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– the technical documents (directions, guidebooks, etc.) from
outside the firm (suppliers, clients, etc.);
– the internal documents (programs, procedures, measurement
procedures, instructions, etc.);
– the files related to the measuring equipment which can include
specifications, as well as the copy of the order, the report of revenue,
the documents about maintenance, about calibration and verification,
etc.
These documents should be easily accessible.
This second category (the documents concerning measurements)
makes it possible to preserve the primary results of the measurements
so as to be able to repeat all the investigations that might be needed in
the future. Preserving these data also makes it possible to show that
the measurements have actually been taken, and to build up
confidence between the client and the supplier of the measuring
operations. In addition, a clever use of this data makes it possible to be
more accurate about the intervals of calibration and to extract
information on the quality and the condition of the different materials.
These documents include, for example:
– the measurement records;
– the calibration certificates;
– the identification sheets of the metrological means;
– the monitoring cards of the measuring instruments.
These documents should be handled and set up with great care
before they are used. The time spent considering and specifying what
you want is seldom wasted. It often avoids later corrections,
adjustments or alterations which are real problems for quality.
The documents in which the measurement results are saved must
be clearly presented. Presentation must be given special attention and
care, especially on the transcription of the parameters and the
measurement results; and remember to make the documents reader-
friendly. Similar documents should be as uniform as possible.
The results must be laid out accurately, clearly, unambiguously
and in full, in conformity with instructions which may be part of the
method of measurement. The results are given with their uncertainty,
either calculated or estimated.

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