A specimen record should let another person identify what was actually received or requested. Record the sample identifier, product reference, date and responsible source. A sample photograph is useful only when its relationship to that specimen is clear. Keep a requested sample, a received sample and a reviewed sample as distinct states; this demonstration does not move a real sample between those states.
For the plane, groove and relief studies, the visible face answers different questions. Note which face or edge the reviewer intends to examine, and whether another orientation is needed. A set of images should not become a set of physical samples by implication. Record missing correspondence explicitly so the next person knows which source or specimen still has to be obtained.
Review the record alongside finish notes and batch identity before preparing the local brief. A physical sample may represent only a particular issue or batch. Ask the provider what it represents and which source supports that scope. If a newer specimen is proposed, retain the old identifier and record the relationship rather than overwriting the history.
Keep these fields together
- Sample identifier
- Requested/received state
- Face and orientation
- Related product
- Represented scope
Use the blank source worksheet to record actual information from the responsible provider. Fields are intentionally empty; the fictional collection does not supply a decision, current document or real project record.
Download a blank source register (CSV)