Workflow

Flow 05 — Shelf-life and calibration control

Prevent expired material or overdue instruments from being used until supported by current evidence and an independent decision.

Overview

Inventory meaning

Blocked stock remains on hand but is unavailable. Re-life, calibration or a valid controlled override changes eligibility—not the physical quantity.

Responsible roles

Materials Planner → Quality Inspector → Stores Supervisor

Process

1
Track dates
Record manufacture, expiry or calibration due date.
Available while current
2
Automatic block
Expiry or overdue status prevents use.
On hand · unavailable
3
Request review
Attach the relevant immutable evidence.
Still blocked
4
Independent decision
Approve re-life, calibration or reject.
Eligibility decided
5
Release / retain block
Apply the authorised time-bound result.
Available or blocked

Role handoff

Materials Planner → Quality Inspector → Stores Supervisor

Detailed reference chapters

Shelf life and calibration

Detailed steps

1
Create or receive a shelf-life batch or serialized instrument with its controlling dates.
2
Run the control sweep or attempt use after expiry/due date and confirm atomic blocking.
3
Upload and select the correct CLEAN laboratory or calibration certificate version.
4
Have a different authorised person approve or reject the request.
5
Verify only the matching decision or valid override changes eligibility.

Field-by-field practice data

Use a disposable training tenant

Register a calibrated torque tool and retain one passing certificate without extending life silently. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Metrology or authorised Quality role

Record calibration evidence

Open /calibration

Open the exact serialized tool and enter the certificate facts reviewed from the laboratory record.

Exact field name	Requirement	Sample value A	How to use it
Serialized stock	Select existing	`TRAIN-A-TORQUE-001`	Select the exact physical tool identity.
Asset code	Required	`TRAIN-A-TOOL-001`	Use the governed asset alias.
Certificate reference	Required	`TRAIN-A-CAL-CERT-001`	Reference the immutable controlled certificate.
Result	Required	`PASS`	Record the actual laboratory result.
Calibrated on	Required	`2026-09-01`	Use the certificate date.
Valid until	Required	`2027-09-01`	Must match approved frequency and certificate.
Calibration laboratory	Required	`Training Metrology Laboratory`	Use the exact supplier/lab identity.
Standard reference	Required	`ISO/IEC 17025 · TRN-PROC-01`	Record the applicable procedure.

Expected result: The calibration status and validity are attributable; a failed result follows the governed exception path.

End state

No expired or overdue identity can be consumed merely because quantity exists; evidence and independent authorization govern availability.