Control Device Status
Identify the device, calibration requirement, interval, current status, location, custodian, capability, procedure, and reference standards.
ISO 9001 & AS9100 Quality Software
Calibration Management Software for ISO 9001 and AS9100 Manufacturers
Our calibration management software controls measuring-device identification, schedules, calibration results, condition as found, condition as left, certificates, status, location, and history. When a device is found out of tolerance, integration with inspection records helps identify the product measured with that specific device so the validity of prior results and potential product impact can be evaluated.
More Than a Calibration Due-Date List
Connect Device Control with the Product Decisions It Supports
A calibration schedule can show whether a caliper, micrometer, gauge, torque tool, test set, or reference standard was due on time. It does not by itself show which products were accepted using that device if the device is later found inaccurate.
Database Providers' calibration management software controls the device lifecycle and can integrate with Inspection and NCMR records. Recording the actual device ID during inspection creates traceability from a calibration result to the parts, lots, serial numbers, work orders, characteristics, readings, and acceptance decisions made with that device.
Preserve As-Found Results
Record actual measurements and the device condition before any adjustment, repair, or other change can hide the original condition.
Assess Prior Product
Use device-to-inspection links to find potentially affected measurement results and document the product-impact decision.
Critical Out-of-Tolerance Control
Condition-As-Found and Product-Impact Workflow
When the condition as found is outside the accepted limits, preserve the evidence and control both the device and the evaluation of prior measurement results.
| Stage | Controlled Activities | Records Retained |
|---|---|---|
| 1. Record As Found | Capture actual readings before adjustment or repair and compare them with the approved tolerance or acceptance criteria. | Measurement points, nominal values, limits, actual readings, environmental data, date, and technician |
| 2. Restrict the Device | Change the device to an out-of-tolerance, hold, or other controlled status so it is not returned to use prematurely. | Status, location, responsible party, incident number, and notification |
| 3. Define the Review Period | Establish the last known acceptable condition and the potentially affected period based on history, interim checks, use, drift, damage, and risk. | Review start and end, rationale, calibration history, and technical assessment |
| 4. Identify Prior Use | Find inspections, characteristics, parts, lots, serial numbers, work orders, and acceptance decisions linked to that exact device. | Device-use list and potentially affected inspection results |
| 5. Evaluate Impact | Compare device error with measurement results, product tolerances, decision margins, and other available evidence. | Risk assessment, calculations, technical review, and affected-product determination |
| 6. Act on Product | Reinspect, contain, notify, create an NCMR, evaluate delivered product, or take another justified action when needed. | Product action, reinspection, notification, disposition, NCMR, or corrective-action link |
| 7. Record As Left | Document readings after adjustment or repair and determine whether the device is acceptable for its intended measurement use. | As-left readings, adjustment, repair, final result, certificate, and next due date |
| 8. Approve Closure | Complete the impact assessment and required actions before returning the device to service or closing the incident. | Approval, device status, closure date, evidence, and permanent history |
Condition as Found
Preserve the Device's Original Condition Before Adjustment
The condition as found provides the evidence needed to understand whether the device remained capable of supporting valid measurement results. If a calibration provider adjusts or repairs the device before recording the original readings, the size and direction of the error may be lost.
- Actual readings at the required calibration points
- Nominal value, tolerance, error, and uncertainty information when applicable
- Pass or fail result before adjustment
- Observed damage, wear, contamination, or functional problem
- Environmental or setup conditions when relevant
- Technician, method, reference standard, and calibration date
The Missing Traceability Link
Record Which Measuring Device Was Used for Each Inspection
Most organizations identify the inspector and product but do not record the actual caliper, micrometer, gauge, or test device used. That omission makes an out-of-tolerance assessment far more difficult when several qualified devices were available.
Device Identification
Record the unique device or asset ID—not merely “caliper,” “micrometer,” or the device type—on the inspection record.
Product Traceability
Connect the device to part, revision, lot, serial number, work order, operation, characteristic, result, inspector, and date.
Calibration Status at Use
Confirm and retain the device status or due-date relationship when the inspection is performed, according to your configured process.
Why Check-In and Check-Out History Is Not Enough
Tool-crib history can show who had a device and its general location. It usually cannot prove which device produced a particular inspection result. When no exact device ID was recorded, the organization may have to evaluate a much broader population of product, reconstruct use from incomplete records, or rely on assumptions that are difficult to defend.
If only one device could have performed the measurement, the scope may be evident. When multiple suitable devices were available, inspection-level device traceability is what makes a focused, evidence-based review possible.
Determine the Potentially Affected Period
Start with the Last Known Acceptable Condition
The prior calibration date is often a starting point, but the justified review period may be narrowed or expanded using available evidence. The objective is to identify measurement results that could reasonably have been affected—not to declare every product nonconforming automatically.
- Last acceptable calibration or verification
- Intermediate checks, master comparisons, or control-sample results
- Known damage event, drop, overload, repair, or abnormal use
- Drift direction and magnitude across measurement points
- Check-in/out, location, employee, and work-center history
- Device-use records linked directly to inspections
Evaluate Measurement and Product Risk
Determine Whether Prior Acceptance Decisions Remain Valid
Compare the as-found error with the actual inspection results and the applicable product limits. A device error does not always change a product decision, but the conclusion should be supported by evidence.
- Direction and magnitude of the device error
- Product specification and acceptance limits
- Actual measurement result and distance from the decision boundary
- Measurement method, resolution, uncertainty, and environmental factors
- Availability of redundant measurements or subsequent verification
- Product risk, delivered status, customer, regulatory, and contractual impact
Product-Impact Actions
Document the Decision and Act on Potentially Affected Product
The assessment may conclude that prior results remain valid, that selected product requires reinspection, or that broader containment and communication are necessary. Preserve the rationale and evidence in every case.
No Product Impact
Document why the device error could not have changed the prior result or acceptance decision, including calculations and technical review.
Reinspection or Verification
Identify affected product and repeat the measurement with an acceptable device or use another technically justified verification method.
Nonconforming Product Action
Create an NCMR, contain available product, evaluate delivered product, notify applicable parties, and link corrective action when warranted.
Do Not Restore the Device Solely Because It Passes After Adjustment
The device can be acceptable as left while the incident and product-impact review remain open. The application can retain a controlled calibration status until the required assessment and approvals are completed.
Device Master and Calibration Strategy
Define Every Measuring and Monitoring Resource
Maintain the identity, intended use, measurement capability, calibration method, frequency, status, and ownership needed to control each device.
Device Identification
Asset number, serial number, manufacturer, model, device type, photograph, range, resolution, accuracy, location, department, and custodian.
Control Strategy
Regular calibration, calibration before use, reference-only status, internal or external calibration, interval, method, procedure, and alert timing.
Standards and Traceability
Identify masters or reference standards used, their calibration status, applicable procedure, calibration provider, and supporting certificate.
Internal Calibration
Record Measurement Points and Actual Results
Configure a calibration strategy for the device type or individual device. Record each required point, actual reading, tolerance result, adjustments, standards used, technician, procedure, and final acceptance.
- Device-specific measurement strategy
- Actual as-found and as-left readings
- Adjustment or repair information
- Reference standards and procedure
- Final result and automatically calculated next due date
External Calibration
Control the Provider, Certificate, and Returned Status
Record the outside laboratory, shipment and return information, calibration date, as-found result, adjustment, as-left result, certificate, costs, and next due date. Attach certificates, test reports, packing lists, and purchase-order documentation.
- External provider and certificate reference
- As-found information and actual readings when provided
- Adjustment, repair, and as-left result
- Returned-device review and approval
- Linked files and permanent history
Daily Calibration Control
Alerts, Calendar, Check-In/Out, Search, and Reporting
Keep upcoming work and current device status visible to calibration personnel, tool-crib users, inspectors, and quality management.
Upcoming and Overdue Alerts
Calendar and email lists for expired devices and calibrations needed within configured time windows, with on-demand notification options.
Check-In and Check-Out
Scan or enter the device ID, confirm current calibration status, assign employee and work center, and retain custody and location history.
Reports and History
Search devices, calibration records, due status, locations, custody, inactive or damaged tools, certificates, and out-of-tolerance incidents.
Connected Quality Records
Integrate Calibration with Inspection and the Rest of Your QMS
Inspection and NCMR
Record the device used for each inspection and create traceability from an out-of-tolerance result to potentially affected product.
Corrective Action
Escalate recurring device failures, inadequate controls, provider problems, or significant product impact into cause analysis and effectiveness review.
Document Control
Reference current calibration methods, device instructions, acceptance criteria, forms, and controlled procedures.
Internal Auditing
Provide device status, schedules, histories, certificates, standards, overdue items, incidents, and product-impact assessments.
Calibration and Inspection Guide
See how device usage, inspection results, calibration status, and NCMR records work together.
Authoritative References
Review the official ISO 9001 standard overview and IAQG 9100 information.
Open-Source and Customizable
Microsoft Access Front End with Access or SQL Server Data
The application is delivered with an open-source Microsoft Access front end, including forms, reports, queries, tables, and VBA source code. Adapt device types, strategies, measurement points, incident workflows, reports, and integrations to your operation.
- Modify forms, reports, queries, tables, and VBA logic
- Add device categories, calibration strategies, statuses, fields, and approval rules
- Integrate with inspection, ERP, Access applications, and business systems
- Retain ownership and control of your application and data
| Deployment | Best Fit |
|---|---|
| Access front end + Access back end | Smaller workgroups seeking a fast, economical deployment on a stable local network. |
| Access front end + SQL Server back end | Growing multi-user environments needing stronger concurrency, security controls, scalability, and data-management options. |
Optional QA Suite Add-On
Calibration Management Software Pricing
Purchase Calibration independently or add it to the QA Suite at the discounted same-purchase price.
Stand-Alone
$699
One-time software license
- Calibration Management application
- Device records, strategies, schedules, calibration history, and incidents
- Unlimited users
- Open-source Access front end with Access or SQL Server back end
- No annual software-license fee
If purchased separately and integrated with another Database Providers module later, a $250 integration fee applies per module.
Ask About Stand-AloneAdd to the QA Suite
$499
Discounted same-purchase add-on
- Calibration Management connected to the QA Suite
- Inspection-device traceability
- Links to NCMR, Corrective Action, Documents, and Audits
- Unlimited users
- No annual software-license fee
Important QA Suite Pricing Detail
Calibration Management is an optional add-on and is not one of the five applications included in the $2,499 core QA Suite. The $499 add-on price applies when Calibration is purchased with the QA Suite.
Implementation, customization, data conversion, training, inspection integration, SQL Server setup, and ongoing support are quoted separately when requested.
Frequently Asked Questions
Calibration Management Software FAQ
What is condition as found in calibration?
Condition as found is the device's measured condition before adjustment, repair, or other alteration. It provides the evidence needed to evaluate whether prior measurement results may have been affected.
Why must inspections identify the specific measuring device used?
The device ID links a questionable calibration result to specific inspections, parts, lots, serial numbers, work orders, characteristics, and acceptance decisions. Without that link, the organization may have to evaluate a much broader product population or reconstruct usage from incomplete evidence.
Does an out-of-tolerance device mean every product is defective?
No. It means the validity of potentially affected prior results must be evaluated. Product impact depends on the device error, actual measurement results, product limits, decision margins, use history, risk, and other available evidence.
Can the device pass as left while the impact assessment remains open?
Yes. Adjustment may restore the device, but it does not resolve the validity of measurements made before the problem was discovered. The incident and product-impact review can remain open until required actions and approvals are complete.
Can internal and external calibrations be recorded?
Yes. Internal records can capture measurement points, actual readings, standards, procedures, adjustments, and results. External records can retain the provider, as-found and as-left information, certificates, files, and returned-device review.
Can master gauges and reference standards be managed?
Yes. Masters, reference standards, production gauges, inspection tools, test equipment, and other measurement resources can be controlled in the same application with their own status and history.
Does the software make our company ISO 9001 or AS9100 compliant?
No software can certify conformity. The application supports measurement-resource and calibration records that an organization may configure for its quality management system. Your organization remains responsible for applicable requirements, technical decisions, effective implementation, and evidence of conformity.
Is Calibration Management included in the QA Suite?
Calibration is available as a discounted optional add-on but is not included among the five core QA Suite applications.
Make Out-of-Tolerance Reviews Actionable
Connect Calibration Status to the Product Measured
Discuss your device inventory, calibration records, inspection traceability, condition-as-found process, impact assessments, and Access or SQL Server deployment.