Records linked to each unit
Start from the service question: if a unit needs investigation, what information must be recoverable? A useful identification scheme relates the physical unit to its drawing revision, bill of materials and approved configuration. Where the failure risk warrants it, the record also identifies component lots or individual serial numbers.
A label alone is not traceability. Decide which record is authoritative, how a replacement component is recorded and how the OEM receives the information after shipment.
| Record | Content to agree | Question it should answer |
|---|---|---|
| Unit identity | Unique unit or assembly ID and product configuration | Which product was delivered? |
| Component history | Required serial or lot references and approved substitutions | Which components were installed? |
| Assembly evidence | Instruction revision, required checks and sign-off | Which build instructions were followed? |
| Acceptance evidence | Test plan revision, conditions, results and disposition | Why was this unit accepted? |
| Change history | Change approval and first affected unit or batch | When did the configuration change? |
Hardware configuration record
Before the build, we agree the configuration fields and retention requirements with your team. The record connects the delivered unit to its mechanical parts, selected base and arm, firmware, calibration and acceptance results.
| Record | Information included | Use during service |
|---|---|---|
| Unit identity | Unit serial number or assembly ID and product configuration. | Identify the hardware being inspected or maintained. |
| As-built configuration | Released BOM and drawing revisions; required component models, lot references and serial numbers. | Check which parts were installed and which replacements are approved. |
| Assembly and calibration | Applicable work instructions, inspection entries, adjustment results and calibration settings. | Restore the assembly to its recorded setup after service. |
| Firmware and interfaces | Base and arm firmware, relevant parameters and platform interface revision. | Check compatibility before a controller, firmware or software interface changes. |
| Acceptance results | Test plan revision, tested configuration, results and disposition of open items. | Identify the checks completed before hardware handover. |
| Engineering changes | Approved change, affected parts and first applicable unit or batch. | Determine whether a change applies to the unit being serviced. |
We record approved deviations against the affected unit. After a repair or component replacement, the service record needs to identify the new configuration and any calibration or tests repeated.
Incoming inspection
Use the bill of materials and risk assessment to choose which incoming attributes require inspection. A machined interface may need dimensional checks; a purchased controller may need model, revision and condition verification. Agree sampling or full inspection where appropriate rather than writing “all components checked” without a method.
Define what happens to a nonconforming part: identification, segregation, disposition and reinspection after correction. Substitutions should follow the agreed approval process, especially for safety-related parts or parts that affect validation.
Assembly records
The exact fields should reflect the product. Excessive paperwork can obscure the few decisions needed to understand a build; missing configuration information can make a detailed test record impossible to interpret.
- Drawing and instruction revision at the time of build.
- Assembly-critical dimensions and adjustment results.
- Required electrical identification, routing and connection checks.
- Configuration of firmware or software supplied for the product.
- Nonconformities, rework authorization and the checks after rework.
Engineering changes
Agree authority for deviations, concessions and permanent design changes separately. An assembler should not have to infer whether an email, sketch or old drawing remains valid. The change record should identify any effect on existing stock and service spares.
- OEM approves the change
- Affected documents are released
- Stock and work in progress are reviewed
- First affected unit is identified
- Required checks are performed
- Updated records accompany release
How do a deviation, an engineering change and a repair differ?
| Record type | Purpose | Control to agree |
|---|---|---|
| Deviation or concession | Document an authorized exception for a defined part, unit or batch. | Scope, reason, assessment, approver, expiration or quantity limit, and any additional checks. |
| Engineering change | Revise the approved design, material, process or test baseline. | New revision, impact review, implementation point and treatment of stock or work in progress. |
| Service repair | Record work performed on an identified unit after release. | Removed and installed parts, resulting configuration and the checks needed before return to service. |
Do not silently rewrite the original build history after repair. Link the service record to the unit and preserve the sequence of configurations. The depth of retention, access and approval should be agreed with the OEM for the product and its intended use.
Reviewing the record package with us
Before assembly, we review the traveler, inspection sheet, test report and configuration record with your team. We agree the required fields, responsible reviewers, retention period and delivery format for your order.
- The link between a unit ID, its build configuration and acceptance results.
- The responsible person and acceptance authority for each required check.
- Record retention, customer access and delivery format.
- Rules for inspection equipment suitability and calibration where measurement accuracy matters.
- How corrections are recorded without losing the original result.
Common questions
Is serial-number tracking enough?
No. The identifier must connect to useful configuration and acceptance information. Define the required relationships in the quality plan.
How should an OEM verify the scope of a quality certificate?
We review any required certification with you against the actual legal entity, manufacturing location and contracted work. The certificate’s scope and validity must cover the work for which it is being requested.
Can the OEM specify its own forms?
Include the forms and instructions in the manufacturing review. Agreement is needed on fields, responsibilities, retention and delivery.
Should every component be serialized?
Not necessarily. Choose unit, lot or component-level identification according to product risk, contractual requirements and service needs.
Can customer records be used as public evidence?
We do not share customer records without permission. For a project review, we agree a record format or a permitted anonymized example.
Record the platform interface configuration
For an integrated platform, agree records for the body and machined part revisions, base and arm models, relevant firmware and parameter versions, external interface definition and calibration results. Link approved changes to the affected build.
Customer scheduling software has its own release history. Where it is used during acceptance, record the tested customer software version alongside the platform configuration.