Use a layered record
A durable documentation system has at least four layers: material identity, supplier documentation, laboratory handling history, and study-specific analytical results. Keeping those layers distinct prevents a supplier COA from being mistaken for the laboratory’s own release test.
The core fields
For each material, capture the public name, internal identifier, supplier, lot, stated amount, received date, storage condition, document links, test method, and status. Add the project-specific preparation and instrument details in the laboratory record rather than overwriting the source document.
- Identity and lot
- Source and revision-controlled documents
- Storage and opening history
- Method, instrument, and analyst
- Result, uncertainty, deviation, and conclusion
Make the record auditable
Use stable file names, preserve original PDFs, record revisions, and make corrections as new entries rather than erasing history. These habits make a result easier to reproduce and easier to challenge constructively.
Sources and further reading
- NIST: Certificate of Analysis and Reference Materials ↗NIST explanation of certified values, uncertainty, traceability, and reference-material documentation.
- ISO/IEC 17025:2017 ↗International laboratory competence standard and record-control context.
- ICH Q2(R2): Validation of Analytical Procedures ↗International guidance on analytical procedure validation and performance characteristics.