Item Receipt and Condition Log

Purpose

Logs the receipt, identification, inspection, storage and return of every customer item, including deviations from specified conditions and the customer consultations they trigger, per clause 7.4 and SOP-15.

What it covers

• Items received
• Deviations and customer consultation
• Storage and movements
• Return
• Authorisation

How to complete it

1. 1.Complete on receipt for every item; allocate the job / item number and attach the label before the item leaves the goods-inwards area.
2. 2.Inspect and record condition, accessories and function; photograph damage.
3. 3.If the item or request differs from the contract, or suitability is in doubt, consult the customer before work and record the outcome.
4. 4.Record storage location changes and the despatch details on return.

Before you use it

• Replace every square-bracket token, starting with [LABORATORY NAME], [ADDRESS] and [EFFECTIVE DATE]. The full token list is in GD-01 Read Me First.
• Have the content technically reviewed against how your laboratory actually works, then approved by the responsible manager before it becomes a controlled document.
• Update the Word fields after editing so the table of contents and page numbers are correct: select all, then press F9.
• Record the document in your own document register and set its review date.

Related documents

• QM-01

  Quality Manual

  Top-level description of the management system against every clause of ISO/IEC 17025:2017.

• SOP-15

  Handling of Calibration and Test Items

  Receipt, identification, condition checking, protection, storage and return of customer items.

• SOP-32

  On-Site Calibration at Customer Premises

  Planning, environmental control, equipment transport and records for calibrations performed away from the laboratory.

• CHK-01

  ISO/IEC 17025:2017 Gap Analysis and Self-Assessment

  Clause-by-clause self-assessment with evidence, gap and action columns.

• FRM-01

  Master Document Register

  Register of every controlled internal and external document with revision, status and distribution.

• FRM-02

  Document Change Request

  Request, impact assessment and approval of a change to a controlled document.

• FRM-03

  Records Retention Schedule and Disposal Log

  Retention periods by record type and a log of authorised disposals.

• FRM-04

  Internal Audit Programme and Audit Plan

  Annual audit programme covering every clause and activity, plus the plan for a single audit.