What are the problems in the management of instrument and equipment files?

Effective management of instrument and equipment use records;

First, what should be recorded in the file?

Generally speaking, the records of instruments and equipment files should at least include these seven items:

1, manufacturer's name, model and factory number;

2. Has the equipment been inspected in a standardized way, and when and where, etc. ;

3. Location of equipment storage;

4, the manufacturer's instructions, or indicate the location of the instructions;

5. All verification/calibration and verification reports and certificates;

6, equipment maintenance plan and maintenance records;

7. Records of any damage, failure, modification or repair of the equipment.

Second, the problems in file management

1, the management system is not perfect

Some inspection and testing laboratories have not established an effective instrument and equipment file management system according to their own conditions, defined the responsibilities of relevant departments and personnel, and lacked an effective file management and supervision mechanism.

2. The management consciousness is not strong.

Mainly reflected in the fact that some inspection and testing laboratories have formulated corresponding regulations on file management, but due to the lack of understanding of the importance of instrument and equipment file management, the relevant systems exist in name only, resulting in the failure to implement instrument and equipment files.

3. The management team is weak.

At present, the instrument departments of some laboratories have not set up instrument and equipment file administrators. Although some laboratories have set up instrument and equipment file administrators, they are not familiar with and proficient in the management of equipment files due to the lack of professional knowledge of file management, which leads to the inability to correctly and timely collect, sort out and archive instrument and equipment files. In addition, due to the large turnover of laboratory personnel, there will be a phenomenon that file management is out of touch due to inadequate handover.

4. Document collection.

The last problem of instrument and equipment archives is the incomplete collection of archives. For example, the archival materials only collect materials related to the bidding, procurement and acceptance of instruments and equipment, and the files such as verification/calibration/verification, intermediate verification and maintenance formed in the subsequent use process are incomplete or not included in the files. In addition, the management of instruments and equipment files in many laboratories still stays in the paper data stage, which brings inconvenience to the preservation and inquiry of files.

Third, the solution to the file management problem

For the above four problems in backup file management, the following solutions can be adopted:

1, improve the file management system and standardize the management of instruments and equipment.

2. Raise awareness of the importance of file management.

3. Strengthen the construction of archives management personnel.

4. Establish dynamic instrument equipment ledger.

5, strict file lending system.

6, promote the digital management of instruments and equipment files.