Doc. No.

: QC-P-07
Procedure for Instrument/ Gauges Rev. No. : 00
Issue and Tracking Page : 01 of 02
Rev. Date : 27.05.24
1. Purpose: To establish a standardized procedure for issuing and tracking of
instruments/Gauges to ensure their proper utilize, security, and accountability.
2. Scope : All departments and personnel involved in the issuance and tracking of
instruments/ gauges within the organization and suppliers.
3. Overall Responsibility: Standard room in-charge
4. Description:
Ref.
S.
Activity Description Responsibility Documents /
No.
Records
4.1 Requesting for issuing of Instruments / Gauge:-
Employees must initimate through E-mail to standard in charge and Instrument /
CC to department Head by considering Employee name and E-mail
gauge user
department, Instrument required, Purpose of use, and Duration of use.
4.2 Issuing Instruments: -
Verification: Standard room in-charge will verify the approval and
checks the availability of the requested instrument.
Recording: Standard room engineer will record the information in the
issue register, including:
Instrument /
Date of issue, Condition of instrument and gauge
Standard Gauge issue
Instrument details (serial number, description)
Room In- Record,
Issued to (employee name, department and sign.)
charge Delivery
Issued by signature, Supplier name (if any)
Challan
Expected return date, Actual return date
Acknowledgment: Employee (user) must sign on issue register upon
receiving the instrument /gauge, confirming its condition and
agreeing to the return.
Delivery challan to be raised for each IMT going outside.
4.3 Usage Tracking :-
Standard room in-charge will track the issue instruments / gauge as
per issue register. Instrument /
Standard
Regular follow-up will on 30th / 31st of each month (28th in case of Gauge issue
Room In-
February) for all issued instrument / gauge by mail to get back Record,
charge/
pending instrument/Gauges.
Concern HOD
After three reminders, if the user not able to return the instrument / E-mail
gauge then standard room engineer will be discussed the matter with
BFG member in the presence of concern Department Head.
4.4 Returning Instruments :-
Return Process: Employee will return the instrument to the Standard
room in-charge by the agreed return date. Standard Instrument /
Condition Check: Standard room engineer will checks the instrument Room In- Gauge issue
/ gauge for any damage or discrepancies. charge Record
Recording: Update the issue register to reflect the return, including:
Date of return, Condition upon return, Notes on any damage or issues

4.5 Handling Damaged or Lost of Instruments : -

Immediate Reporting: Employees / Supplier (User) will immediately
report of any damage or loss of instruments with properly reason to
the Standard room in-charge.
Standard room in-charge will record the data of damage or loss of
instruments / gauge and inform the concerned HOD. Standard Calibration
Standard room in-charge will be arranged for the repair or Room In- Record,
replacement of damaged or lost of instruments as required. charge Sale Bill
After repair, standard room in-charge will be calibrated the
instrument / gauge and then issue the same.
In case supplier has damaged / lost the IMT / Gauge then
adequate amount to be recovered from the supplier and sale bill
copy to be attached with register.
Prepared By : Reviewed & Suggested By : Approved By :
Signature : Signature : Signature
 Procedure for Doc. No. : QC-P-07
Rev. No. : 00
Instrument/Gauges Issue and Page : 02 of 02
Tracking Rev. Date : 27.05.24

5.0 RECORDS / DOCUMENTS

Min.
S. Disposal Authority for
Title of Document Format No. Retention
No. Method Disposal
Period
5.1 Instrument / Gauge issue Record QF-F-07/01
1 Year
5.2 Calibration Record QC-F-04/02 Delete
1 Year
soft copy
5.3 Calibration Sticker QC-F-04/03 1 Year or shred HOD QC
5.4 Delivery Challan - hard
I Year copy
5.5 Sale Bill - I Year

6. Changes: BFG member and HOD - QA are authorized to approve and make amendments in
this procedure.

7. Distribution: Quality.
8. Abbreviations:
8.1 EIL – Eastman Industries Ltd
8.3 HOD – Head of Department
8.4 BFG – Business Facilitation Group

Prepared By : Reviewed & Suggested By : Approved By :

Signature : Signature : Signature :