Certificate Review

Review what the certificate actually says

The certificate workflow separates document receipt from technical acceptance. A successful upload means a file was stored. Acceptance means an independent Metrology Reviewer checked the evidence against the instrument, method, measurement coverage, conditions and intended reporting requirements. Certificate Review Inbox keeps submissions and preparation identities visible for that decision.

Certificates can be received from an external provider or prepared from internal calibration work. Each retains the issuer’s identifier, issue date, version, original file and content digest. The digest helps detect repeat uploads and preserve document identity. It does not establish the scientific validity of the contents.

Check coverage before accepting evidence

Review the certificate alongside the calibration order and its frozen method revision. Confirm the instrument identity and the points covered. Inspect the result summary, stated uncertainty and reference evidence relevant to the agreed work. Where the provider contract requires information that is missing, request a correction or additional evidence before acceptance.

• Match the certificate to the physical instrument and order.
• Retain as-found information when required for historical impact assessment.
• Identify any adjustment and the corresponding as-left evidence.
• Check the stated units and applicable decision rule.
• Record limitations and the reviewer’s decision reason.

A document can accurately report a failed calibration. Accepting that report confirms the evidence is suitable to retain and act upon; it does not make the instrument available. The result and any holds remain visible. This avoids the common mistake of treating every accepted document as a passing instrument.

Require independent technical review

The reviewer cannot be the person who prepared the certificate or performed the underlying calibration. The controls compare authenticated identity against immutable preparation and execution history. Changing a person’s role or assigning additional permissions must not bypass that rule.

Admin can maintain identities and connector configuration but has no technical approval authority through that role. If the organization has no eligible independent reviewer, the item remains pending. The workflow should expose that operational constraint instead of using an automated assistant or an administrator to approve their colleague’s work without authority.