Food Testing Laboratory Food and Foods Administration Idgah Hills, Bhopal, M.P

FOOD TESTING LABORATORY
FOOD AND FOODS ADMINISTRATION

IDGAH HILLS, BHOPAL, M.P.
Doc.No-FTL/TP-2 /
MAINTENANCE OF Quality System Procedure
EQUIPMENT/2010
Issue No: 01 Amend No: 00 Prepared &Issued by Approved by Revision :00
Amed. Date : Technical Manager Quality Manager
Issue Date: 01/06/2020 NA
TECHNICAL PROCEDURES
Procedure for Calibration
Ref: ISO/IEC 17025:2017 (Clause No. 6.4)
1. OBJECTIVE:
To provide a schedule for the calibration and maintenance of instruments.
2. SCOPE:
This procedure is applicable for the calibration and maintenance of instruments at FTL.
3. RESPONSIBILITY:
Technical Manager & QA Manager & Lab. Manager(J.C.)
4. PROCEDURE FOR CALIBRATION:

4.1 Prepare the Master calibration schedule for all the instruments indicating dates of
calibration.
4.2 Prepare a Master calibration schedule for year, indicating dates and see that the calibration
due date does not exceed. Any activity shall be performed after calibration.
4.3 If the calibration due date is on a holiday, the instrument shall be calibrated on the next day
before starting activity.
4.4 Check the raw data and whether chemist entered the data in the CALIBRATION RECORD
and system log book for the particular instrument.
4.5 If any instrument is out of service the concerned chemist should immediately inform to OIC
FTL/Section In-charge, then label on the instrument out of order/out of calibration(as the
case may be) and in turn they will inform to the
Page No. 1 of 5
PREPARED AND ISSUED BY APPROVED BY

Name : R.K.JAIN Name : SANDEEP VICTOR
Designation: Technical Manager Designation: Quality Manager
Sign & Date: Sign & Date:

Doc.No-FTL/TP-2 /
EQUIPMENT/2010
store keeper to call Service Engineer. After rectification of the instrument the chemist has
to calibrate the instrument and if it is in limit enter the reason in the logbook and take the
signature of the service engineer. Remove the out of order/out of calibration Label.
4.6 The Acceptable tolerance from the date of calibration schedule are:
Scheduled Time Grace Period

Daily Daily or before use
Monthly ± 3 working days
Once in 2 months / 3 months / 6 months ± 5 working days
Yearly ± 10 working days
4.7 The instruments/Glasswares listed below are to be calibrated by external agencies.
Instruments/Glassware Intermediate Check Frequency

. 1. Thermometers After three months
2. Hygrometers or Digital hygrometers(Humidity) Daily
3. Muffle Furnace After six months or as required
4. Weighing box After Thre months or as required
5. Dgital Balance Daily or prior to use
6. pH meter Daily or prior to use
7.B.R.Machine Daily or prior to use
8.Oven After Thre months or as required
9.Gerber centrifuge After Thre months or as required
10. Glasswares After six months or as required
Page No. 2 of 5


Doc.No-FTL/TP-2 /
EQUIPMENT/2010
TECHNICAL PROCEDURES
Procedure for maintenance of equipment
Ref: ISO/IEC 17025:2017 (Clause No.6.4)
1. PROCEDURE FOR MAINTENANCE:

The maintenance shall be of two types
1. Preventive Maintenance
2. Breakdown Maintenance
1.1 Preventive Maintenance:
Preventive Maintenance will be done by serving agency under AMC.
1.2 Breakdown Maintenance of Instruments:
On malfunctioning of any equipment, the analyst/chemist should try to
identify the reason of malfunctioning. If required refer to the respective instrument
manual.
1.3 Report the malfunctioning details to OIC FTL/Section In-Charge, if it is not
rectifiable by him.
1.4 Record the details in LOG BOOK.
1.5 Immediately label the instrument “OUT OF ORDER”.
1.6 On the request of analyst/chemist section head shall try to identify the
reason for malfunctioning and try to rectify it. If required he/she shall refer to the
respective instrument manual or discuss with Service Engineer.
1.7 If the instrument is not rectifiable, call the service engineer, and explain in detail
about the failure that may be helpful for him to identify, Asses and rectify. Categorize the
reason of malfunctioning as “Major” or “Minor” and perform the calibration if required.
Page No. 3 of 5


Doc.No-FTL/TP-2 /
EQUIPMENT/2010
Note: Minor failure: Minor Failure is of the nature that occurs to stop the
functioning of the equipment for a short period of time and is rectifiable without
changing any major part. The minor failure does not require immediate calibration of
the equipment.
Major Failure: Major failure is like mechanical breakdown, replacement of major
component of the equipment, which requires support of the service engineer.
Calibration of the equipment (Partial/Full) is must after maintenance of the equipment.
1.8 File the service report in respective instrument service file.
1.9 Make appropriate entry in the “Logbook for maintenance and preventive maintenance
of Instrument”. Remove the label “OUT OF ORDER”. Document the details of calibration
in remarks column of the logbook.
Note: OIC FTL/Section In-Charge shall ensure that the instrument under maintenance
is not used for any analysis till appropriate corrective action has been taken place.
1.10 Preventive Maintenance:
Identify parts of the equipment for which preventive maintenance is

required.
1.11 Categorize preventive maintenance into their periodicity for Yearly:
1.12 Enter the details of preventive maintenance in “Logbook for Maintenance and
Preventive Maintenance of Instruments” of respective instrument at the
time of preventive maintenance.
Page No. 4 of 5


Doc.No-FTL/TP-2 /
EQUIPMENT/2010
6. RECORDS:
FTL/QA/008/F-01: Master List of Instruments

FTL/QA/008/F-02: Annual Calibration Schedule for Instruments-Internal
FTL/QA/008/F-03 : Annual Calibration Schedule for Instruments-External
FTL/QA/008/F-04: Instrument Calibration Tag
FTL/QA/008/F-05: Internal Calibration Execution Summary
FTL/QA/008/F-06: External Calibration Execution Summary
FTL/QA/017/F-01: Procedure for Preventive Maintenance of Major Instruments
FTL/QA/17/F-02 : Preventive Maintenance Schedule
Format No.-
Page No. 5 of 5


Food Testing Laboratory Food and Foods Administration Idgah Hills, Bhopal, M.P

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FOOD TESTING LABORATORY

FOOD AND FOODS ADMINISTRATION

Technical Manager & QA Manager & Lab. Manager(J.C.)

4. PROCEDURE FOR CALIBRATION:

PREPARED AND ISSUED BY APPROVED BY

Sign & Date: Sign & Date:

Scheduled Time Grace Period

Instruments/Glassware Intermediate Check Frequency

PREPARED AND ISSUED BY APPROVED BY

Sign & Date: Sign & Date:

1. PROCEDURE FOR MAINTENANCE:

PREPARED AND ISSUED BY APPROVED BY

Sign & Date: Sign & Date:

Identify parts of the equipment for which preventive maintenance is

1.11 Categorize preventive maintenance into their periodicity for Yearly:

PREPARED AND ISSUED BY APPROVED BY

Sign & Date: Sign & Date:

FTL/QA/008/F-01: Master List of Instruments

FTL/QA/017/F-01: Procedure for Preventive Maintenance of Major Instruments

FTL/QA/17/F-02 : Preventive Maintenance Schedule

PREPARED AND ISSUED BY APPROVED BY

Sign & Date: Sign & Date:

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