Who this is for
QA/Quality/Metrology Managers in regulated manufacturing and labs who need to deliver professional, auditor‑ready documentation without weeks of manual prep.
Outcome
A professional Audit Pack (PDF) with an executive summary and instrument list, plus an optional ZIP of all calibration certificates — ready to hand to your auditor or share via a secure link.
Step‑by‑step
1) Prepare your register
Export your current instrument register (CSV/Excel). Include at minimum: Asset ID, Name, Location, Instrument Type, Next Calibration Due. If you track calibration frequency, include that too.
2) Import instruments and certificates
Use the import to load instruments. Upload existing certificate PDFs to the Certificates section (drag‑and‑drop supported). Uploaded files are stored securely and versioned. If you’re on the shop floor, you can capture photos/notes offline — Scopax syncs them automatically when you’re back online.
3) Link certificates to instruments
Link each instrument to its current certificate. You can filter by Asset ID, partial name, or certificate number to speed up matching.
4) Generate the Audit Pack
Select instruments, choose your options, and click Generate. You’ll receive a localized PDF with a cover page, compliance summary, and instrument table. Enable the ZIP option to include all certificate PDFs organized by instrument.
5) Share securely (optional)
Create a time‑limited, access‑controlled link for auditors or customers. Track access, limit fields for data minimization, and revoke at any time.
Best practices
- Adopt a consistent Asset ID convention (stable across departments).
- Keep certificate numbers in a dedicated field; avoid encoding them in filenames only.
- Scan PDFs at readable resolution (150–300 DPI) and ensure dates/signatures are legible.
- Track expiry based on certificate validity; configure reminders at T‑30, T‑7, and T‑1 days.
- Store accreditation body/number when relevant to your audits (e.g., UKAS, DAkkS).
Audit‑day checklist
- Generate a fresh Audit Pack the morning of the audit.
- Verify that expiring/expired instruments have corrective actions or are out of service.
- Confirm certificate ZIP includes all referenced instruments and latest versions.
- Prepare a secure share link for the auditor if remote review is expected.
- Have a point‑of‑contact ready to answer equipment‑specific questions.
Next steps
Download the sample pack to see the final output, then start a 14‑day trial to import your data and generate your own.