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Lab Sample Management Requirements

Sample Transfer

The sample administrator should promptly distribute samples that do not require individual packaging to the inspection personnel and ensure proper handover records are made in the Sample Turnover Form (computer system) or similar systems.

Sample Distribution

Samples requiring joint use by multiple inspection personnel or分包, the sample administrator should timely distribute the labeled samples to the sample packaging preparers for packaging, and ensure handover records are made on the Sample Turnover Form (computer system) or a similar system.

Information Verification

Inspection personnel should verify the samples against the registered sample information, checking for discrepancies such as sealing, packaging, labeling, and appearance, and report any ambiguities immediately.

Sample Inventory Record

　　During the internal circulation of samples within the inspection and testing institution, always maintain a sample or sample unit circulation form. The records should include the following information:

a) Sample Name; b) Description and Quantity of Sample Status; c) Identification of Sample Units, which must and can be traced back to the original sample; d) Circulation Time; e) Sample Grade (where applicable); f) Sample Model and Specifications (where applicable); g) Inspection and Testing Items; h) Basis for Inspection and Testing; i) Signatures of Individuals Involved in Sample Circulation.

Sample circulation status

Samples should be classified and stored according to their inspection status during the testing, detection, and transfer processes. The sample labels should indicate "Pending Inspection," "Under Inspection," "Inspection Completed," or "Retained Sample."

Special Requirements in Transit

In the event of re-inspection or arbitration appeal, the inspection and testing institution should confirm with the client prior to retrieving retained samples. Approval from authorized personnel of the inspection and testing institution is required before proceeding, and a record of the retained sample retrieval should be made in the Sample Registration Information Form (computer system) or other similar systems.

Fairness in the sample circulation process

Samples should be circulated with the corresponding circulation records within the testing and inspection agency. It is recommended to mask customer information to ensure fairness.