How to Select calibration management software?

How to Select calibration management software?

Calibration Management Software is a key part of today’s business operations. It helps businesses manage and control their measurement devices and processes. This ensures accuracy, reliability, and compliance, which are crucial for any organization to maintain high standards and meet industry regulations.

A well-calibrated equipment is crucial for accurate and reliable measurements. The essence of calibration transcends across various sectors including manufacturing, aerospace, and healthcare, forming the foundation of quality and safety in operations.

Calibration management is an essential step towards precision, ensuring that every instrument and equipment performs with accuracy. However, manual calibration processes can be time-consuming and prone to errors. The modern solution to this challenge is the adoption of digital tools specifically designed to manage the calibration process seamlessly.

How to Select Calibration Management Software?

Selecting the right calibration management software is a critical decision that requires a thorough understanding of both the needs of your organization and the features offered by the software.

Here are some key factors to consider:

User-Friendly Interface

A user-friendly interface is essential for ensuring that the software is easy to use and navigate. This will facilitate quicker adoption among staff and ensure that the system is utilized to its fullest potential.


Every organization has unique needs. A customizable software allows for the configuration of features to meet the specific requirements of your business.

Regulatory Compliance

Ensure that the software supports compliance with the relevant industry standards and regulations. It should have features that allow for easy reporting and audit trail capabilities.

Integration Capabilities

The ability to integrate with other systems and software used within your organization is crucial for ensuring a seamless flow of data and processes.

Support and Training

Look for providers that offer robust support and training services to ensure smooth implementation and ongoing usability of the software.

Cost Efficiency

While it’s an investment, ensure that the software provides value for money by evaluating its cost against the benefits and features it provides.

Vendor Reputation

Finally, consider the reputation and reliability of the vendor. Look for vendors with a proven track record of delivering quality products and exceptional customer service.

Importance of Calibration Management Software

Calibration management software plays a crucial role in maintaining the integrity and quality of operations. It not only automates the process of scheduling and tracking calibrations but also ensures compliance with regulatory requirements, thus reducing the risk of non-compliance and the associated costs.

Moreover, ensuring that equipment is calibrated accurately and on time aids in reducing errors, saving time, and promoting a culture of continuous improvement within the organization. A well-maintained calibration record, facilitated by effective calibration management software, is a testament to an organization’s commitment to quality and precision.

To Conclude

Calibration management software is a key tool for modern operations. It simplifies the job of scheduling and tracking calibrations, saving both time and resources compared to traditional manual processes. By automating these tasks, the chance for human errors is reduced, ensuring equipment is calibrated accurately every time. This software also helps organizations stick to industry standards and rules by keeping precise calibration records and making reporting easy.

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How Does Calibration Work?

How Does Calibration Work?

In various sectors, particularly the aerospace industry, precision in data and equipment performance is crucial. Calibration is the cornerstone that ensures this precision. However, managing and calibrating equipment efficiently can be challenging, impacting operational efficiency and compliance.

In this article, we are discussing how calibration works, its benefits, and how a custom calibration system can optimize your operations, whether for general understanding or seeking custom solutions.

How Does Calibration Work?

Calibration is the act of comparing and adjusting the measurements of a device to a known standard. It’s an essential step to ensure that equipment or instruments are performing accurately and reliably over time.

The equipment used for comparison should be traceable to equipment calibrated according to recognized standards. The process might involve adjusting the output or indication on the measuring instrument to align with the value of the applied standard, within specified accuracy. This procedure helps in minimizing measurement uncertainties and control errors, ensuring the data collected is precise and reliable for various applications.

Understanding Calibration: Calibration Procedure for Measuring Instruments

The calibration process may seem daunting, especially given the precision required. However, understanding the calibration procedures for measuring instruments can help you understand the process, making it more approachable and manageable.

Let’s break down how calibration works into steps:

Pre-calibration Check

Before diving into the calibration process, a pre-calibration check is performed to ensure the instrument is functioning correctly and to identify any obvious issues.

Selection of Reference Standards

This step is to identify discrepancies between the measurements taken by the equipment and the known standard. This is crucial as it lays the foundation for the adjustments needed.

Comparison and Adjustment

Once discrepancies are identified, the equipment settings are tweaked to minimize or eliminate these variations. This step may involve fine-tuning the equipment manually or using software tools to achieve the desired accuracy.

The instrument’s readings are compared against the reference standards, and necessary adjustments are made to align the readings with the standards.

Verification and Documentation

After adjustments are made, it’s essential to verify that these changes have brought the equipment’s measurements closer to the known standard. Verification helps in ensuring that the calibration process has been successful.

Post-adjustment, the instrument’s readings are verified to ensure accuracy. The entire process, including the adjustments made and the final readings, is documented for compliance and future reference.

Maintenance and Repairs

Every step of the calibration process, the discrepancies identified, the adjustments made, and the verification results are documented meticulously. This documentation is vital for compliance purposes and for maintaining a record of the equipment’s performance over time.

If any issues are discovered during calibration, maintenance or repairs may be required to ensure the instrument’s accuracy.

Implementing a structured calibration process is crucial. However, the traditional methods can be time-consuming and prone to errors. This is where Custom Calibration Management system come into play, offering a streamlined and more accurate approach to calibrating equipment.

Custom Calibration Management System

Every business operation is unique, with distinct challenges and requirements. This uniqueness calls for a tailored approach, especially when it comes to calibration. A custom calibration system is designed to cater to these distinctive needs, offering a more precise, efficient, and simplified calibration process.

Opting for a custom calibration solution over an off-the-shelf product can significantly enhance the alignment of the calibration process with your specific operational needs.

Here’s why a custom solution could be the right choice:

Tailored Fit

Custom solutions are designed to meet your particular requirements, ensuring seamless integration with your operational processes. This tailoring ensures a better fit and more accurate calibration, enhancing the overall efficiency and reliability of your operations.


As your enterprise evolves, custom solutions can be adapted to meet new demands, a feature that standard solutions might lack. With built-in features to assist in compliance management, custom systems make adhering to industry standards and regulations a breeze. They help in maintaining accurate records, simplifying audits, and ensuring you stay compliant.

Competitive Edge

Unique features in custom solutions can provide a competitive advantage, setting you apart in your industry.

Integration Ease

Designed to integrate seamlessly with existing systems, custom solutions can reduce the complexity and potential costs associated with integration. Custom calibration systems often come with automation features, reducing the manual workload and minimizing the chances of human error. This automation leads to a more efficient calibration process, saving both time and resources.

Dedicated Support

Custom solutions often come with dedicated support and training, ensuring your team is well-equipped to manage the calibration process effectively.

Custom calibration systems can significantly simplify these procedures, offering automated solutions that ensure accuracy while reducing the time and resources required. They can tailor the calibration procedures to your specific operational needs, further enhancing the accuracy and efficiency of the calibration process.

We offer Custom Calibration Management Software that significantly simplifies the calibration process for your business. Our software is designed to adapt to your operational needs, providing a seamless, efficient, and accurate calibration process.

To Conclude

Calibration is not a one-time task but a continuous process. It’s about ensuring that the equipment continues to perform accurately and reliably, thus contributing to the overall quality and efficiency of the operations. Understanding how calibration works and investing in a custom calibration system can significantly elevate the accuracy and efficiency of your operations. The tailored solutions we offer are designed to meet your unique calibration needs, ensuring a streamlined, accurate, and compliant calibration process.

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Understanding Aerospace Quality Standards

Understanding Aerospace Quality Standards

Aerospace Quality Standards form the backbone of safety and reliability in the aerospace industry. These standards are set to ensure that products and services in the aerospace sector meet strict quality requirements, ensuring the safety and satisfaction of customers.

The AS9100 quality management system software plays a crucial role in helping organizations adhere to these aerospace quality standards and enhance quality control in aviation.

By aligning operations with these standards, organizations can ensure that they are delivering high-quality, reliable products and services in a highly competitive and regulated environment.

Why Adopt a Quality Management System (QMS)?

In an industry where precision and reliability are important, a QMS serves as a structured approach to meet and exceed these demands. The AS9100 software, encapsulates a host of features tailored to ensure that aerospace organizations adhere to the required quality standards.

Furthermore, a QMS is a reflection of a commitment to quality, ensuring that every process, from design to delivery, is executed to meet the high standards set forth by the industry. It’s an integral framework that not only ensures compliance but fosters a culture of continuous improvement, driving organizations towards operational excellence.

Compliance with Standards

In the aerospace industry, adhering to established quality standards is imperative. These standards ensure that every aspect of aerospace operations, from design to manufacturing to maintenance, is carried out with a high degree of precision and reliability.

A AS9100 QMS provides a structured approach to ensure compliance with these standards. It encapsulates a set of procedures and processes aimed at maintaining a high level of quality throughout the organization’s operations.

  • Ensures adherence to aerospace quality standards.
  • Provides a structured approach for maintaining high quality.
  • Facilitates continuous improvement towards exceeding quality standards.

Moreover, a QMS serves as a tool for organizations to not just meet but exceed the established quality standards. It facilitates the monitoring and evaluation of processes, enabling organizations to identify areas of improvement and take corrective actions. In essence, a QMS is an indispensable tool for aerospace organizations aiming to uphold and elevate the quality of their operations.

Improved Operational Efficiency

Adopting a QMS streamlines operations, making processes more efficient. By identifying bottlenecks and eliminating waste, a QMS helps organizations optimize their resources and time.

Moreover, a QMS provides the tools and methodologies for process improvement, fostering a culture of continuous enhancement. This leads to improved productivity, reduced costs, and ultimately, better profitability.

  • Streamlines operations and identifies process bottlenecks.
  • Fosters a culture of continuous process improvement.
  • Leads to improved productivity and reduced costs.

Enhanced Quality Control

Quality control is at the heart of aerospace operations. A QMS offers tools for robust monitoring and quality control, ensuring that products and services meet the requisite standards.

Moreover, with a systematic approach to quality control, organizations can easily identify and address issues early on, minimizing risks and ensuring customer satisfaction.

  • Provides tools for robust quality monitoring and control.
  • Enables early identification and resolution of quality issues.
  • Ensures customer satisfaction by delivering high-quality products and services.

Competitive Advantage

Adopting a QMS showcases an organization’s commitment to quality, giving it a competitive edge. It demonstrates to customers and stakeholders that the organization prioritizes quality and continuous improvement.

Moreover, a QMS can also help in achieving certifications which can open doors to new market opportunities and enhance the organization’s reputation in the industry.

Risk Management

A QMS aids in the early identification of potential risks, allowing for better risk management and mitigation. It helps in analyzing processes and identifying areas of improvement to prevent errors and reduce risks.

Moreover, by documenting processes and creating a clear audit trail, a QMS helps ensure transparency and accountability, which are crucial for effective risk management in the aerospace sector.


Adopting a Quality Management System is a strategic move for aerospace organizations aiming to uphold high-quality standards, enhance operational efficiency, and gain a competitive edge in the industry. It’s not just about compliance, but about striving for excellence in every facet of operations, ensuring safety, quality, and customer satisfaction.

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Best Practices for the Management of Measuring Devices in Manufacturing and Service Industries

Best Practices for the Management of Measuring Devices in Manufacturing and Service Industries

In both manufacturing and service industries, accurate measurement is a fundamental step toward delivering quality products and services. The cornerstone of this accuracy lies in the use of measuring devices. These devices play a pivotal role in ensuring that the specifications and standards required are met precisely.

Calibration is the practice that ensures the accuracy of these measuring devices. It’s a process that checks and adjusts the accuracy of a device, ensuring it performs as expected. Calibration is not a one-time task but an ongoing process, vital for maintaining the integrity and reliability of the measuring devices over their lifetime.

This article delves into the intricacies of measuring devices, shedding light on their importance in industrial settings. It further explores the critical aspect of calibration, elucidating why it’s essential and how it impacts the overall quality of products and services.

What is a Measuring Device?

A measuring device is an instrument used in manufacturing and service industries to assess various attributes of a product or component, such as its dimensions, temperature, pressure, etc.

Examples of Measuring Devices

The variety of measuring devices used in the manufacturing industry is extensive. Each device is crafted to measure specific attributes, ensuring that products meet the designated specifications. Here are some common measuring devices along with a brief description of their functionality:

  • Caliper: Measures the distance between two opposite sides of an object.
  • Micrometer: Offers highly precise measurements of small distances.
  • Pin Gauge: Measures the diameter of holes.
  • Height Gauge: Determines the height of objects or the difference in height between surfaces.
  • Feeler Gauge: Measures gap widths.
  • Pressure Gauge: Assesses the pressure of gases or liquids.
  • Angle Gauge: Measures angles.
  • Radius Gauge: Measures the radius of curved surfaces.
  • Thermocouple: Measures temperature.
  • Surface Plate: Provides a flat reference surface for inspections.
  • Borescope: Allows for visual inspection in inaccessible areas.
  • Torque Meter: Measures the torque on rotating systems like engines.

Each of these devices plays a unique role in ensuring the accurate measurement of various attributes, which is fundamental to achieving the desired quality in manufactured products.

Their usage spans across different stages of the manufacturing process, from the initial design and development stage through to the final inspection and quality assurance processes.

How Measuring Devices are Used in Manufacturing and Service Industries

The use of measuring devices is fundamental in manufacturing to ensure that the products meet the specified requirements.
Here’s a breakdown of the process using the example of verifying a hole depth as per a customer’s drawing:

  • Customer drawing specifies a hole depth of 0.250 inches with a tolerance of +/- 0.005 inches.
  • A depth gauge, specified to read depths from 0 to 150 inches with an accuracy of +/- 0.001 inches, is selected for this task.
  • Ensure the depth gauge is calibrated to provide accurate measurements.
  • The depth gauge is used to measure the hole depth.
  • Measurement is taken and recorded.
  • The recorded measurement is compared to the customer’s specified tolerance of 0.250 inches +/- 0.005 inches to verify compliance.
  • The measurement, along with the details of the calibrated depth gauge used, is documented for future reference and quality assurance.

In this scenario, the calibrated depth gauge plays a crucial role in ensuring that the hole depth is within the specified tolerance. Accurate measurement is vital as it impacts the quality and functionality of the final product. It’s not only about measuring but measuring accurately, which is where the calibration of the device comes into play.

Why is Calibration of Measuring Devices Important?

Calibration is a pivotal aspect of maintaining the accuracy and reliability of measuring devices. When a device is initially purchased, it comes calibrated from the manufacturer with an expiration date.

This expiration date is a guideline indicating when the device should be recalibrated to ensure it continues to provide accurate measurements.

Consider a scenario involving a depth gauge for better understanding:

  • The depth gauge is capable of measuring depths from 0 to 150 inches, with an accuracy of +/- 0.001 inches as per the manufacturer’s specification.
  • When the device is initially purchased, it has been calibrated by the manufacturer to ensure its accuracy.
  • Over time, various factors such as wear, drift, or mishandling can affect the accuracy of the device.
  • Calibration is performed to compare the measurement device against a known standard, which is considered as the reference.
  • During the calibration, the “as-found” condition of the device is recorded, identifying the measurement obtained when using a standard.
  • If a device reads 0.259 inches while measuring a standard of 0.250 inches, it indicates a deviation of 0.009 inches. The device is then adjusted to align with the standard.
  • This adjustment ensures that the device reads 0.250 inches when measuring the standard, thus bringing it back into specification.

The recalibration process, particularly the recording of the “as-found” condition, is crucial because it provides insight into the extent of deviation from the standard, if any. If a device is found to be out of tolerance, it could potentially impact the pass or fail criteria of the inspection result, which in turn could have implications on the quality of products.

This systematic calibration process underscores the necessity of regular calibration in maintaining the accuracy and reliability of measuring devices, which in turn significantly contributes to ensuring the quality of products.

Best Practices of Management of Measuring Devices

Management of measuring devices entails a set of practices aimed at ensuring that these tools are calibrated, maintained, and used correctly to guarantee accurate measurements. Here are some best practices:

Identification of Measuring Devices

Any device that could be used to measure should be clearly identified with either a calibration sticker or labeled as “for reference only.” When a measurement is required to verify a specification, standard, or drawing requirement, it is imperative that a calibrated device is used.

In addition, the calibrated device must not be expired or past the date it was expected to be re-calibrated. This practice ensures that only devices in good calibration status are utilized for critical measurements.

Inspection Points Identified with Details

Within a process router, traveler, or process, all inspection points should be clearly identified. This identification should include what needs to be inspected, the criteria for inspection, and the measuring device to be used. This practice ensures that the inspection process is carried out correctly and according to the specified guidelines.

Record the Actual Calibrated Devices Used at Every Inspection Point

It is crucial to record the specific calibrated devices used at each inspection point. This documentation provides traceability and can be extremely useful, especially if a device is later found to be out-of-specification.

Utilize Inspection Software

Employing inspection software within the Quality Management Suite can streamline the recording and tracking of all calibrated devices used during inspections.

This software can facilitate quick identification of the instruments used, whether during an incoming inspection, an in-process inspection, or a customer return (RMA).

Use Quality Management Software for Calibration

When the calibrated device goes through its scheduled calibration process, the first step is to determine the “as-found” condition of the device. Suppose the device is found to be “out-of-specification.” In that case, all measurements taken with this device are now questionable, and all products whose attributes here inspected by such device are subject to review.

Many businesses do not record the calibrated devices used to determine a passing outcome in an inspection process. How does a company identify the products that use “out-of-tolerance” devices? That list is required so they complete a due diligence process that determines whether or not the “as-found” condition would impact the end “passing” result of this inspection process.

Some may be able to go through inspection records, but that process is too time-consuming and doesn’t happen.

The Inspection Software within the Quality Management Suite, provided by Database Providers, has a location to identify all the calibrated devices used during the inspection. Inspectors can quickly identify the instruments used, whether an incoming inspection, an in-process inspection, or a customer return (RMA).

When a calibrated device has an “as-found” condition that is out-of-tolerance, a single-click operation reports the inspections completed since the last time the device was calibrated. An example of such a report is shown below.

Standards Used for Calibration Purposes

Calibration of measuring devices is a meticulous process that necessitates the use of standards. These standards serve as the reference against which the measurements of a device are compared. It’s imperative that the standards used for calibration are also calibrated to ensure their accuracy.

For a clearer understanding, consider the common practice of using a set of dowel pins for calibrating devices like digital calipers:

  • A dowel pin set may consist of pins with diameters of 0.500, 1.000, 1.500, 2.500, and 5.00 inches.
  • A digital caliper, which may have a range of 0 to 6 inches, can be calibrated using these dowel pins at specific intervals.
  • The process involves measuring the dowel pins with the digital caliper to ensure it provides the correct readings at those specific intervals.

However, before using the dowel pins for calibration, it’s crucial to ensure that the pins themselves are accurately calibrated and within tolerance. This initial step of verifying the “as-found” condition of the standards is critical. If the standards are found to be out of tolerance, it could impact the accuracy of all devices calibrated using those standards.

The calibration of standards should be traceable back to industry-accepted national specifications, and they should have a documented calibration expiration date. This ensures that the standards remain reliable over time. If a standard is to be discarded, it’s essential to complete the initial step of recording the “as-found” condition to ensure they are within tolerance before discarding. If they are found to be out of tolerance, all devices that were calibrated using that standard are now suspect, and all of the inspections that occurred using such devices may need to be reviewed.


Managing measuring devices well is crucial for keeping up the quality in manufacturing and service jobs. Regular calibration makes sure these devices are accurate and meet industry standards.

This article showed how a structured approach to calibration and good management practices play a big part in improving product quality and making operations run smoothly. By using tools like the Calibration Management Software, companies can make the calibration process easier and ensure they continue to deliver top-notch products and services.

Ready to enhance the precision and reliability of your measuring devices?

Check out our Calibration Management Software offering tailored solutions that streamline the calibration process, ensuring optimal accuracy and efficiency in your operations.

Book a demo with us for a personalized showcase of how our software can revolutionize your quality control and calibration management.

Best Practices for Incoming Inspections in Manufacturing and Service Industries

Best Practices for Incoming Inspections in Manufacturing and Service Industries

Incoming inspections play a pivotal role in ensuring quality and consistency in the manufacturing and service industries.

What is Incoming or Receiving Inspection?

In the manufacturing industry, businesses create Purchase Orders for Products or Services required from a 3rd Party, typically referred to as a Supplier or Vendor. Upon receipt of the product or service, reviewing what was received versus what was ordered is called Incoming Inspection.

This practice is crucial for quality assurance, ensuring that the received goods meet the set standards.

Levels of Incoming Inspection

Depending on the product or service requested many different levels of inspection exist.

1. Dock To Stock

All products or services from a Supplier are directly received and transferred into stock.

2. Sample Inspection

A predetermined quantity from the total received products or services is inspected. If compliant, the entire quantity is transferred into stock. It’s best to use the ANSI/ASQ Z1.4 standard, especially the Zero Acceptance Number Sampling Plans with a C=0 sampling plan. Simplifying further, use 3 Acceptable Quality Levels (AQL) – 0.5 for critical parts, 1.0 for major details or services, and 1.5 for minor features or services.

Additionally, samples must be taken randomly from the population and accurately represent the population of parts or services received.

3. 100% Inspection

As the name implies, all products or services received from a Supplier or Vendor are inspected, and if found in compliance, are received and transferred into stock.

4. Skip Lots

This incoming inspection method tracks each incoming receipt of a specific part number and will only perform an inspection on every x lot received. For example, it can be documented to perform an inspection on every 4th lot received.

So the 1st lot received is inspected, and then lots 2, 3 and 4 are received into stock within an inspection. The 5th lot received is then inspected. This process repeats itself.

Database Providers Quality Management Software, specifically its Inspection and Nonconformance Material module, includes the inspection level as displayed below.

Defining Incoming Inspection

It is essential to identify what is to be inspected or verified.

Inspections can include documentation, purchase order requirements, and product or service attribute verification. If a problem is later identified, a review can occur of what was inspected to see if additional inspections should be added to the definition.

Control Plans, assigned to specific part numbers and revisions, can be instrumental in detailing what to inspect, the method, and criteria. They are easily copied and managed should the inspection requirements change over time.

Whether it be an incoming or receiving, or a work in process (WIP) or final inspection, defining what to inspect, the inspection method and criteria should be clearly defined.

The Control Plan is based on a specific part number and has four sections of detail.

First, all of the Approved Suppliers are shown, each with an Inspection Level identified.

Secondly, there is a section to link to a drawing or other file.

Lastly, the Inspection Details which list all of the inspections that are required, each one.
An example of a control plan for a specific part number and revision is shown below.

When control plans are utilized, Database Providers Quality Management Software, creates the lot’s inspection record, based on the control plan, for each Incoming or Receiving Inspection.

As the inspection is completed, the inspector completes the form. If any non-conformances are found, a single click creates a nonconformance record. An Example of a completed Incoming Receiving Inspection shown below.

1. Capturing List Of Measuring Devices Used During Incoming Inspection

It is essential to identify what is to be inspected or verified. Inspections can include documentation, purchase order requirements, and product or service attribute verification. If a problem is later identified, a review can occur of what was inspected to see if additional inspections should be added to the definition.

2. Capture Incoming Inspection Personnel

Capturing who performed the inspection is an essential piece of information. Any nonconformances found after receiving the product into stock can be traced back to the inspectors.

Inspectors with more post-receipt rejections can be further trained or have testing performed to ensure their inspection capabilities. Cases of finding inspectors having poor vision have resulted in companies investing in prescription glasses.

Cases of inspectors that cannot read have resulted in reading classes. If there is an expectation of being able to read and see to perform tasks assigned to personnel, then the business should identify a process for validating this requirement.

3. Identification of Inspected Products and Services

If a business decides it is vital to perform an incoming inspection, then a process should be in place to indicate that products or services have been inspected from those that have yet to.

4. Linking Documentation to Inspection Records

Each Incoming Inspection includes documentation – Packing List, Certificate of Conformance, Testing Results, etc.

Where these documents are stored, and the names of files vary from business to business. Finding these documents can become a laborious task. If these documents can be linked to the incoming inspection record, they become easy to find, view and print out if necessary.

In addition, should a nonconformance be identified, pictures of the nonconformance can be added, red-lined drawings of the missing feature, etc.

An example of how this is used within an Incoming Inspection record is shown below.

To Conclude

Incoming inspections are integral to maintaining quality in the manufacturing and service sectors. By adhering to the best practices outlined above, businesses can ensure consistency, reduce errors, and uphold their reputation for excellence.

Explore further inspection techniques with our Quality Management System Software. Learn more about specialized tools with our Inspection & Nonconforming Material Software.

Ready to see these solutions in action? Book a demo by contacting us for personalized information tailored to your needs.