Appendix 3 — List of Types of Records

Parent procedure: 00 – Document and Record Control

Purpose

To define the types of records generated by the laboratory, their retention periods, storage locations, and responsible personnel.

Instructions

Retention periods should be established based on accreditation body requirements, regulatory obligations, contractual agreements, and the laboratory's own policy. When in doubt, apply the longest applicable period.

Register

Record type	Examples	Retention period	Storage location	Responsible	Disposal method
Test and calibration records	Raw data, worksheets, calculations	[X] years	[Location]	Technical Manager	Secure deletion / shredding
Equipment records	Calibration certificates, maintenance logs	Life of equipment + [X] years	[Location]	Equipment Manager	Secure deletion / shredding
Training records	Competence assessments, training certificates	Duration of employment + [X] years	[Location]	Quality Manager	Secure deletion / shredding
Audit records	Internal audit reports, findings, corrective actions	[X] years	[Location]	Quality Manager	Secure deletion / shredding
Management review records	Meeting minutes, action items	[X] years	[Location]	Quality Manager	Secure deletion / shredding
Customer records	Contracts, complaints, correspondence	[X] years	[Location]	Quality Manager	Secure deletion / shredding
Supplier records	Evaluations, approved supplier list	[X] years	[Location]	Quality Manager	Secure deletion / shredding

note

Calibration certificates received from external providers are both records (evidence of calibration) retained here, and external documents that should also be listed in Appendix 2 — List of External Documents.

Define your retention periods

Common retention periods range from 3 to 10 years depending on jurisdiction and accreditation body. Check your national accreditation body's requirements before setting these values.