SGS Procedures for Handling, Allocation and Transport of Test and Calibration Items PDF 2023

Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023...

Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 1 PURPOSE AND SCOPE The purpose of this procedure is to ensure compliance with requirements for suitable handling of test / calibration items from receipt until disposal and ensure provision of adequate resources and storage facilities in order to provide the correct environment to avoid deterioration, loss or damage to an item during storage, handling and preparation. 2 APPLICABILITY This procedure shall apply to all personnel on SGS (Mauritius) Ltd locations or locations operated by SGS (Mauritius) Ltd. 3 ACCOUNTABILITIES All applicable personnel shall be held accountable for complying with this procedure and related requirements. 4 ABBREVIATIONS / DEFINITIONS SLIM: SGS Laboratory Information Management ID: Identification COC – Chain of Custody: 5 ASSOCIATED DOCUMENTS Application Form COC – Chain of Custody Laboratory Job Tracking.xlsx Sample Management.xlsx SLIM Sample Management Preservation Record.xlsx P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 1 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass Calibration Item Record.xlsx OI-L3-502-AFR(MU) Waste Management and Minimisation. OI-L3-505-AFR(MU) Waste Water Management. 6 METHOD 6.1 Process Flow of Laboratories 6.1.1 The reception, handling and processing of the test / calibration items are detailed in the relevant laboratory process flows. 6.2 Transport of Test and Calibration Items 6.2.1 All samples shall be sent to the laboratory as quickly as possible, preferably within a few hours of collection. Where applicable, some samples shall be transported to the laboratory in a temperature- controlled environment. These conditions shall be maintained, monitored and recorded. 6.2.2 Refrigerated or frozen samples shall be transported to the laboratory in strong, insulated containers, packed with an appropriate refrigerant to maintain the desired temperature during transit. The samples shall be sent to the laboratory by the most expeditious means. 6.2.3 Any paperwork which accompanies the samples to the laboratory shall be protected from contamination. 6.2.4 Any other special transportation / handling instruction shall be documented by the Manager. 6.3 Reception of Test and Calibration Items 6.3.1 Upon receipt of test / calibration items at the laboratory or those collected on-site, a preliminary check is carried out to ensure that the items tally with its accompanying documentation and adequate application form / COC. P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 2 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 6.3.2 Any departure or abnormality from normal or specified conditions, as described in the test or calibration method, shall be recorded by the Senior Laboratory Technician / Team Leader / Manager. 6.3.3 When there is any doubt as to the suitability of an item for test or calibration, or when an item does not conform to the description provided, or the test or calibration required is not specified in sufficient detail, the Senior Laboratory Technician / Team Leader / Manager shall contact the customer for further instructions before proceeding. Details of discussions with customer shall be maintained. 6.3.4 The Senior Laboratory Technician / Team Leader / Manager shall ensure that enough samples are received and / or collected to run the specified tests and ensure that enough samples are available for a reasonable level of possible re-testing. If they estimate that the samples are not sufficient then additional samples should be recommended. 6.3.5 In the event of customer sample being lost, damaged or otherwise unsuitable for use; full details of the incident shall be recorded and same reported to the customer in writing (email) by the Manager. The Manager shall ensure that the communication is acknowledged by the customer prior to any remedial action being taken. 6.4 Identification of Test and Calibration Items 6.4.1 The test / calibration item shall be uniquely identified, and a unique BOSS reference number and/or SLIM reference shall be assigned to the job for traceability purposes. An Order Execution Record file shall also be prepared and shall contain relevant customer details and test / calibration requirements. This accompanies the item throughout its progress within the laboratory. 6.4.2 The test / calibration items are recorded immediately in the Laboratory Job Tracking.xlsx / Calibration Item Record.xlsx / BOSS by the laboratory / nominated staff. For laboratories operating under SLIM, the sample registration is done using the relevant SLIM module by the nominated staff. 6.4.3 The test / calibration items shall be properly identified and labelled with a sticker or marker after being registered in the Laboratory Job Tracking.xlsx / Calibration Item Record.xlsx / SLIM module / BOSS. 6.4.4 The identification shall be retained throughout the life of the item in the laboratory. P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 3 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 6.4.5 The identification of test / calibration items shall bear, as a minimum, the following information: the date received / collected, the BOSS reference / SLIM reference, the BOSS / SLIM identification number (ID), the disposal date. Any other necessary information can also be added, such as: Hazard signs Vessel name Sampling location Sample type Equipment serial No. 6.5 Handling of Test and Calibration Items 6.5.1 Test / calibration items are handled as per method requirements or any specific customer requirements, if applicable. 6.5.2 Testing and calibration may involve work in more than one location of the laboratories and / or on customer premises. The Manager / Team Leader / Senior Laboratory Technician shall ensure that test / calibration items and the accompanying paperwork are moved amongst the areas in a timely and orderly manner. 6.5.3 OGC Testing Services: Samples received from the inspection body shall bear the initial SGS Seal Number throughout their lifetime in the laboratory. This SGS Seal Number shall be identified on the test report. 6.6 Storage / Retention of Test and Calibration Items 6.6.1 All items shall be stored and segregated in a way to preserve their original characteristics by preventing damage, deterioration, loss or access by unauthorised persons. 6.6.2 When items need to be stored in specific environmental conditions, these conditions must be followed, monitored and recorded i.e. temperature, light, humidity, vibration etc… P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 4 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 6.6.3 On completion of test work, the tested sample together with any unused sample (depending on perishables) is stored for a minimum period after receipt of the sample. 6.6.4 The actual sample retention period is a contractual agreement between us and our client and is usually specified by contract, regulation or, if not, then it must be included in the order confirmation process. It is also stated in the disclaimer of the test report; unless another defined period has been agreed with the customer. 6.6.5 The standard retention period allocated in our laboratories is the number of days that samples are retained after testing and has been set as follows: Food samples: 30 days Water samples: 10 days Water samples (Legionella Testing): 15 days Dry samples: 30 days Minerals samples: 90 days Petroleum samples: 60 - 120 days Jet A-1 samples (Microbiological Testing): 10 days Lubricants samples: 30 days Textile samples: 30 – 365 days (as agreed with the customer) 6.6.6 Records shall be maintained and kept up-to-date, by the laboratory staffs, for samples received, preserved (where applicable) and stored in the Sample Management and Preservation Record.xlsx / SLIM. 6.6.7 Requests for extended retention of samples shall be approved by the Manager. 6.6.8 Any Hazardous sample / product shall be adequately labelled and stored under appropriate conditions. P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 5 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 6.7 Quarantined Items 6.7.1 Utmost care and attention shall be provided to “test / calibration items in dispute” as they are items that are subject to claims. Test and calibration items shall be quarantined as a result of dispute, complaints and claims. 6.7.2 When a test and calibration item is to be quarantined, the laboratory shall take the following precautions: Proper arrangements for storage and security that protect the condition and integrity of the test / calibration item. The item shall be labelled with a brightly coloured tag with the following notation: TEST / CALIBRATION ITEM IN DISPUTE – DO NOT DISPOSE UNLESS REQUESTED IN WRITING Signature (Manager): ………………….. Date: ……………………… The test and calibration items shall be stored in an appropriate space marked as “Quarantined Items” so that they cannot be accidentally disposed of during normal disposal cycles. Identify the quarantined items on Sample Management and Preservation Record.xls / Calibration Item Record.xlsx / SLIM. 6.7.3 Authorisation for disposal of Quarantined items shall be granted by the Manager, in writing. 6.7.4 The corresponding job shall be marked “Test / Calibration items in Dispute”, kept secured and separated from other files by the Manager. 6.8 Disposal of Test Samples 6.8.1 After the prescribed storage period, test samples are removed and disposed. Any sample awaiting return to customer shall be kept in a secure location. 6.8.2 Samples are disposed in accordance with local regulations. Water samples are discharged in the sewage system. A monthly monitoring is performed as per OI-L3-505-AFR(MU) Wastewater Management to ensure that water quality discharged in the sewer comply with local permissible limits. P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 6 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass 6.8.3 At the end of the retention period, the Manager shall arrange for disposal of petroleum samples / products by an approved contractor. Disposal of such samples shall be performed as per OI-L3-502- AFR(MU) Waste Management and Minimisation. 6.8.4 The Manager shall submit the list of petroleum samples / products to be disposed to the approved contractor who shall acknowledge the specific items being disposed. 6.8.5 All chemical wastes shall be disposed of by an approved contractor. 6.8.6 All biological wastes should be tightly sealed in autoclave bags and placed in clearly designated bins for disposal. 6.8.7 The Sample Management record.xlsx shall be updated accordingly by the nominated staff. 6.9 Return of Calibration Items to Client 6.9.1 Upon completion of calibration, the Manager / Team Leader shall arrange pick up of calibrated item with client within the shortest possible delay. The item shall be stored under required environmental conditions in order to preserve the calibration status and avoid any possible deterioration. 6.9.2 Record of delivery shall be acknowledged by both parties upon verification and delivery of the equipment. 6.9.3 The Manager / Team Leader shall ensure that the calibration label bearing the following information is affixed on the equipment prior to submitting to client: Report Number Date Calibrated Due Date Serial No. P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 7 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.  Number: P-SGSMU-13 PROCEDURES Revision: 05 Date of Issue: 15.05.2023 Handling, Allocation and Transport of Test and Calibration Items Prepared by: Wendy Gillot Approved by: Vikrant Taukoordass - End of Document - Controlled printed copies: Authorised Signature P-SGSMU-13 - Handling, Allocation and Transport of Test and Calibration Items.docx Page 8 of 8 If this document is printed or being viewed from other than the network server, it is considered as an uncontrolled document unless held within a controlled manual. As an uncontrolled document, this may not be valid. Contact the QHSE Department for the latest version.