the

application is amended after the work starts, the same review process is

followed for an amendment to the application

4.2.4 The laboratory cooperates with the client to ensure that the application is
understood. The laboratory calls the client upon receipt of the application and
reviews the application with the client. Prior to testing the laboratory and the
client discuss any abnormalities.

NISTIR 7028 7 July 2003

 .

QM Section 5
Organization and Management
Page 1 of 4

5.0 Organization and Management

5.1.1
5.1 Legal Status

The type evaluation laboratory is maintained under State statute XYZ [NOTE:
enter State statute title, number, and/or article number]

OR

5.1.1 The type evaluation laboratory is maintained under NIST HB 130, Uniform
Laws and Regulations, Uniform Regulation for National Type Evaluation,
which is adopted by State statute XYZ.

5.2 Organization

5.2.1 The type evaluation laboratory is part of the State or Federal Government [NOTE:
enter State or Federal agency and department of the State or Federal agency that
the laboratory is a part of]. Authority, interrelation, and responsibilities of all
laboratory personnel are on file in the form of job descriptions contained in
Appendix M
and organizational charts provided in Appendix B. The laboratory
manager designates staff responsibilities of quality and technical managers and
deputies. The quality and technical managers are designated based on knowledge
of the quality system and technical activities of the laboratory. (See laboratory
organization chart, Appendix B.) In the event that either the quality or technical
manager is absent for an extended period, his/her duties are assigned to deputies.

5.2.2 Testing activities are conducted such that they meet the requirements of ISO/IEC
17025 and this quality manual, and satisfy the needs of the client and the
regulatory authorities and/or organizations providing authorization and/or
accreditation.

5.2.3 The laboratory performs some evaluations of weighing and measuring devices at

sites that are outside the permanent laboratory facilities. These sites may be
located at a device owner’s facility or other site, either within a building or
outdoors. Site evaluations are conducted in accordance with the laboratory
management system.

5.2.4 The responsibilities of key personnel in the organization who perform other

NISTIR 7028 8 July 2003

 QM Section 5
Organization and Management
Page 2 of 4

activities and who have an involvement or influence on the testing activities of the
laboratory are defined in order to identify potential conflicts of interest. A list of
key personnel performing other activities is maintained in the laboratory. The list

includes their current position, in the type evaluation laboratory, other activities
conducted, and a statement as to whether or not any conflict exists. (See Quality
Manual Section 13 Records, “List of Key Personnel Performing other Activities.”)
Laboratory personnel do not participate in activities that might adversely affect
confidence in the type evaluation (see Appendix H, AP No. 24).

5.3 Responsibility

The managerial and technical personnel of the laboratory are equipped with the authority
and resources to perform their duties. The laboratory personnel responsibilities are
defined below.

[NOTE: The following is an example of laboratory personnel responsibilities. The type

evaluation laboratories must edit this section so that the titles and responsibilities of your
laboratory personnel are reflected in this section.]

5.3.1 Director

5. 3. 1.1 The Director is responsible for the overall compliance of the

laboratory to this quality manual and has direct responsibility for the
type evaluation laboratory, which includes final approval of all
changes made to the quality manual. The Director participates in
management reviews of the quality system

5.3.2 Management (Laboratory Manager, however named)

5.3.2. 1 The management of the laboratory:

a. implements and enforces the applicable good laboratory practices
described in reference documents;
b. provides resources, adjusts workloads, and provides training
opportunities for laboratory staff to facilitate completion of
assigned tasks in a safe work environment consistent with test
requirements and personnel capabilities;
c. assigns deputies for both the technical and quality managers in

NISTIR 7028 9 July 2003

 QM Section 5
Organization and Management
Page 3 of 4

the case of an absence;

d. participates in management reviews of the quality system; and
e. supervises the activities of the laboratory

5.3.3 Technical Manager or Deputy [NOTE: The deputy may or may not have the
same duties as the technical manager.]

5 .3 .3 . 1 The technical manager:

a. is a type evaluation laboratory person who has completed the
appropriate level of type evaluation training as specified in the
laboratory training procedures in the areas for which the
laboratory is authorized;
b. is responsible for the overall administrative and technical
operations of the laboratory;
c. specifies and/or approves all methodologies used;
d. implements good laboratory practices by providing instruction
and training as needed, develops work plans and procedures, and
requires that these be followed in all day-to-day operations;
e. verifies personnel training;
f. assigns only competent personnel to complete tests;
g. attests, by signature, to the validity of all laboratory tests
performed and reports (a list of approved signatories is

maintained in the laboratory (see Quality Manual Section 13

Records);
h. ensures continued authorization of the laboratory;
i. where necessary, identifies, develops, and implements
improvement of the laboratory measurement capability to meet
the requirements of ISO/IEC 17025, department programs, and
laboratory clients; and
j. participates in management reviews of the quality system.

5.3.4 Quality Manager or Deputy [NOTE: The deputy may or may not have the same
duties as the quality manager.]

5 .3 .4. 1 The quality manager:

a. is a type evaluation laboratory person who has completed the
required level of training as specified in the laboratory training

NISTIR 7028 10 July 2003

 QM Section 5
Organization and Management
Page 4 of 4

procedures in the areas for which the laboratory is authorized;

b. coordinates internal audits of the laboratory in accordance with
Section 6 of this quality manual;
c. participates in available and relevant proficiency tests, round
robins, and/or interlaboratory collaborative studies;
d. maintains the quality manual;
e. has direct access to management and to the technical manager;
f. identifies departures from the quality system or from procedures,
and initiate actions to prevent or minimize such departures,
g. coordinates and participates in management reviews of the
quality system; and
h. supervises the quality activities of the laboratory.

[NOTE: Type evaluation laboratories may be limited in staff. One person or a part-time person
may operate these laboratories. In these cases, one person has the responsibilities of both
technical and quality manager. Special care and precaution must be taken and documented to
ensure that limited laboratory staff does not adversely affect the quality system and type
evaluations.]

5.4 Independence

5.4. 1 Management ensures that the laboratory is independent from any pressures -
commercial, financial, or others, which adversely affect the quality of test and
resulting reports. State policy provides guidelines to ensure laboratory
independence. [NOTE: As appropriate the laboratory should reference the State
policy.]

5.5 Confidentiality

5.5.1 The laboratory maintains the confidentiality and proprietary rights of all

information, including the type of work performed and the results of tests to the
extent allowable by State law and in accordance with the administrative
procedures. [NOTE: The laboratory should include the specific State law in this
statement and document the law in Section 2 of the quality manual.] All
laboratory personnel and staff are informed of this policy. (See Appendix H, AP
No. 1, Procedures for Client Confidentiality and Proprietary Rights.)

NISTIR 7028 11 July 2003

 ;

QM Section 6 Quality System, Document Control, Internal Audits and

Page 1 of 7 Management Reviews

6.0 Quality System, Document Control, Internal Audits and Management Reviews

6. 1 The type evaluation laboratory has established and maintains a quality system that
supports the tests conducted by the laboratory. The quality system is described in
this quality manual, the appendices, and applicable sections of the references
named herein. These documents are readily available to all laboratory staff and
serve as the basis for evaluating the integrity of the measurements and associated
reports. The laboratory conducts internal audits of the laboratory quality system
on behalf of management to ensure that the laboratory's policies and procedures as
set forth in this quality manual are being followed. Management periodically

reviews the quality system, including review of internal audit results (see
Appendix H, AP No. 7, Procedures for Internal Audits and Management Review).

6.2 Quality System

6.2.1 The basic elements of the quality system include:

6 2. . 1 . 1 the quality manual

6. 2. 1.2 NCWM Publication 14 test procedures (see

Appendix H and also Section 11);

6.2. 1 .3 work instructions (maintained in the laboratory);

6. 2. 1.4 records, forms, reports (see section 13, Appendix O

and Section 14); and

6.2. 1 .5 equipment instruction manuals (maintained in the

laboratory)

6.2.2 To ensure proper operation of the quality system, there are:

6.2.2. 1 Qualified personnel for each measurement (see Section 7, Personnel,

Appendices L, Personnel Training & Competency and M, Job
Descriptions and Duty Statements);

6. 2. 2. 2 Management and senior personnel reviews and supervision (see

NISTIR 7028 12 July 2003

 QM Section 6 Quality System, Document Control, Internal Audits and
Page 2 of 7 Management Reviews

Section 5, Organization and Management, and Appendix B,

Organization Chart);

6. 2. 2. 3 Appropriately maintained and calibrated working standards,

equipment, and associated apparatus (see Section 9, Standards,
Equipment and Associated Apparatus, Appendices G, Standards and
Reference Materials and F, Equipment and Materials);

6. 2. 2. 4 Environmentally-controlled facilities, where appropriate, and/or

proper accounting of relevant environmental factors (see Section 8,

“Laboratory Facilities and Environment;” Appendices D, “Diagram

of Facilities” and E, “Environmental Conditions”); and

6.2.2. 5 Appropriate sampling procedures, where necessary (see Section 20).

6.2.3 All elements of the quality system are considered when developing methods
test

and procedures, training and qualification of personnel and in the selection and
calibration of equipment.

6.3 Quality System Documentation

6.3.1 An outline of the laboratory quality system documentation is in Appendix Q,

Documentation Outline.

6.3.2 Internal Document Control

6.3.2. 1 General

6. 3. 2. 1.1 Appendix N provides a detailed list of controlled

documents with revision dates, retention periods, and
locations. The procedures for document control include:
a. information on document control numbers,
b. designation of responsibility,
c. assurance that authorized editions of appropriate
documents are available at all locations that are

essential to the proper functioning of the laboratory,

d. periodic review and, as necessary, revision of the
documents to ensure suitability and compliance with

NISTIR 7028 13 July 2003

 QM Section 6 Quality System, Document Control, Internal Audits and
Page 3 of 7 Management Reviews

e. applicable requirements,
f. removal of invalid or obsolete documents,
g. access and changes to hard and electronic document,
and
h. marking obsolete documents used for legal purposes.
(See procedures list in Appendix H, AP No. 3,

Document Control.) Section 13 Records lists the

records maintained by the laboratory, the location of the
records, and the retention time. Handwritten documents
are clearly marked, initialed, and dated.

6.3.2. 1 .2 All documents are reviewed and approved for use by

authorized personnel prior to issuing the document to
personnel in the laboratory. A control document
distribution list is maintained in the laboratory, including
the current revision status and distribution of the document.
(See Appendix H, AP No. 3)

6.3.2. 1 .3 Document changes are reviewed and approved following

the same procedures for the original review process (see
Appendix H, AP No. 3). The altered and/or new text is
identified in the document. Handwritten changes to hard
copy documents are clearly marked, initialed and dated by
laboratory staff authorized to make changes to the
documents. Some laboratory documents are maintained on
the computer and changes are made electronically. These
documents require a password to access the file or are read-
6.3.3
only files and must be saved with a different file name
when changes are made. Changes in electronic documents
are tracked by the word processing system and are accepted
by authorized laboratory staff. Procedures and authorities
are defined in Appendix H, AP No. 3, for handwritten and
electronic changes.

Authority

6.3.3. 1 Persons authorized to modify or update laboratory documents are

included on the control document distribution list that is maintained

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 QM Section 6 Quality System, Document Control, Internal Audits and
Page 4 of 7 Management Reviews

in the laboratory.The quality manager has the designated authority

to modify or update the quality manual. The quality manual is
annually reviewed and updated as needed by the end of September.
The laboratory director is responsible for final approval of all
changes made to the quality manual, and the revised document takes
effect when signed and dated by the laboratory director.

6. 3. 3. 2 This quality manual (along with associated appendices and

references) is available to all laboratory staff and management.
Management is responsible for providing the documented quality
system to staff and ensuring that all staff familiarize themselves and
comply with the policies and procedures established in the manual
and associated documentation. The quality manager notifies staff of
the most current and approved version of the quality manual through
memorandums or e-mails.

6.3.4 Controlled Copies of the Quality Manual

6.3.4. 1 Controlled copies of this quality manual are issued to the director,
program manager, type evaluation manager, and authorization or
accreditation bodies, and are made available to all laboratory
personnel. All controlled copies are marked as controlled and are
numbered and updated by the quality manager whenever changes are
made. Recipients of controlled copies are issued the revised quality
manual. It is the responsibility of the quality manager to ensure that
the most current quality manual is issued and followed by all
laboratory and administrative staff. A list of the names, control
numbers, and
location of all controlled copies is maintained in the laboratory files.

6.3.5 Uncontrolled Copies of the Quality Manual

6.3.5. 1 Uncontrolled copies of the quality manual are marked

“uncontrolled”, issued upon request, and are not updated.

6.4 Internal Audits and Management Reviews

6.4.1 Internal Audits

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 QM Section 6 Quality System, Document Control, Internal Audits and
Page 5 of 7 Management Reviews

6.4. 1 . 1 The program addresses all elements of the quality

internal audit
system, including testing. A review of the quality system in
accordance with ISO/IEC 17025 is conducted and a checklist
is completed. Internal audit reports are maintained in the
laboratory. The internal audits include an audit of the
laboratory:

a. Equipment
b. Standards
c. Staff (training needs)
d. Facilities
e. Quality documentation
f. Management action items
g. Test results
h. Statistical control data

The laboratory manager annually plans the internal

quality
audit to review the laboratory's quality system and testing
activities to ensure its continuing suitability and effectiveness

and to introduce necessary changes or improvements.

Internal audits are conducted in August to verify that
operations continue to comply with the quality system.
Auditors are trained in auditing techniques, have technical
insight concerning the laboratory's functions, and (wherever
possible) are independent of the activity to be audited. The
laboratory manager investigates any deficiencies found
during the internal audit to determine appropriate actions. If
necessary, the laboratorymanager will notify any clients
whose tests were affected by the deficiency. (See Section 13
Records and Appendix H, AP No. 7, “Internal Audits and
Management Reviews”).

6.4.2 Management Reviews

6.4.2. 1 The laboratory director and manager conduct annual

management reviews of the quality system (see Appendix H,
AP No. 7, “Internal Audits and Management Reviews”.

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 QM Section 6 Quality System, Document Control, Internal Audits and
Page 6 of 7 Management Reviews

6. 4. 2. 2 Laboratory staff participate in the review meetings. The

management review includes:

6. 4. 2. 2.1 Identification of problems that arise as a result of any

client-discovered errors and/or discrepant results from the
analysis of the laboratory test data (see Section 17).

6. 4. 2. 2. 2 Evidence from internal audits and statistical control data

and/or charts, where appropriate. (See Section 13, and

Appendices J and N.);

6. 4. 2. 2. 3 Evidence from proficiency tests, round robins, and/or

interlaboratory collaborative experiments. (See Section
13, and Appendices J and K.);

6. 4. 2. 2.4 Review of policies and procedures;

6. 4. 2. 2. 5 Reports of managerial and supervisory personnel;

6. 4. 2. 2. 6 Preventive and corrective actions;

6. 4. 2. 2. 7 Assessments by external bodies; and

6. 4. 2. 2. 8 Changes in volume and type of work, staff needs, facility

and equipment needs.

6.4.3 Authorization Review

6.4.3. 1 The laboratory submits updated authorization material annually to

[NOTE: Insert authorization body, as
appropriate.] for review. The material that is submitted for review
depends upon the request from the authorization body and may
consist of:
a. General laboratory information;
b. Equipment and standard information;
c. Internal audit information;
d. Management reviews
e. Scope or laboratory activities;

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 QM Section 6 Quality System, Document Control, Internal Audits and
Page 7 of 7 Management Reviews

f. Staff assignments and training records; and

g. Updated quality manual

6.4.4. All internal audit and authorization review findings, and any corrective actions
that arise from them, are promptly settled within the agreed time, documented
by the quality manager, and maintained in the laboratory files.

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 2

QM Section 7
Personnel
Page 1 of

7.0 Personnel

7. 1 Members of the laboratory staff are selected for employment based on their professional
qualifications, including education and relevant experience (See Appendix H, AP No.
17). The basic qualifications for type evaluation staff include:

7.1.1 knowledge of the operation of legal for trade weighing and measuring
instruments;

7.1.2 experience in applying NIST Handbook 44 requirements for the inspection and
test of commercial weighing and measuring devices;

7. 1 .3 knowledge of statistics and uncertainty analysis; and

7. 1 .4 completion of field weights and measures training.

Staffing is sufficient to maintain the timely processing of the client workload, laboratory
internal monitoring, quality control, traceability activities, and staff training. New staff is
hired as the need arises and is trained in an on-the-job training program that ensures that
personnel understand the metrological concepts of legal for trade weighing and measuring
device and apply them in their testing of the devices. Laboratory managers, supervisors,
and/or senior staff train staff on how to conduct the evaluations according to documented
test procedures. Training is verified by the laboratory technical manager, who also
ensures that staff is qualified to perform device testing. Additional laboratory training is

discussed in Section 7.4. Job descriptions for laboratory personnel are contained in
Appendix M (or are on file in the laboratory).

Type evaluations are performed by personnel who are employed or contracted by the
laboratory. Personnel who are in the process of training are supervised until their on-the-
job training is completed. Contracted personnel are also trained or experienced in testing
legal-for-trade weighing and measuring devices.

7.2 Adequately trained staff is a key factor in good type evaluations. The type evaluation
laboratory personnel have the necessary background in weights and measures and science
as appropriate to ensure comprehension of the laboratory tests and operations. Training is

documented and maintained in Appendix L. Procedures for identifying

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 QM Section 7
Personnel
Page 2 of 2

training needs and providing training and qualifying laboratory personnel are maintained
in the laboratory (see Appendix H, AP No. 17).

7.3 The laboratory supervisor(s), utilizing staff resources to meet policy goals:

7.3.1 Implements and applies the procedures contained in the

referenced documents as listed in Section 2;

7.3.2 Provides ongoing training to ensure proficiency in type evaluation testing;

7.3.3 Develops work plan schedules and requires that the staff follow the procedures in
day-to-day operations; and

7.3.4 Assigns and authorizes staff to perform tasks based on personnel training and
verified competence. Records of authorizations are maintained in the laboratory
files. (See Section 13 Records.)

7.4 Other Training

7.4.1 The laboratory staff attend and participate in several training opportunities to
include the National Type Evaluation Technical Committee (NTETC) Sector
Meetings and NTEP Laboratory Meetings. All training is documented and
maintained in the laboratory (see Appendix L).

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 Section 8
Laboratory Facilities and Environment
Page 1 of 2

8.0 Laboratory Facilities and Environment

8.1 Facilities and Environment

8.1.1 The laboratory facilities are maintained to support good laboratory practices and
accurate type evaluation test results. Equipment and other items that are no
longer used for testing are discarded or removed from the laboratory and placed
into storage to prevent clutter in the laboratory. Portable equipment and
materials used for testing are returned to the appropriate location (s) after use,
and test weights are returned to storage kits. (See Appendix D, Diagram of the
Laboratory Facilities, and Appendix H, AP No. 11.)

8.1.2 The laboratory facilities, test areas, energy sources, lighting, heating, and
ventilation facilitate proper type evaluation testing. The laboratory ensures that
dust, electromagnetic interference, humidity, line voltage, temperature, and
vibration levels (i.e., vibration sources due to surrounding equipment or
improper support tables and temperature changes) do not affect the test and are
appropriate for the device under test. The laboratory staff observes the device
under test to determine if any conditions of the facility affect the test or if the

environmental conditions are outside the limits specified in Appendix E.

8.1.3 Environmental conditions maintained by the laboratory are appropriate for the
type evaluation testing. The environment in the laboratory where testing is

performed does not invalidate results nor adversely affect the test results. The
environmental conditions of the laboratory are listed in Appendix E. The
laboratory environmental conditions are monitored using a chart recorder,
controlled, and recorded if required by the test procedures or if they influence
the quality of the results. The laboratory technical manager will stop testing if
the environmental conditions jeopardize the test results (see Appendix H AP
No. 27). The laboratory staff ensures that the facilities are adequate for testing
by:

8. 1 .3. 1 verifying that air conditioning, lighting, heating, and ventilation do

not adversely affect the environmental conditions or device being
tested (The environmental conditions of the laboratory are as listed

in Appendix E. See Appendix H AP No. 27.),

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Section 8
Laboratory Facilities and Environment
Page 2 of 2

8. 1.3.2 maintaining good housekeeping practices to promote a clean,

uncluttered laboratory according to procedures listed in Appendix H,
APNo. 11.,

8. 1.3.3 having sufficient space to minimize the risk of injury to staff and/or
damage to standards or equipment due to activities around test setup

(see Appendix D, laboratory diagram and dimensions),

8. 1.3.4 maintaining a convenient and efficient work environment with

effective separation of incompatible activities (see Appendix D
laboratory diagram and dimensions), and

8. 1.3.5 controlling access to and use of areas affecting the quality of tests
(see QM section 18.2).

8.2 Environmental Records

8.2.1 Laboratory device testing

8.2.1. Environmental chamber conditions are recorded with the use of a

strip-chart recording device while testing is being conducted. The
laboratory environmental conditions are maintained and documented
to ensure that they are conducive to the various type evaluations.
Corrective actions are taken when the environmental conditions
affect the quality of test (see Appendix E, Environmental Conditions,
and Appendix 0, Complaints/Corrective Actions form).

8.2.2 Field device testing

8.2.2. Typically field tests are not performed when the environmental
conditions are such that they may adversely affect the test results,
and these conditions are documented on the data sheets (see
Appendix H, AP No. 27).

[NOTE: Environmental monitoring devices are periodically verified against accurate and
traceable standards.]

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 QM Section 9
Standards, Equipment, and Associated Apparatus
Page 1 of 4

9.0 Standards, Equipment, and Associated Apparatus

9.1 Laboratory standards, equipment, and associated apparatus are maintained suitable for the
correct performance of tests and are maintained in accordance with the laboratory
procedures (see Appendix H, AP No. 13), equipment maintenance and operational
manuals, and this quality manual. The equipment, standards and associated apparatus are
protected from dirt, dust, corrosion, and other causes of deterioration. The technical
manager investigates any equipment or standards that are suspected in contributing to out-
of-control conditions (see Appendix G, Standards List, and Appendix F, Equipment List).

Records of corrective actions for discrepancies are maintained in the laboratory (see
Section 13 Records, and Appendix O, Forms). Procedures for safe handling, transport,
storage, use and planned maintenance of test equipment to ensure proper functioning are
maintained in the laboratory (see Appendix H, AP No. 14).

9.2 Maintenance and calibration records for equipment and standards include the following as
appropriate (see Section 13, Records, and Appendix O, Forms):

9.2.1 Item name and manufacturer; model, serial, and other identification numbers;

9.2.2 Date and condition of receipt, date placed in service, and current location;

9.2.3 History of calibration, maintenance, malfunction, modification, and repair;

9.2.4 Calibration status, recertification date and maintenance plan, where appropriate;

9.2.5 Identification of any software affecting the calibration and quality assurance of
the program;

9.2.6 Copy of manufacturer's instructions, where available;

9.2.7 Verification that equipment complies with specifications;

9.2.8 Verification of equipment used which is outside the control of the laboratory.

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 QM Section 9
Standards, Equipment, and Associated Apparatus
Page 2 of 4

9.3 Operation and Maintenance

9.3.1 Equipment and Associated Apparatus

9.3. 1.1 Laboratory equipment is properly maintained in accordance with

procedures for calibration, verification, and maintenance (see
Appendix H, AP No. 14). These procedures are located in the
laboratory files.

9.3. 1.2 Equipment used by the laboratory staff are handled and maintained
in accordance with Appendix H, AP No. 14. The equipment is
maintained so that it operates according to the manufacturer’s
specifications for device evaluations. The following activities are

conducted to ensure that the equipment operates according to

manufacturers specifications:

a. maintenance and service of the equipment by trained technicians,

b. operation by laboratory staff that have been trained,
c. protection from factors that may affect the operation, such as
drafts, dirt, dust, and extreme temperatures, and
d. when not operating correctly, labeling the equipment with an out-
of-service tag, removing the equipment from service, and
whenever possible storing it in the laboratory storage room (see
Appendix D) returning it to service only when its satisfactory
performance has been verified.

9.3. 1.3 The laboratory examines any previous tests that might have been
affected by the equipment that was taken out of service (see
Appendix H, AP No. 18, Procedure for Control of Nonconforming
Work, and AP No. 14).

9.3. 1.4 Operation manuals and instructions for proper maintenance of

equipment are available and located in the laboratory files (See QM
Section 13 Records for location of the files in the laboratory).

9.3. 1.5 Newly installed equipment and software programs are tested to
verify that they perform satisfactorily before they are placed into

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 QM Section 9
Standards, Equipment, and Associated Apparatus
Page 3 of 4

service. Documentation of this verification is maintained in the

laboratory (see Section 13 Records and Appendix O, Forms). The
laboratory maintains procedures for testing newly installed
equipment (see Appendix H, AP No. 14).

9.3. 1.6 Equipment is used only when it is in a safe and reliable condition and
only by personnel who have been appropriately trained and are
qualified. Safe and reliable conditions include:

a. Stable support for equipment,

b. Use of electrical outlets in accordance with equipment
specifications, and
c. loading equipment in accordance with equipment specifications.

9.3. 1.7 Use of equipment outside the laboratory’s control is verified prior to
use to ensure that it meets the same requirements of the laboratory
quality system (see Appendix H, AP No. 14).

9.3. 1.8 All equipment having an affect on the test is calibrated and is

labelled, coded or otherwise identified to indicate the status of

calibration, including date calibrated and recalibration due date (see
Appendix H, AP No. 14).

9.3. 1.9 The laboratory uses and maintains procedures for the intermediate
checks of equipment calibration status when needed (see Appendix
H, AP No. 14).

9.3.1.10 The laboratory follows procedures to ensure that correction factors

that arise from the calibration of equipment are correctly updated,
including updates to any computer software data (see Appendix H,
AP No. 14).

9.3.1.11 The laboratory ensures that test equipment is safeguarded from

adjustments that can cause invalid test results (See Appendix H, AP
No. 14).

9.3.2 Standards (See Section 10, Measurement Traceability and Calibration)

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 1

QM Section 9
Standards, Equipment, and Associated Apparatus
Page 4 of 4

9.3.2. 1 To maintain integrity of the standards, all maintenance operations are

performed according to documented procedures (see Appendix H,
APNo. 13). The laboratory standards are:

a. selected for use according to the level of precision, accuracy, and

uncertainty required;
b. limited in access and use to trained and authorized laboratory
staff only; and
c. handled and safely stored according to good laboratory practices.

[NOTE: Appendix H AP No. 13 should define how Section 9.3.2.

a through c above are met or define your laboratory activities for

maintaining the integrity of your standards]

9. 3. 2. 2 All standards having an affect on the test, are calibrated by an

accredited or recognized laboratory with traceability to a national
laboratory, and calibration reports are maintained in the laboratory
files.

[NOTE: In section 9. 3. 2. 2, identify the calibration of your laboratory

standards and how the calibration results are traceable to a national
or recognized laboratory, “The laboratory standards of mass and
e.g.,

volume are tested by our state metrology laboratory. The State

metrology laboratory maintains a measurement traceability certificate
from NIST WMD recognizing that the laboratories measurements are
traceable to NIST (see Appendix H, AP No. 4 and Appendix R).]”

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 3

QM Section 10
Measurement Traceability and Calibration
Page 1 of

10.0 Measurement Traceability and Calibration

10.1 Policy

10.1.1 Standards and measuring and test equipment significantly affecting the integrity
of the measurements conducted by the laboratory are monitored for stability as

part of the measurement control program. Standards and equipment are

calibrated and/or verified before use to ensure the recall or removal from service
of any equipment or standards that are unreliable or that have exceeded the
calibration interval. The laboratory maintains procedures for safe handling,
transport, storage and use of reference standards, materials and equipment (see
Appendix H, AP Nos. 13 and 14).

10.2 Measurement Traceability

10.2.1 Measurements of the laboratory are traceable to the international system of

measurements (SI) through an unbroken chain of measurements. Measurement
traceability for the laboratory test are documented in traceability charts (see
Appendix R).

10.2.2 The laboratory has program of calibration and verification of measuring and test
a
equipment that has an affect on the test results. The program is designed to ensure
that the tests are valid and that the measurements made by the laboratory are
traceable to national standards of measurement (see Appendix H, AP No. 14).

10.2.3 To provide external evidence of traceability, the laboratory participates in

interlaboratory and collaborative experiments, as available (see Appendix K and
Appendix H, AP No. 4).

10.3 Calibration/ Verification (See Procedure for Calibration Intervals, Appendix H, AP No.
13)

10.3.1 Calibration of Standards

10.3.1.1 An accredited or approved laboratory with traceability to a national

laboratory calibrates working standards.

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 QM Section 10
Measurement Traceability and Calibration
Page 2 of 3

10.3.1.2 Working standards are calibrated on a periodic basis, are monitored,

and are under the custody of trained laboratory personnel (see
Appendix H, AP No. 13). Records of the calibrations are maintained
in the laboratory.

10.3.1.3 Standards are recalibrated if there is damage to the standards or any

significant change is observed in the monitoring program (see
Appendix H, AP 13).

10.3.1.4 If measurement traceability to SI units is not possible, there is

traceability to certified reference materials or agreed methods and/or

consensus standards (see Appendix H, AP No. 4).

10.3.2 Verification of Standards

10.3.2.1 Standards are continuously monitored to ensure the integrity of the

test (see Appendix H, AP No. 13).

10.3.2.2 Measurement assurance procedures and standard and reference

material monitoring results are maintained in the laboratory files (see
Appendix H, AP No. 13 and Appendix J, Control Charts).

10.3.3 Calibration of Measuring and Test Equipment (M&TE)

10.3.3.1 Type evaluation test equipment that might affect test results is
calibrated by a national laboratory, or by a laboratory whose
traceability to a national laboratory has been validated through a
verification process. A calibration interval is established for the
equipment and the equipment is labeled, marked, or otherwise
identified to indicate its calibration status (see Appendix H, AP No.
14).

10.3.3.2 Procedures for setting and changing M&TE calibration intervals are
maintained in the laboratory files (see Appendix H, AP No. 14).

10.3.3.3 Calibration of equipment is conducted at a frequency to ensure that

the equipment remains in tolerance during its use in the laboratory.

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 QM Section 10
Measurement Traceability and Calibration
Page 3 of 3

Frequency of calibration is based on a review of calibration,

maintenance, and repair history. The technical manager conducts
reviews and the records of the review are maintained with the
internal audit records in the laboratory files (see Appendix H, AP
No. 14).

10.4 Measurement of Uncertainty

10.4. 1 The laboratory is a type evaluation laboratory that performs testing and evaluation
of weighing and measuring devices. A variety of tests are performed on each
device under test to include accuracy, influence factors, and permanence testing.
The laboratory identifies all components of the test uncertainty that might affect
the integrity of the test results, makes a reasonable estimation, and ensures that the
form of reporting the results does not give a wrong impression of the uncertainty.
NIST Technical Note 1297 “Guidelines for Evaluating and Expressing the
Uncertainty of NIST Measurement Results and the ISO Guide to the Uncertainty
inMeasurement are used as the basis for the expression of uncertainty in
measurement (see Appendix I, “Assessment of Uncertainties”).

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 1

QM Section 1
Type Evaluation Test Methods and Procedures
Page 1 of 3

11.0 Type Evaluation Test Methods and Procedures

11.1 The administrative and test procedures are maintained in the laboratory files. The
procedures are available to the laboratory staff and are followed to ensure the integrity of
the test results, and that the administrative and test procedures are conducted uniformly in
the laboratory (see Appendix H, Procedures List). Equipment manuals, operating
instructions, reference data, specifications, and tolerance tables relevant to the laboratory
are maintained in an up-to-date file in the laboratory and are readily available.

11.2 The selected test procedures are appropriate for the device under test, and the latest
edition of the procedure is used to test the device. When documented or published
procedures are unavailable, or when documented procedures occur,
deviations from
procedures for a specific test are developed, validated, and agreed to by the laboratory and
the type evaluation body. The extent of the validation meets the needs of the application.
The results of the validation are maintained in the laboratory and include the validation
procedures used and a statement that the method is fit for its intended use (see Appendix
H, AP No. 19 and Section 13, Records). Before a new test is conducted, the laboratory
reviews the test procedure to ensure that the test can be performed adequately. If the test

procedure is revised, the review is repeated. The test report states the procedure used to
perform the test. Records regarding departures from documented policies and procedures
or from standard specifications are initiatedby laboratory management and are
maintained in the laboratory files (see Section 13, Records and Appendix O, Forms).
Procedures for departure from documented policies and procedures are maintained in the
laboratory (see Appendix H, AP No. 15 and AP No. 19).

11.3 Type Evaluation Testing Procedures

11.3.1 The laboratory follows the procedures and checklist in NCWM Publication 14
(see Appendix H, Measurement Procedures List).

1 1 .3.2 The type evaluation procedures of NCWM Publication 14 include specific

technical policy and specific references to NIST HB 44.

11.3.3 The laboratory identifies all the components of the uncertainty that might affect
the integrity of the test results in accordance with the NIST TN 1297 and the
ISO Guide to the Uncertainty in Measurement. The device under test must meet

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 1

QM Section 1
Type Evaluation Test Methods and Procedures
Page 2 of 3

the tolerances and specifications of NIST HB 44 according to the test methods

of NCWM Publication 14 (and/or must meet the tolerances and specification of
OIML recommendations). Type evaluations of weighing and measuring devices
are conducted by using standards to verify the accuracy of the device and other
tests are performed to ensure that the device meets the required specifications.
Laboratory staff are trained before they may conduct the test. Test methods and
reporting instructions are followed when conducting the test (see Appendix H,
measurement procedures list).

1 1 .4 Administrative Procedures

11.4.1 The administrative procedures required by ISO/IEC 17025 are developed by the
laboratory and listed in Appendix H. Additional administrative procedures are
located in NCWM
Publication 14 and are maintained in the laboratory. The
administrative procedures ensure that the overall operations of the laboratory
promote the quality and integrity of the test results and test items.

1 1 .4.2 The manager maintains the procedures for the purchase, receipt and
technical
storage of consumable materials used for the technical operations of the
laboratory (see Appendix H, AP No. 9).

11.5 Control of Data

11.5.1 As a minimum, laboratory staff review data, calculations, and test results to
ensure the integrity of the type evaluation. Checks or quality control procedures
include interlaboratory or proficiency testing and replicate tests or retesting, as
appropriate for the device under test. Records are maintained regarding
feedback and corrective action whenever testing discrepancies are detected.
(See Section 13 Records, Appendix O, Forms, Appendix H, AP No. 6,
Feedback, Corrective and Preventive Actions, Appendix H, AP No. 20,
Monitoring the Validity of Test Results and Appendix H, AP No. 8 Control of
data and Software Data Integrity.) Where computers are involved in data
recording, retrieval, processing, calculation, analysis, or reporting, the laboratory
ensures that:

11.5.1.1 The requirements of this manual are maintained;

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QM Section 1
Type Evaluation Test Methods and Procedures
Page 3 of 3

11.5.1.2 Computer software developed by the laboratory has been

documented and verified by using data sets. (See Section 13 Records
and Appendix 0, Forms); and

11.5.1.3 Computer equipment is maintained in accordance with the

procedures for maintenance of equipment (see Appendix H AP 14)
and is used in suitable environmental and operating conditions.

1 1 .5.2 The laboratory procedure for software data integrity, Appendix H, AP No. 8,

includes guidance on how to:

11.5.2.1 Protect the integrity and confidentiality of stored test data, test data
entry or collection;

11.5.2.2 Limit access to maintain security of the programs in use;

11.5.2.3 Backup programs and test records;

11.5.2.4 Revise the software if updates occur;

11.5.2.5 Protect test data transmission and processing.

11.5.3 The manager maintains the procedures for software documentation

technical
and verification, which are located in the laboratory files (see Appendix H, AP
No. 8).

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 2

QM Section 12
Handling and Storage of Test Items
Page 1 of

12.0 Handling and Storage of Test Items

12.1 Items received for test are recorded in a laboratory work log and assigned a number that
uniquely identifies the item during its stay in the laboratory. Work logs are maintained
in the laboratory. A work order is completed to include: the item or items received for
test, name of company submitting the test items, and date of receipt. Work orders are
attached to and, if possible, are kept with the test item during its stay in the laboratory
(see Appendix O, “Forms,” Section 13 Records, and Appendix P, Type Evaluation
Process Flowcharts, Appendix H, AP No. 5, Handling Calibration and Test Items).

12.2 Incoming test items are evaluated by laboratory staff to ensure that standards, equipment,
staff, facilities, and procedures necessary to perform testing are available. Procedures for
the review of all incoming work are maintained in the laboratory files (see Appendix H,
APNo. 5.).

12.3 Prior to testing incoming items, the laboratory communicates to the client any significant
abnormalities (see Appendix H, AP No. 5) including:

12.3.1 Departures from required standard conditions and necessary preparations;

12.3.2 Doubt as to the test items suitability for testing; and

12.3.3 Nonconformance of the test item with the description (application information)
provided by the client.

Records of these client discussions are maintained in the laboratory (see QM Section 13,
Records)

12.4 The laboratory handles, prepares, and stores test items in its custody in a safe manner to

protect them from loss, deterioration, damage, and destruction of required chains of
evidence. Documented procedures for the receipt and retention of the test items are
maintained in the laboratory files (see Appendix H, AP No. 5).

12.5 If a test item requires specific environmental conditions for storage, the conditions are
maintained, monitored and recorded (see Appendix H, AP No. 5).

12.6 Test items to be held for any reason, including safety, value, to perform check testing,
etc., are stored and secured to protect the item’s condition (see Appendix H, AP No. 5).

NISTIR 7028 33 July 2003

 QM Section 12
Handling and Storage of Test Items
Page 2 of 2

12.7 Upon completion of testing, the test items will be retained no longer than necessary, and
will be safely returned to the client. (See Appendix H, AP No. 5, The Return of Test
Items, which includes procedures for shipping.)

NISTIR 7028 34 July 2003

 QM Section 13
Records
Page 1 of 4

13.0 Records

13.1 The laboratory maintains procedures for the identification, collection, indexing, access,
filing, storage, maintenance and disposal of administrative and measurement-related
records. All records are readily retrievable and maintained in a suitable environment.
(See Appendix H, AP No. 22.)

13.2 To ensure that the laboratory records are secure and to prevent destruction or tampering,
the laboratory records are kept in locked cabinets and access to the files are limited to the
laboratory staff. Records include information required by regulation or associated with
original test observations, calculations, and reported Type evaluation data is
results.

recorded in permanent form at the time of test, in bound notebooks, or on standard forms
on file Appendix O, Forms). Permanent ink is used to record the actual data, and no
(see
erasures or whiteouts are made. Any corrections to data are made by drawing a single
line through the entry and initialing the change with a note as to why the change was
made. The type evaluation test number is included on the data sheets to ensure that the
data and calculations are identifiable to the specific job. Type evaluation records contain
sufficient detail to permit any necessary repetition of the evaluation and identification of
the components of uncertainty. Records of original data include the following:

13.2.1 Test Procedure used;

13.2.2 Description of, and reason for, any deviation from the standard operating
procedure (SOP);

13.2.3 Identity of the personnel performing testing;

13.2.4 Identity and description of objects under test;

13.2.5 Identity of equipment or apparatus used;

13.2.6 Identity of standards used and reference to traceability;

13.2.7 Date of test;

13.2.8 Original test data;

NISTIR 7028 35 July 2003

 QM Section 13
Records
Page 2 of 4

13.2.9 Derived data;

13.2. 10 Type evaluation control number and State test number if appropriate;

13.2.1 1 Environmental data during test when applicable (see Section 8 Laboratory
Facilities and Environment); and

13.2.12 Work order.

13.3 Records, including those in computer files, are accessible only to authorized personnel.
Computer files are backed-up for protection against loss (see Appendix H, AP No. 22
Record Maintenance). [NOTE: Include a brief explanation of how your files are backed-
up and how access to your electronic records are controlled.]

13.4 Two categories of records are maintained by the laboratory: administrative and
measurement-related. The laboratory maintains and retains the following records in the
locations stated for the specified amount of time. [Note: Laboratories should include a
statement addressing the specific retention time of records according to State or
laboratory policy.]

NISTIR 7028 36 July 2003

 QM Section 13
Records
Page 3 of 4

Administrative

List of Records Location Retention Time

Audit

Complaints/ Feedback/ Preventive and

Corrective Action

Deviations from Accepted Procedure

Management Review

List of Approved Signatories

Subcontractors and Outside Suppliers

(evidence of compliance to the quality

system)

List of Key Personnel Performing Other

Duties

Controlled Document Distribution List

Personnel Training and Competency

Contract (Application) Review and

Client Discussions

Internal Audits

Validation of Test Methods

Management Staff Authorization and

Assignment for Testing

Inspection and Verification of Support

Services and Supplies and Resulting
Actions

NISTIR 7028 37 July 2003

 QM Section 13
Records
Page 4 of 4

Measurement-Related

List of Records Location Retention Time

Test Reports (Certificates)* and

Amendments to Test Reports
(Certificates)

Original Test Data

Environmental Conditions/Deviations
Log

Calibration and Maintenance

(Standards and Equipment)

Software Verification

Working Standards Calibration Reports

Equipment Assessment

Assessment of Uncertainties

Interlaboratory/Proficiency Test Results

Equipment Operation and Instruction

Manuals

Certificates are Certificates of Conformances (CC)

NISTIR 7028 38 July 2003

 QM Section 14 Type Evaluation Test Reports
Page 1 of 4 (Certificates of Conformance)

14.0 Type Evaluation Test Reports (Certificates of Conformance)

14. 1 Type evaluation tests reports (Certificates of Conformance) are reviewed by the
laboratory staff to correct any inconsistencies in the report, supporting data, and
calculations (see Section 13 Records for the location of calibration and test reports).
Upon successful completion of testing, the laboratory drafts a Certificate of Conformance
(CC) based on the test results. The CC is reviewed by the device manufacturer, the
laboratory technical manager, and the type evaluation manager before issuance (see
Appendix P, page 5 of 10). The CC contains the results from the test report.

14.2 If accredited by NVLAP, the laboratory follows the NVLAP policy (NIST HB 150 Annex
A) regarding the use of the NVLAP logo, (see Appendix H, AP No. 25).

14.3 Test results and data are reported accurately, clearly, unambiguously and objectively in
accordance with any specific instructions in the test methods.

The test results are initially provided in a test report, and information from the test report

is included in a CC. The test report includes all information requested by the client as
appropriate in accordance with the test procedures and necessary for the interpretation of
the test results and required by the method. If tests are performed for internal clients, or

as requested in a written agreement with the client, the test results are reported in a
simplified way, but all information that is usually included in the test report is available in
the laboratory.

14.4 Any opinions and interpretations included in test reports are clearly marked as such and
indicate the basis upon which the opinions and interpretations were made. Any opinions
and interpretations that are communicated through conversation with the client are
documented on the test report.

14.5 Test reports (Certificate of Conformance) include the following information:

[NOTE: Laboratories should edit this section following the guidelines in ISO/IEC
17025 Section 5.10.2 and 5.10.3.]

14.5.1 A report title;

14.5.2 Name and address of the laboratory and location where the test was conducted if

different from the laboratory;

NISTIR 7028 39 July 2003

 QM Section 14 Type Evaluation Test Reports
Page 2 of 4 (Certificates of Conformance)

14.5.3 Unique identification of the test (CC Number) on every page of the CC,
identification which shows the end of the page, and page number and total
number of pages;

14.5.4 Name and address of client;

14.5.5 Item identification including: description, manufacturer, model, and serial

number (where available);

14.5.6 Test date;

14.5.7 Condition and characterization of the item (where relevant);

14.5.8 Identification of the test method used;

14.5.9 Additions, exclusions or deviations from the test method and other relevant
information including environmental conditions existing during test (when
applicable);

14.5. 10 Tables, graphs, and other supporting information when necessary for the
interpretation of the report;

14.5. 1 1 Test results with units of measure and accuracy and tolerance conformity as
appropriate.

14.5. 12 Date of issue and signature of the technical manager, laboratory staff, or other
official who accepts responsibility for the validity of the results and the content
of the report;

14.5. 13 Where relevant, a statement that the report relates only to the items listed in the
report “at the time of test;”

14.5. 14 The estimated uncertainty if the uncertainty affects compliance to specification

limits;

14.5. 1 5 Clear identification of reported results or test if performed by subcontractors;

NISTIR 7028 40 July 2003

 QM Section 14 Type Evaluation Test Reports
Page 3 of 4 (Certificates of Conformance)

14.5.16 Where relevant, reference to sampling procedures, date of sampling,

identification of samples, sampling location, environmental conditions, during
sampling, that can affect the test results, and standards or specifications for
sampling.

14.5. 17 A statement that the CC shall not be reproduced, except in full, without the
written approval of the laboratory;

14.5. 1 8 Statement that the client shall not use the report to claim product endorsement
by the laboratory accrediting body, as appropriate;

14.5. 19 Signature of an approved signatory for all test and calibration reports endorsed
with the accreditation status or NVLAP logo (see Section 13 Records, List of
Approved Signatories);

14.5.20 Special limitations of use;

14.5.21 Traceability statement, as appropriate;

14.5.22 Date test item received, test complete and draft CC complete (this information is

kept on file; not placed on the CC); and

14.5.23 Opinions and interpretations, and any additional information required by the test

method, where appropriate.

14.6 The laboratory follows a failure process and procedures to address tests or test results that
do not conform to the test requirements (see Appendix P). The procedures ensure that:

14.6.1 Management responsibilities and authorities for addressing nonconforming

work and the actions to be taken are identified;

14.6.2 The significance of the nonconformance is evaluated;

14.6.3 Remedial actions are addressed and decision are made quickly;

14.6.4 The client is notified and the work is recalled;

NISTIR 7028 41 July 2003

 QM Section 14 Type Evaluation Test Reports
Page 4 of 4 (Certificates of Conformance)

14.6.5 Persons responsible for authorizing the work to continue are identified; and

14.6.6 When there is indication that non-conforming work could recur, the laboratory
follows the corrective action procedure (see Appendix H, AP No. 18).

14.7 The laboratory notifies its customers in writing of any events that cast doubt on the
validity of the results given in any test report or amendment to a report.

14.8 Amendments are made form of an additional document or data transfer and the
in the
Certificate is labeled with an amendment number for each amendment (e.g., Al, A2,
A3. . .). If a new document is issued, it contains a reference to the original that it

replaces. Records of these documents are maintained by the laboratory staff and located
in the laboratory files (see Section 13 Records, Test Reports (Certificates)/Supplements to
Test Reports (Certificates).

14.9 Tests performed by subcontractors are clearly identified on the test report by including a
note that states the data and results were received from a subcontractor (see QM Section
15). [NOTE: Edit QM section 14.9 to describe how your laboratory would identify
subcontracted work on a test report; delete this section if you do not subcontract.]

14. 10 Opinions and interpretations are clearly identified on the test report by writing notes on
the test report adjacent to the test results for each test of the device, which includes the
basis upon which the opinions and interpretations are made.

14. 1 1 When test results are transmitted by telephone or electronically the procedures for the
control of data are followed (see QM Section 1 1.5 and Appendix H, AP No. 8).

14.12 The test reports (certificates) are clear and understandable. The test report formats are
included in NCWM Publication 14 (see QM Section 2, References and Definitions).

NISTIR 7028 42 July 2003

 QM Section 15
Subcontracting
Page 1 of 1

15.0 Subcontracting

15.1 The laboratory performs tests within its documented capability. The laboratory
does not subcontract.

OR

15.1 The laboratory subcontracts in the special circumstances where technical, safety, or
efficiency issues dictate. Subcontracting is only conducted with authorized type
evaluation laboratories or State Weights and Measures officials capable of performing
type evaluation testing. The laboratory maintains a list of all subcontractors used by the
laboratory, along with evidence of their compliance to the laboratory’s quality system (see
Section 13 Records).

15.2 The laboratory is responsible for the subcontractor’s work and notifies the client in
writing of the arrangements for subcontracting.

15.3 The laboratory receives the subcontractor’s data in writing or electronically. The data is

included in the test report and is identified with a note that states that the data was
received from a subcontractor. [NOTE: Edit QM section 15.3 to describe how your
laboratory would identify subcontracted work. If NVLAP accredited, follow the
requirements of NVLAP as found in NIST Handbook 150.]

NISTIR 7028 43 July 2003

 QM Section 16
Outside Support Services and Supplies
Page 1 of 1

16.0 Outside Support Services and Supplies

16. 1 The laboratory uses where the specifications of

services and supplies of adequate quality
outside services and supplies are relevant to the integrity of tests. The laboratory
maintains procedures for the purchase, storage, and evaluation of supplies and services
(see Appendix H, AP No. 9).

16.2 The purchasing orders contain data that describe the services and supplies ordered; they
are reviewed and approved before release. The technical manager completes the
purchasing order, which includes the following information:

16.2.1 description of the service or supply,

16.2.2 service provider or supplier name address and phone number,
16.2.3 cost of the service or supply, and
16.2.4 date of request.

The technical manager reviews the purchase order and the director approves the order
before it is released.

16.3 Where assurance of the quality of outside support services or supplies is unavailable, the
laboratory uses these items only after they have been inspected or otherwise verified for
adequate quality. The suppliers of critical supplies and services that affect the quality of
testing are evaluated. The technical manager, upon receipt of the service or supply,
examines the supply or quality of the service and records the findings on the “Inspection
and Verification of Support Services and Supplies and Resulting Action Form.” If the
services or supplies are not of adequate quality, the procedure for the control of non-
conforming work is initiated (see Appendix H, AP No. 18). The records of inspections,

and verification of suppliers and services and actions are maintained in the laboratory (see
Appendix H, AP No. 9 and Section 13 Records).

NISTTR 7028 44 July 2003

 2

QM Section 17
Preventive Action / Complaints and Corrective Action
Page 1 of

17.0 Preventive Action / Complaints and Corrective Action

17.1 Preventive Action

17.1.1 The laboratory participates in annual NTEP laboratory meetings. Discussion at

these meetings includes the interpretation of type evaluation test procedures.

The information from these meetings is documented and used to improve the
quality of test in the laboratory.The laboratory obtains information from
laboratory meetings and internal reviews and uses this information to examine
its technical and quality system to identify needed improvements and potential

sources of nonconformance. If preventive action is required, action plans are

developed, implemented, and monitored. Procedures for preventive action are
maintained in the laboratory (see Appendix H, AP No. 6).

[NOTE: If the laboratory has a control chart process, this can be referenced in
this section as a means of preventive action]

17.2 Complaints and Corrective Action

1 7.2. 1 The laboratory promptly investigates complaints, adverse findings during audits,
or any other circumstance that raises doubts concerning the laboratory's
competence or compliance with required procedures. The laboratory determines
the root cause, identifies potential corrective actions, and follows a corrective
action procedure to resolve the adverse situation promptly and, where necessary,
conducts a retest. Procedures for handling complaints are maintained in the
laboratory (see Appendix H, AP No. 6, AP No. 10, and AP No. 16).

1 7.2.2 The laboratory quality manager examines

documents and records associated
all

with complaints, and the laboratory technical manager investigates adverse audit
findings and other circumstances. If deficiencies are discovered during these
reviews, they are documented. After review of the deficiencies with the
laboratory staff and management, corrective actions are documented for each
deficiency appropriate to the magnitude and risk of that deficiency and likely to
eliminate or prevent recurrence. Deadlines are set for each corrective action.
The laboratory manager monitors the corrective action to ensure that it is

effective (see Appendix H, AP No. 6).

NISTIR 7028 45 July 2003

 2

QM Section 17
Preventive Action / Complaints and Corrective Action
Page 2 of

17.2.3 Records of deficiencies and corrective actions are maintained in the laboratory
(see Section 13, Records and Appendix O, Forms).

NISTIR 7028 46 July 2003

 QM Section 18
Site Security
Page 1 of 2

18.0 Site Security

18.1 The laboratory is Measure Department. Security of the

located within the Weights and
State facilities is the responsibility of the building manager and State contracted security
and is subject to the security requirements of the Weights and Measures Department. The
laboratory technical manager is responsible for security directly related to the laboratory
and designates the specific duties of on-site security to the laboratory staff. Security of
the laboratory premises includes the following:

18.1.1 Locking laboratory doors in specific areas when not in use;

1 8. 1 .2 Securing all doors and perimeter at the close of the day;

18.1.3 Notifying building security of disturbances and suspicious activity as

appropriate;

1 8. 1 .4 Securing entrances to the laboratory when disturbance during testing affects the
integrity of the type evaluation; and

18. 1 .5 Securing all areas where standards and equipment are stored or maintained.

18.2 Access

18.2.1 Access to and use of all type evaluation areas are controlled and defined by the
The laboratory maintains the current access list as follows:
technical manager.
[NOTE: Replace Area 1 and Area 2 with a specific measurement area and list the
staff (laboratory or support) that has access to the specific area.]

Access

Staff Area 1 Area 2 Computers

1 X X X
2 X X
3 X X

NISTIR 7028 47 July 2003

 QM Section 18
Site Security
Page 2 of 2

1 8.2.2 Laboratory building keys are given to administrative staff members and
laboratory personnel.

1 8.2.3 Cleaning staff has supervised access to the laboratory during normal working
hours.

NISTIR 7028 48 July 2003

 QM Section 19
Safety
Page 1 of 1

19.0 Safety

19.1 Safe working conditions are prerequisite to good laboratory practices. Laboratory
personnel are instructed in safe working practices and are encouraged to look for
hazardous conditions and repair or report them to the quality manager, as well as to
recommend and implement accident prevention. The quality manager documents
hazardous conditions and the actions taken to eliminate the hazardous condition.

19.2 The laboratory maintains manual on file in the laboratory. The safety manual is
a safety
available to all laboratory staff and management and contains all safety regulations
associated with the overall laboratory operations (see Appendix N, Document Control).

19.3 Management provides safe-working conditions, complies with safety regulations, and,
along with supervisors, ensures that the staff complies with these regulations.

19.4 It is the responsibility of all staff to be familiar with and comply with all safety guidelines
and requirements. The laboratory staff takes proper precautions in the laboratory as
described in the safety manual.

NISTIR 7028 49 July 2003

 1

QM Section 20
Sampling
Page 1 of 1

20 Sampling

20. The laboratory does not use sampling as part of the type evaluation testing.

OR

20. 1 The laboratory applies sampling procedures for substances, materials or product for type
evaluation testing. A sampling plan and procedure are available at the location where
sampling is undertaken (see Appednix H, AP No. 23). The sampling plan is based on
appropriate statistical methods, and the process addresses the factors that must be
controlled to ensure valid test results.
20.1

[NOTE: When sampling, a part of a substance or material is taken as a representative

sample of the whole to provide for testing. Sampling procedures may be necessary for
devices such as grain moisture meters. The laboratory should briefly describe in section
how sampling plans are developed or chosen for a particular application.]

20.2 Records are maintained of any client-requested deviations, additions or exclusions from
the documented sampling procedure and are reported in the test results. The laboratory
maintains procedures for recording to include the sampling procedure used, the
identification of the sampler, environmental conditions (if relevant) and the diagrams or
other equivalent means to identify the sampling location as necessary, and, if appropriate,
the statistics the sampling procedures are based upon. (See Appendix H, AP No. 23.)

NISTIR 7028 50 July 2003

 Appendix A
Definitions
Page 1 of 2

Authorization - a formal recognition that a laboratory is competent to carry out specific tests.

Corrective Action - an action taken to eliminate the causes of an existing deficiency or other
undesirable situation in order to prevent recurrence.

Deficiency - the nonfulfillment of an accrediting or authorization body’s conditions and/or

criteria for accreditation or authorization.

Internal Audit - systematic and documented process for obtaining evidence and evaluating it

objectively to verify that a laboratory’s operations comply with the requirements of its quality
system. [NIST HB 150]

Interlaboratory Comparisons - organization, performance, and evaluation of tests on the same or

similar items or materials by two or more laboratories in accordance with predetermined
conditions. [ISO/IEC Guide 43-1:1997, 3.7 expanded]

NVLAP - the National Voluntary Laboratory Accreditation Program, a part of NIST

OWM - the Office of Weights and Measures, a part of NIST.

Preventive Action - an action taken to eliminate the causes of a potential deficiency or other
undesirable situation in order to prevent occurrence. [NIST HB 143]

Proficiency Testing - determination of laboratory testing performance by means of

interlaboratory comparisons. [ISO/IEC Guide 2:1996, 13.5]

Standard, Primary - Standard that is designated or widely acknowledged as having the highest
metrological qualities and whose value is accepted without reference to other standards of the
same quantity. [VIM: 1993, 6.4]

Standard, Reference - Standard, generally of the highest metrological quality available at a given
location or in a given organization, from which measurements made at that location are derived.
[VIM:1993, 6.6]

NISTIR 7028 51 July 2003

 2

Appendix A
Definitions
Page 2 of

Standard, Secondary - Standard whose value is assigned by comparison with a primary standard
of the same quantity. [VIM: 1993, 6.5]

Standard, Working - Standard that is used routinely to calibrate or check material measures,
measuring instruments, or reference materials. [VIM: 1993, 6.7, without notes]

Traceability - measurement or the value of a standard whereby it can

the property of a result of a
be related to stated references, usually national or international standards, through an unbroken
chain of comparisons all having stated uncertainties. [VIM: 1993, 6.10, without notes]

Uncertainty of Measurement - parameter, associated with the result of a measurement, that

characterizes the dispersion of the values that could reasonably be attributed to the measurand.
[VIM: 1993, 3.9, without notes]

Uncertainty, Type A (evaluation of) - method of evaluation of uncertainty by the statistical

analysis of series of observations. [GUM: 1993, 2.3.2]

Uncertainty, Type B (evaluation of) - method of evaluation of uncertainty by means other than
the statistical analysis of series of observations. [GUM: 1993, 2.3.3]

Verification - confirmation by examination and provision of evidence that specified requirements

have been met. [ISO 8402:1994, 2.17, without notes]

NISTIR 7028 52 July 2003

NISTIR 7028 53 July 2003
 Appendix B
Organization Charts
Page 2 of 2

>-i
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NISTIR 7028 54 July 2003

 2

Appendix C
Measurement Parameters
Page 1 of

[NOTE: Edit this table to include the devices that are tested in your laboratory.]
Scope of U.S. Type Evaluation Authorization
Device Type Range Device Type Range
Type Evaluate Weighing and Other Associated Type Evaluate Liquid Measuring and Other
Devices to include: Associated Devices to include:
automatic weighing
LPG meter
systems
retail motor fuel
axle-load
consoles
retail motor fuel
belt conveyor
controllers

retail motor fuel

counter
dispensers
retail motor fuel
bulkweigher
registers

retail motor fuel

crane
systems

floor vehicle tank meter

grain test wholesale meter

hanging wholesale VTM

hopper wholesale controller

Indicators/ECR's with
indicating element 1

Measuring Devices

jeweler's Mass Flow Meters

livestock Other(s)

on-board weighing
Type Evaluate Linear Measuring Devices to include:
system

POS mechanical taximeters

postal electrical taximeters

prepackaging
Type Evaluate Grain Moisture Meters to include:

dielectric

near infrared

prescription Type Evaluate Grain Protein or Other Constituents

Devices to include:

grain protein

other
constituent
other
constituent

NISTIR 7028 55 July 2003

 Appendix C
Measurement Parameters
Page 2 of 2

Scope of U.S. Type Evaluation Authorization

Device Type Range Device Type Range

Type Evaluate Weighing and Other Associated Field/Perm Test all Liquid Measuring Devices to
1
Devices to include: include:

shipping indicators with

measuring devices
1

vehicle mass flow meters

weight classifier 1
Field/Perm Test Weighing Devices to include :

wheel-load weigher test medium capacity

scales
indicators/ECR's with 1
1
Field/Perm Test Weighing Devices to include :

scales
automatic bulk test large capacity
1

weighing systems scales

load cells (inc. test railroad track

influence factors) scales

perform influence
test hopper scales
factor testing
other belt-conveyor scales

add models to
Type Evaluate Devices (Per OIML Requirements) Certificates of
Conformance
nonautomatic cross-reference N/A
weighing instruments products between
Certificates of

load cells Conformance

make corrections to N/A
Certificates of
Conformance
other(s) N/A

Type evaluate and generate Certificates of Conformance but may include field permanence testing by other
authorized laboratories.

NISTIR 7028 56 July 2003

 2

Appendix D
Diagram of Laboratory Facilities
Page 1 of

Sample Diagram [NOTE: Include a diagram of your type evaluation laboratory in this
Appendix.]

Offices and Storage

Type Evaluation
Environmental
Device Storage Large Mass Large Volume
Chamber
Room

Type
Mass
Evaluation Small
Time Tolerence
Weighing Volume
Testing
Lab
i

Paint
Type Room
Small
Evaluation Small
Grain Mass
Measuring Package
Precision
Lab

Loading
Offices
Platform

Laboratory Dimensions

Laboratory Dimensions (Length and Width)

NISTIR 7028 57 July 2003

 /

Appendix E
Environmental Conditions
Page 1 of 1

Limits

limits]

the

Conditions Environmental

and
Factors

monitored

Other

Environmental

or

°C
±
controlled

Within

be

to
%
°C
needs

Humidity

what
Temperature

Relative

Specify

[NOTE:

Type

Test

Location

NISTIR 7028 58 July 2003

 2

Appendix F
Equipment and Materials
Page 1 of

[NOTE: List laboratory equipment]

Equipment List

Equipment Model and Serial No. Location

Environmental Equipment List

Equipment Model and Serial No. Location

NISTIR 7028 59 July 2003

 Appendix F
Equipment and Materials
Page 2 of 2

Associated Equipment and Materials List

Equipment Model and Serial No. Location

NISTIR 7028 60 July 2003

 Appendix G
Standards and Reference Materials
Page 1 of 1

[NOTE: List the laboratory standards and reference material and location in the laboratory.]

Working Standards List

SI (Metric)/
Type Item Location
Inch-Pound

Reference Materials List

Item Location

NISTIR 7028 61 July 2003

 Appendix H
Procedures List
Page 1 of 4

[
Note: List your laboratory procedures in this section.]

NCWM Publication 14, Administrative Procedures, Technical Policy, Checklist and Test Procedures
No. Administrative Procedures

NISTIR 7028 62 July 2003

 Appendix H
Procedures List
Page 2 of 4

NCWM Publication 14, Administrative Procedures, Technical Policy, Checklist and Test Procedures,
Current Edition

No. Administrative Procedures

NISTIR 7028 63 July 2003

 Appendix H
Procedures List
Page 3 of 4

NCWM Publication 14, Administrative Procedures, Technical Policy, Checklist and Test Procedures
No. Test Procedures and Checklists

No. OIML Recommendations

NISTIR 7028 64 July 2003

 81

Appendix H
Procedures List
Page 4 of 4

[NOTE: The procedures in this list are those that are required by ISO/IEC 17025. The quality manual makes reference to the procedures in this list.

List all the laboratory administrative procedures in this section and reference them in the appropriate sections of your quality manual. The
laboratory must document and maintain these procedures as part of the laboratory quality system documentation.]

Laboratory Administrative Procedures

No. Procedure

AP No. 1 Protection of Client Confidentiality and Proprietary Rights

AP No. 2 Impartial Service

AP No. 3 Document Control

Ensuring Traceability (includes traceability to certified reference materials, agreed methods and/or consensus standards and
AP No. 4
traceability analysis)

Handling Calibration and Test Items (Incoming inspection and review; Review of new incoming work; Receipt, retention, and
AP No. 5 return to include work order and work log instructions and packing and shipping instructions, avoiding deterioration, loss or
damage, security)

AP No. 6 Preventive Actions, Corrective Actions, Feedback

AP No. 7 Internal Audits and Management Reviews (Client notification regarding adverse findings)

Control of Data and Software Data Integrity (Security, access, verification of new software and protection and update of stored
AP No. 8
data)

Purchase, Storage, and Evaluation of Supplies and Services (includes inspection and verification of quality and qualification of
AP No. 9
subcontractors)

AP No. 10 Complaints

AP No. 1 Laboratory Housekeeping/ Laboratory Maintenance to Support Activities and Test Results

AP No. 12 Review and Maintenance of Control Charts (Covered in SOP 9, 17, 20)

APNo. 13 Calibration, Verification, Maintenance, Handling, Transport, Storage, and Use of Standards

Calibration, Verification, Maintenance, Handling, Transport, Storage, Intermediate Calibration Status Checks, Updating
APNo. 14
Correction Status of M&TE (includes new equipment and verification of equipment outside laboratory control)

AP No. 15 Departure from Documented Policies and Procedures

AP No. 16 Investigation of Complaints, Adverse Audit Findings or Discrepancies, and Notifying Clients when Test Results are Affected

APNo. 17 Identifying Training Needs, Training, and Qualification of Laboratory Personnel

AP No. 1 Control of Non-conforming Work

APNo. 19 Validation of Non-standard Test Methods to include lab designed and developed methods

AP No. 20 Monitoring the Validity of Tests (Quality Control, Statistical Process Control)

AP No. 21 Review of Contracts, Tenders and Work Request

Record Maintenance (Identification, Collection, Indexing, Access, Filing, Storage, Maintenance, and Disposal of Quality and
AP No. 22
Technical Records)

AP No. 23 Sampling (Developing and Choosing Sampling Plans, Recording Relevant Data and Operations)

AP No. 24 Avoiding Activities that Diminish Confidence in the Competence, Impartiality, Judgement or Operational Integrity of Tests.

AP No. 25 Use of Accrediting Body Logo

AP No. 26 Identifying Approved Signatories

Environmental Conditions for Laboratory and Field Evaluation (acceptable limits, measuring and monitoring
AP No. 27
environmental conditions, making corrections due to environmental conditions that exceed the limits )

NISTIR 7028 65 July 2003

 Appendix I
Assessment of Uncertainties
Page 1 of 1

NISTIR 7028 66 July 2003

 Appendix J
Control Charts List
Page 1 of 1

[NOTE: List the control charts and graphs that are maintained in the laboratory.
The control charts numbers on this form are examples’

No. Equipment and Standards (as appropriate) Nominal Value Comments

ST03CC1

ST03CC2

ST03CC3

NISTIR 7028 67 July 2003

 Appendix K Proficiency Tests
Page 1 of 1

NISTIR 7028 68 July 2003

 Appendix L
Personnel Training and Competency
Page 1 of 1

NISTIR 7028 69 July 2003

 Appendix M
Job Descriptions and/or Duty Statements
Page 1 of 3

[NOTE: This is a sample job description. This must be edited to fit your laboratory.]

Job Description: Type Evaluation Laboratory Staff

Note: Because the responsibilities of type evaluation laboratory staff vary, this job
description is an example that only includes specific objectives and tasks. As a
minimum, the following should be described in a job description:
• Responsibilities for:
- performing testing;

- planning for tests and evaluation results;

- reporting opinion and interpretations;
- modification, development and validation of new methods.
• Required expertise and experience
• Qualifications and training programs
• Managerial duties

4.
Under the direction of the State Director (or Laboratory Supervisor), the type evaluation
laboratory staff
5. is directed to meet the following objectives and perform the associated tasks.

Objective - Maintain Working Standards and Test Equipment

Tasks: 1 . Take charge of the working standards and assure their safekeeping.

2. Perform periodic maintenance of the working standards including cleaning.

3. Perform periodic maintenance on the test equipment including cleaning and

minor adjustments. Assure that instruments such as precision balances receive
routine preventative maintenance by qualified technicians.

Arrange for calibration as needed.

Ensure that the test devices are safely returned to the custody of the person or
company that submitted them.

NISTIR 7028 70 July 2003

 Appendix M
Job Descriptions and/or Duty Statements
Page 2 of 3

2.
Objective - Maintain the Standard and Equipment Monitoring Programs (when developed)

Tasks: 1 . Select check standards and/or equipment for use in the monitoring program.

Perform repeated measurements using the check standards or equipment to

5.
gather data for control charts as needed.

3. Construct control charts for appropriate type evaluation tests used in the
laboratory. Evaluate control limits.

4. Compare new data points to these control limits to monitor the laboratory output.
2.

Document, investigate, and correct any out-of-control condition. Evaluate the

potential impact on clients that may have been affected by the condition. Notify
clients of significant out-of-control conditions so that they may take appropriate
action.

Objective - Perform Type Evaluation Examinations

5.

Tasks: 1 . Schedule the workload of the laboratory.

Receive the devices submitted for test. Identify them and ensure their
safekeeping while in the custody of the laboratory.

3. Select and perform the appropriate tests on the device submitted following the
procedures in the Type Evaluation Checklists.

4. Document the tests through test worksheets and prepare the formal Certificate of
Conformance document. Ensure that all paperwork is correct and ensure that
copies are safely maintained for a time period defined in the laboratory's Quality
Manual.

Ensure that the devices are safely returned to the custody of the person or firm
that submitted them.

NISTIR 7028 71 July 2003

 Appendix M
Job Descriptions and/or Duty Statements
Page 3 of 3

Objective - Correspondence

Tasks: 1. Correspond with potential clients regarding the capabilities, schedules, and
requirements of the laboratory.

2. Answer questions regarding metrology, specifications and tolerances of

standards and measuring equipment, and other related activities.

3. Provide technical assistance to enforcement officials and other clients regarding

proper use and maintenance of standards.

NISTIR 7028 72 July 2003

 Appendix N
Document Control
Page 1 of 5

No. Manuals Responsible for Revision Date Location

Review

ST03SM-01 Safety Manual

ST03QM-01 Quality Manual

ST03OM-01 Administrative Procedures Manual

[NOTE: Manual numbers and format are examples only. The laboratory may have an existing format. The first 2
digits of the manual control numbers represent the State; the second 2 digits represent the revision year; the third 2
digits represent the type of manual, e.g., QM = Quality Manual; and the fourth 2 digits represent the revision
number. Controlled documents that are distributed contain an additional digit representing the distribution number.
Records of the distribution numbers are located in the laboratory files.]

Responsible for
No. Administrative Forms Review Revision Date Location

ST03AF1-01 Management Review

ST03AF2-01 Complaints

ST03AF3-01 Work Orders

ST03AF4-01 Work Logs

Subcontractors & Outside
ST03AF5-01 Suppliers

Personnel Training and

ST03AF6-01 Competency Log
Control Document Distribution
ST03AF7-01
List

[NOTE: Form numbers are examples only. The laboratory may have an existing format. The first 2 digits of the
form control numbers represent the State; the second 2 digits represent the revision year; the third 2 digits represent
the type of form, e.g., AF = Administrative Form; the next digit identifies the specific form; and the last two digits

NISTIR 7028 73 July 2003

 Appendix N
Document Control
Page 2 of 5

represent the revision number.]

Responsible
No. Measurement-Related Forms Revision Date Location
for Review

ST03MR1-01 Environmental Conditions/Deviations

Log

ST03MR2-01 Calibration, Maintenance, Verification

Log - Standards and Equipment

ST03MR3-01 Weighing Equipment Assessment

ST03MR4-01 Assessment of Measurement

Uncertainties

ST03MR5-01 Software Verification

ST03MR6-01 Audits

ST03MR7-01 Observation and Data Sheet

ST03MR8-01 Type Evaluation Report

ST03MR9-01 Test Report

NISTIR 7028 74 July 2003

 1

Appendix N
Document Control
Page 3 of 5

No. Administrative Procedures Responsible for Revision Date Location

Review
AP No. 1 Protection of Client Confidentiality
and Proprietary Rights
APNo. 2 Impartial Service

AP No. 3 Document Control

APNo. 4 Ensuring Traceability (includes

traceability to certified reference
materials, agreed methods and/or
consensus standards and traceability
analysis)
APNo. 5 Handling Calibration and Test Items
(Incoming inspection and review;
Review of new incoming work;
Receipt, retention, and return to
include work order and work log
instructions and packing and
shipping instructions, avoiding
deterioration, loss or damage,
security)

APNo. 6 Preventive Actions, Corrective

Actions, Feedback
APNo. 7 Internal Audits and Management
Reviews (Client notification
regarding adverse findings)
AP No. 8 Control of Data and Software Data
Integrity (Security, access,
verification of new software and
protection and update of stored data)
AP No. 9 Purchase, Storage, and Evaluation of
Supplies and Services (includes
inspection and verification of quality
and qualification of subcontractors)
APNo. 10 Complaints

AP No. 1 Laboratory Housekeeping/

Laboratory Maintenance to Support
Activities and Test Results
APNo. 12 Review and Maintenance of Control
Charts (Covered in SOP 9, 17, 20)
APNo. 13 Calibration, Verification,
Maintenance, Handling, Transport,
Storage, and Use of Standards

NISTIR 7028 75 July 2003

 Appendix N
Document Control
Page 4 of 5

APNo. 14 Calibration, Verification,

Maintenance, Handling, Transport,
Storage, Intermediate Calibration
Status Checks, Updating Correction
Status of M&TE (includes new
equipment and verification of
equipment outside laboratory
control)
APNo. 15 Departure from Documented Policies
and Procedures
APNo. 16 Investigation of Complaints, Adverse
Audit Findings or Discrepancies, and
Notifying Clients when Test Results
are Affected

APNo. 17 Identifying Training Needs,

Training, and Qualification of
Laboratory Personnel
APNo. 18 Control of Non-conforming Work

APNo. 19 Validation of Non-standard Test

Methods to include lab designed and
developed methods
AP No. 20 Monitoring the Validity of Tests
(Quality Control, Statistical Process
Control)
APNo. 21 Review of Contracts, Tenders and
Work Request
AP No. 22 Record Maintenance (Identification,
Collection, Indexing, Access, Filing,
Storage, Maintenance, and Disposal
of Quality and Technical Records)
AP No. 23 Sampling (Developing and Choosing
Sampling Plans, Recording Relevant
Data and Operations)
AP No. 24 Avoiding Activities that Diminish
Confidence in the Competence,
Impartiality, Judgement or
Operational Integrity of Tests.
AP No. 25 Use of Accrediting Body Logo

AP No. 26 Identifying Approved Signatories

NISTIR 7028 76 July 2003

 )

Appendix N
Document Control
Page 5 of 5

AP No. 27 Environmental Conditions for

Laboratory and Field Evaluation
(acceptable limits, measuring and
monitoring environmental
conditions, making corrections due
to environmental conditions that
exceed the limits

Responsible
No. References and Test Procedures Revision Date Location
for Review

NISTIR 7028 77 July 2003

 1

Appendix 0 Forms
Page 1 of 1

samples.]

are

section

this

in

forms

The

laboratory.

Forms

evaluation

type

the

in

used

forms

the

of

copies

Include

[Note:

NISTIR 7028 78 July 2003

 1

Appendix O Forms
Page 2 of 1

NISTIR 7028 79 July 2003

 1

Appendix O
Forms
Page 3 of 1

NISTIR 7028 80 July 2003

 1

Appendix O
Forms
Page 4 of 1

NISTIR 7028 81 July 2003

 1

Appendix O Forms
Page 5 of 1

Comments
Attached

Accepted

Yes

Deviation
Standard

Method

Assessment

Test

Equipment

Model

Information

Item

Manufacturer

Range

NISTIR 7028 82 July 2003

NISTIR 7028 83 July 2003
 1

Appendix O Forms
Page 7 of 1

NISTIR 7028 84 July 2003

 Appendix O
Forms
Page 8 of 1

Comments

Date Returned

Completed
Date

Date Tested

Log Requested

By

Work

Requested

Test

(s)

Received

Item

Date Received

Test
No.

NISTIR 7028 85 July 2003

 1

Appendix O
Forms
Page 9 of 1

NISTIR 7028 86 July 2003

 Appendix O Forms
Page 10 of 1

NISTIR 7028 87 July 2003

 1

Appendix O
Forms
Page 11 of 1

NISTIR 7028 88 July 2003

 Appendix P
Weighing Device Evaluation Process Flowcharts
Page 1 of 10

[Note: This appendix is an example of a weighing device type evaluation process. If you include this process
flowchart in your quality manual it must be edited to represent your laboratory process.]

[Note: (TEA) - type evaluation administrator]

NISTIR 7028 89 July 2003

NISTIR 7028 90 July 2003
 0

Appendix P
Weighing Device Evaluation Process Flowcharts
Page 3 of 10

TITLE Conducting Laboratory Type Evaluations Pg 1 of 2

Weighing Devices to include: automatic weighing systems, axie-load, beltconveyor, counter, bulkweigher, crane, floor, grain
test, hanging, hopper, indicating element, jeweler, livestock, on-board weighing system, POS, postal, prepackaging,
prescription, shipping, vehicle, weight classifier, wheel-load weigher

1. Record the date the evaluation is started and notify TEA of the start
date.
2. Review installation and operation manuals.
3. Device set-up and accuracy test
4. Device recalibration as necessary
•5. HB-44 visual review
6. If areas of noncompliance will affect other tests, notify the manufacturer
of the areas of noncompliance and that testing has been discontinued.
Ideal time:
Factors affecting time: complexity of setup and
calibration. Size of manuals to review

Go to Pg 6 of 1

1. Complete checklist review

2. Document any areas of noncompliance.
3. If areas of noncompliance will affect other tests, notify the
manufacturer of the areas of noncompliance and that testing
has been discontinued.
Ideal time:
Factors affecting time: repeating borderline tests

Go to Pg 6 of 10

1. Set-up device in environmental chamber.

2. Accuracy test over operating temperature range
3. If fails, contact manufacturer
4. Return device if appropriate or retest @ d iff temp range
Ideal time:
Factors affecting time: Time needed for device to reach the
set temperature, repeating borderline tests

Go to Pg 6 of 10

Go to Pg 4 of 10

DATE: Rev. 06/01/02 Doc Pg 3 OF 10 PGS

NISTIR 7028 91 July 2003

 Appendix P
Weighing Device Evaluation Process Flowcharts
Page 4 of 10

TITLE: Conducting Laboratory Type Evaluations Pg 2 of 2

1. Conduct accuracy test every 25,000 cycles

(total: 100,000 cycles).
2. If fails, notify manufacturer.
3. Recalibrate & repeat testing from beginning at mfg.
request.
4. If device returned and resubmitted, review mfg.
corrections.
5. Retest for permanence and repeat influence factors
testing as necessary.
Ideal time:
Factors affecting time: Time required for stable
reading (updating), repeating influence factor test if necessary

1. Conduct accuracy test at min, max and nominal volts.

2. If fails, notify manufacturer.
3. If device returned and resubmitted, review mfg.
corrections.
4. Repeat voltage testing. Repeat influence factors and/or
permanence testing as necessary.
Ideal time:
Factors affecting time: repeating borderline test, influence
and/or permanence tests

*
pg
0
If device does not meet all applicable requirements:
1. Send the manufacturer written documentation of
the areas of noncompliance.
2. Reference the section of the requirement and note the
reason the section has not been met.
Ideal Time:
Number of issues to
Factors affecting time:
address, complexity of the issues, complexity of device

to Pg
10

No
Go to Pg 5 of 10

DATE: Rev. 06/01/02 Doc Pg 4 OF 10 PGS

NISTIR 7028 92 July 2003

Weighing Devices to include: automatic weighing systems, axle-load, beltconveyor, counter, bulkweigher, crane, floor, grain test, hanging, hopper, indicating
element, jeweler, livestock, on-board weighing system, POS, postal, prepackaging, prescription, shipping, vehicle, weight classifier, wheel-load weigher

1.

3l
Use CC macro to draft the CC
Ideal time:
Factors affecting time: Laboratory’s workload,
Write draft
additional program and section duties,
Certificate of Conformance complexity of the CC(number of devices to be
included, operation instructions)

1. Draft CC is faxed to mfg.

2. Mfg returns review.
3. Make any necessary changes to CC
4. Repeat steps 1 - 3 as appropriate
5. Record total time for mfg review of draft CC (for type evaluation
administrator records, as appropriate).
6. Prepare the final CC.
Review time limit for mfg :

Ideal time:
Factors affecting time: Laboratory's workload,
additional program and section duties, delayed
resubmittal by manufacturer

1. Final CC is sent to TEA via e-mail attachment and verified

with a phone call.
Ideal time:
Factors affecting time: Laboratory's workload,
additionalprogram and section duties

DATE: Rev. 06/01/02 Doc Pg 5 OF 10 PGS

NISTIR 7028 93 July 2003

1. Failure:
All unresolved deficiencies found until the point that no other testing can be conducted. All deficiencies found during permanence testing is
considered a failure. Written correspondence is sent to the manufacturer after each failure to include all deficiencies found and NIST is notified, (see
Publication 14, Administrative Procedures, Section Q - Report of Deficiencies).
2. NON-failure: In laboratory or initial field evaluation
Deficiencies corrected while the inspector is present and testing, and there is minimal time delay to the testing. The inspector should document the
deficiencies but this is not considered a failure and will not require the issuance of an updated control number. There is no written correcspondance
notifying the manufacturer of noncompliances since the corrections were made while the inspector was present.

Allow for lab

scheduling
problems

s'"
~~ ~ —
/ LAB \
TEA / N
/ notify manufacturer that
determines if / \
acceptable based on
additional documented \
* 4
*
/ evidence (report, data) \
laboratory \
|

/ and/or testing is
recommendation / \
required within 90 days Yes
/ \ Yes
\

The entire Excessive Failure Process NOTE: device

cannot exceed 90 days (May go through this portion of the process more than once as -- goes to the end of
long as the total time does not exceed 90 days) the queue

DATE: Rev. 06/01/02 Doc Pg 6 OF 10 PGS

NISTIR 7028 94 July 2003

 Appendix P
Weighing Device Evaluation Process Flowcharts
Page 7 of 10

TITLE: Conducting Initial Field Perform a nee Type Evaluations Pg 1 of 2

1.

Scales and Weighing Devices to include: automatic weighing systems, axle-load, beltconveyor, counter, bulkweigher,
crane, floor, grain test, hanging, hopper, indicating element, jeweler, livestock, on-board weighing system, POS, postal,
prepackaging, prescription, shipping, vehicle, weight classifier, wheel-load weigher

Review device diagram.

2. .
Verifiy evaluation of components (i.e., load cell certificate review).
3. Review installation and operation manuals.
Ideal Time:
Factors affecting time: Complexity of schematics,
questionable components, lengthy manuals

1. Withdraw the assignment.

1.
2.
2.
Send written notification of withdrawal to the manufacturer and totheTEA.

1. Withdraw the assignment.

2. Send written notification of withdrawal to the manufacturer and to the TEA.

When contacted by the manufacturer with an evaluation date the tlab staff:

Checks assignment calendar for availability.

Requests authorization number for travel.
3. Makes travel arrangement s.

Ideal Time
Factors affecting time: Scheduling delays by
manufacturer, the schedule of the evaluator.

Ideal Time:
Travel to test site
Factors affecting time: Distance from Lab to test site

1. Review test site.

2. Review setup parameters of the system.
3. Preliminary tests: review the checklist.
4. If any failures:
Initialization of the field a. If the areas of noncompliance are corrected, repeat the
evaluation / preliminary preliminary testing.
test b. If the areas of noncompliance cannot be corrected, discontinue
the evaluation. Notify the manufacturer of the areas of concompliance.
Ideal Time:
Factors affecting time: Complexity of the system
Go to Pg 8 of 10

DATE: Rev. 06/01/02 Doc Pg 7 OF 10 PGS

NISTIR 7028 95 July 2003

 0

Appendix P
Weighing Device Evaluation Process Flowcharts
Page 8 of 10

TITLE: Conducting Initial Field Performance Type Evaluations Pg 2 of 2

go to Pg 6 of 1 0

1 .Review test procedure with equipm ent operator.

2. Conduct test
3. If any failures:
a. If the areas of noncom pliance are corrected repeat the
,

preliminary and accuracy tests.

b. If the areas of noncom pliance cannot be corrected, discontinue

the evaluation. Notify the manufacturer of the areas of

noncom pliance.
Ideal Tim e:
Factors Affecting Time: Capacity of device, test
equipment available, numberoftestto be conducted
I.Seal all adjustable components.
2. Review all data.
3. Review test results and permanence test use requirements
with the manufacturer.
4. Schedule permanence test date.
Ideal Tim e:
Factors Affecting time: Type and amount of data to
review

Travel from test site to Ideal Time:

la b Factors affecting time: Distance from lab to test site

a go to Pg 9 of 1

DATE: Rev. 06/01/02 Doc Pg 8 OF 10 PGS

NISTER 7028 96 July 2003

 Appendix P
Weighing Device Evaluation Process Flowcharts
Page 9 of 10

1.
2.

Yes

1. Withdraw the assignment .

2. Send written notification of withdrawal to the contact person and to TEA.

When contacted by the manufacturer with an evaluation date the type

No evaluation representative will:

Check assignment calendar for availability.

Request authorization number for travel.
Make travel
3. number, make travel
After receipt of authorization
arrangements
arrangement through authorized travel agent.
IdealTime:
Factors affecting time: Scheduling delays by
manufacturer. The schedule of the evaluator.

Ideal Time:
T ravel to test site
Factors affecting time: Distance from Lab to test site

1. Review test site and visual evaluation of device.

2. Review setup parameters of the system.
s 3. Preliminary tests per checklist
Initialization of 4. If any failures, discontinue the evaluation.Notify the manufacturer of the
permanence testing/ areas of noncompliance.
preliminary test Ideal Time:
Factors affecting time: Complexity of the system

DATE: Rev. 06/01/02 Doc Pg 9 OF 10 PGS

NISTIR 7028 97 July 2003

 DATE: Rev. 06/01/02 Doc Pg 10 OF 10 PGS

NISTIR 7028 98 July 2003

 Type of Testing
Documentation
Weighing Measuring Grain Moisture / NIR Linear
Quality Manual All applies All applies All applies All applies
NCWM Publication 14 Adm. procedures, Adm. procedures, Adm. procedures, and Adm.
“Administrative and § 2, Chap 1, 2, and § 2, Chap 9 and § 2, Chap 8 and 9. procedures
Procedures, Technical 3, 4, 5, and 8. 10. and § 2,
Policy, Checklists and Chap. 11.

Test Procedures”
Laboratory All (Appendix H) All (Appendix H) All (Appendix H) All
Administrative (Appendix H)
Procedures
Work Instructions List List List List

Records, Forms and List List List List

Reports
Equipment Instruction List List List List
Manuals
[NOTE: List the procedures, instructions, records, and forms for the type of testing performed in the laboratory]

NISTIR 7028 99 July 2003

 Appendix R
Traceability Flowchart
Page 1 of 1

[NOTE: Edit this traceability chart to represent your laboratory chain of traceability.]

End of Document

NISTIR 7028 100 July 2003

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