Receipt :

Before acceptance of the sample :

On receipt of sample in the Sample Room, checks are made to ascertain the genuinity of the sample. The acceptability of the sample depends on the following :

i) The details in the Test Request/forwarding letter match with the sample (s) deposited/forwarded and seals, if any, indicated in the forwarding letter/Test Requested tally with the seals on the sample i.e. punch mark or tag with wax seal.
ii) The seals are intact.
iii) The quantity/size/weight, etc. are adequate.
iv) The size, range, capacity, etc of the sample suits the test/calibration facilities available.
v) No directive/specific order from the concerned Laboratory Incharge regarding non acceptance of any particular type of sample.
vi) No sign of any damage/deterioration of the sample that may have occurred during transit.
After acceptance of the sample :

On acceptance of the sample the following actions are taken by the Sample Room :

i) Acknowledgement of receipt of sample(s) is issued to the customer/firm.
ii) Sample number is alloted division/laboratory-wise and the same is recorded in the sample register along with the details of sample like description of sample, name and address of the customer/firm, date of receipt of sample, etc.
iii) Sample slip and sample card are prepared giving details as stated below.
iv) Sample card is tied to the sample(s) and stored in safety place till such time the sample is drawn by the concerned testing section for undertaking test.
v) Sample slip along with the forwarding letter/test request is sent to the concerned Divisional Head for further process.
vi) The Divisional Head subsequently sends the case to the Testing Section of the concerned Laboratory for preparing a file.
vii) The Testing Section of the Laboratory after receipt of the Cheque/DD encashment document towards test fee from the cash section prepares file with proper file number and sends the same to the Laboratory Incharge along with a Laboratory Card for making arrangements to test the sample.
viii) The Laboratory Incharge on receipt of the file arranges to draw the sample from the Sample Room by putting initials in the Sample Receiving Register, codify the sample and allot the case to a working Scientist along with the Laboratory Card incorporating therein the Code no. of the sample(s), necessary instruction regarding the tests to be carried out as per the national/international Standard specification as specified by the firm/Customer in the Test Request/forwarding letter and the date of submission of the draft Test Certificate.
Testing :

i) The concerned Scientist takes up the case, records the details regarding the sample including the facsimile of the seal on the sample, if any, in a Laboratory Note Book being maintained by all the working Scientists for recording purpose.
ii) Makes necessary arrangements for testing the sample like if test specimen requires to be prepared from the sample or any gadget/jigs and fixtures require to be fabricated for conducting required test the same is done though the Workshop.
iii) On receipt of the test specimen/gadgets/jigs and fixures the tests are conducted with the help of the Operator and Khalasi/Laboratory Attendant. The tests conducted and the test results including calculations for arriving at the test results, if any, are also recorded in the same Note Book. If the sample fails repeat tests are conducted for ascertaining of the test results.
iv) On the basis of the obtained test results the draft Test Certificate is prepared by the Scientist and the same is handed over to the Laboratory In-charge.
v) If the Laboratory In-charge finds in the draft Test Certificate that the sample is meeting the requirements of the relevant Specification he puts the remarks at the end of the draft Test Certificate and also incorporates the details as per the requirements of the T C and directs the concerned official of the Testing Section for typing the Test Certificate.
vi) If the sample fails to meet the Specification requirements he directs any other Scientist to conduct the repeat test and to submit the report within a specified time.
vii) If the sample is found to be meeting the requirements of the relevant specification in the repeat test the Laboratory Incharge himself makes arrangements for conducting the test in his presence. If the results are found to be satisfactory the draft T C is prepared on the basis of the results obtained by the Scientist in the repeat test.
viii) If the sample fails in the repeat tests or during the tests conducted in presence of the Laboratory In-charge, the draft report alongwith the report of repeat tests is submitted to the Divisional Head for his approval.
ix) The Divisional Head then arranges for check test with a view to ascertain the results. If the sample is found to be failing to meet the requirements of the specification the case file is returned to the Laboratory Incharge with the instruction to arrange for typing the T. C.
x) Certain check tests are also carried out in case of sample meeting the requirements of the relevant Standard Specification in the first instance.

Issuance of Test Certificate :

i) Typed Test Certificate is returned to the Laboratory In-charge by the typist.
ii) The Laboratory In-charge is then sent the file to the Divisional Head for embossing on the T. C.
iii) The Divisional Head after embossing and numbering the Test Certificate puts his signature on the emboss, records the name of the customer/sender, description of the sample, and Test Certificate number in a Register being maintained by him and subsequently returns the case file to the Laboratory In-charge for taking further necessary action to issue the T. C.
iv) The Laboratory In-charge then sends the T. C. to the Dispatch Section under a covering letter addressing the firm/customer for posting the same by Registered Post or to hand over to the representative of the concerned firm against a valid authorisation letter.

Similar procedure are followed in case of calibration.

Protection of test/calibration items :

Samples received either in Sample Room or Testing Sections are stored with adequate precautions for protecting them from any kind of damage till the samples are taken out for testing.

Disposal of samples/remnants of the sample after completion of Test/Calibration :

i) The remnants of the samples undergone destructive test are generally stored after issuance of TC, either in the laboratory or at an identified place for disposing them off through auction as per Center Government rules.
ii) Tested samples not subjected to destructive test or remnants of samples subjected to destructive test are sent to the Disposal Room alongwith the file no and sample (s) no. in those cases where taking back of samples/remnants of samples are indicated in the Test Request/forwarding letter by the concerned customer/firm. Subsequently the customer or the firm is requested through letter to collect the same within a stipulated period of time on production of a valid authorization letter.
iii) The tested samples not collected by the customer or firm within the given time period are also disposed off through public auction.

Confidentiality & Security :

The Test Reports are always treated as confidential documents. These reports are issued to the Departments/firms/ customers by registered post. In exceptional cases the reports are handed over to the authorised persons on production of valid authorization letter. No unauthorised person has any access to the report before and after issuance of the TC. Subsequently the case file along with the draft TC and office copy of the final TC is sent to the Record Room for record purpose while another copy of final TC is retained by the Divisional Head.

 
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