The organization
A biotech company runs research and development labs with pipettes, balances, centrifuges, incubators, freezers, HPLC systems and plate readers, many of them shared between teams.
Its results depend on instruments that are calibrated, in tolerance and documented, and quality auditors expect to see that history for any instrument used in a study.
The challenge
Calibration dates are tracked in a spreadsheet, certificates sit in shared folders, and shared instruments are booked on paper sheets taped to the bench.
- Calibrations are missed when the spreadsheet owner is away.
- An out-of-tolerance result is noted, but the follow-up is not tracked.
- Certificates and service reports are hard to find during an audit.
- Scientists clash over shared instruments booked on paper.
- Nobody can see which instruments fail calibration most often.
How it is set up in Asset Infinity
The lab keeps every instrument in Asset Infinity, with calibration plans, checks and bookings tied to the instrument’s record.
Calibration plans
Each instrument has a date-based plan for calibration and service, and the work order falls due before the calibration lapses. (Maintenance)
Checks with readings
Calibration checks record required readings, photos and a signature. A reading outside tolerance fails the check and raises corrective work. (Maintenance)
Equipment bookings
Scientists book shared instruments by time slot, so the calendar shows who has the plate reader and when. (Site services)
One record per instrument
Each instrument’s record holds its certificates, service history, location and warranty, with an audit trail of every change. (Assets)
How it works day to day
Here is how calibration and bookings run in the lab week to week.
- System: plans fall due. A balance’s calibration plan creates a work order two weeks before its due date, and the lab manager is notified.
- Lab technician: runs the check. The technician scans the balance’s label, runs the checklist and records each test weight reading, then signs.
- System: flags out of tolerance. One reading is outside tolerance, so the check fails and a corrective work order is raised for that balance.
- Lab manager: handles the follow-up. The manager assigns the corrective work to the calibration vendor and records which recent work used the instrument.
- Scientist: books an instrument. A scientist books the plate reader for a two-hour slot, and colleagues see it is taken.
- Lab technician: closes with evidence. After repair and recalibration, the technician attaches the certificate and closes the work order.
- QA: prepares for an audit. QA pulls a report of calibrations, failed checks and closures for every instrument used in a study.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Calibration due dates | A spreadsheet with one owner | A plan per instrument that raises the work |
| Out of tolerance | Noted, follow-up untracked | A failed check raises corrective work |
| Certificates | Shared folders | Attached to the instrument record |
| Shared instruments | Paper sheets on the bench | A booking calendar |
| Audits | Days gathering files | One report per instrument or study |
The first month
- Instruments loaded. Instruments are imported with serial numbers, locations and last calibration dates, and each gets a label.
- Plans and checklists. Calibration plans and check templates with tolerances are set up for each instrument type.
- Bookings opened. Shared instruments are opened for booking, and scientists start reserving time in the app.
Example results
- 100% of instruments on a calibration plan with a due date
- Every out-of-tolerance reading raises a work order
- 1 booking calendar for every shared instrument
- Calibration certificates and service reports are attached to the instrument they belong to.
- Each out-of-tolerance result has a recorded follow-up and a closed work order.
- Shared instrument clashes are replaced by a booking calendar.
- Failure history shows which instruments drift most often.
Why it worked
Nothing lapses
Calibration work is created before it is due, so it does not depend on one person’s spreadsheet.
Every deviation closed
An out-of-tolerance reading becomes a work order with an owner, so the follow-up is always on record.
Audit-ready by default
Readings, signatures, certificates and an audit trail sit with each instrument, so audits need a report, not a hunt.
Looking ahead
With calibration, checks and bookings tied to one record per instrument, the lab knows what is in tolerance, what is due and who is using what.
When an auditor asks about an instrument used in a study, the lab answers with one record: its calibration history, certificates, any out-of-tolerance events and how each was closed.