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LIMS moduleCalibration & PM

Instrument calibration management software — records you can add to, never rewrite.

Instrument calibration management software in Swat iQua Suite keeps an instrument register with calibration and maintenance records that cannot be edited, due dates recalculated from those records, and daily due alerts.

  • Append-only calibration ledger
  • Due soon (30 days) and overdue states
  • Daily calibration due email
  • Uncalibrated instruments blocked from testing
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Laboratory instruments on benches in a QC laboratory

Schedule states

Always know which instruments you can use today.

Each instrument in the register is Active, On Hold or Deactive, and its schedule state is worked out from its own records.

  1. ScheduledCritical

    Schedule set

    Critical instruments carry a calibration ledger and a due date.

    Scheduled

  2. OKIn date

    Calibrated

    The latest record keeps the instrument in date and usable for testing.

    OK

  3. Due soon30 days

    Due soon

    Flagged 30 days ahead and included in the daily due digest.

    Due soon

  4. OverdueBlocked

    Overdue

    Testing can be blocked or warned until a new calibration is recorded.

    Overdue

Next and last due dates are always recalculated from the records themselves — never typed over.

Key capabilities

Lab equipment calibration and preventive maintenance.

  • Append-only records

    Calibration and maintenance records cannot be changed once added. Each keeps the due date that applied when the work was done.

  • Controlled due-date override

    A one-cycle override needs a logged reason and cannot be dated before the work it relates to.

  • Calibration due alerts

    A daily email digest of instruments due soon or overdue, plus due dates on the compliance calendar.

  • Critical vs non-critical

    Only critical instruments carry a calibration ledger, so effort goes where it matters.

  • Instrument labels

    Barcode labels for instruments, printed from the register.

  • Evidence attached

    Certificates and reports as PDF, Office files or images, kept with the record.

How it works

Calibration that protects every result.

An instrument register only matters if the lab cannot use an instrument that is out of date. In Swat iQua Suite the register is connected to testing.

The register

Each instrument is recorded as critical or non-critical, with its status (Active, On Hold or Deactive). For critical instruments the calibration ledger drives a schedule state — awaiting schedule, scheduled, ok, due soon or overdue. Only internal users can be recorded as having performed calibration or maintenance, so each record is attributable to a named member of your team.

Connected to testing

In Sample & Testing Management the lab can choose to block the use of uncalibrated instruments. In In-House QC Testing a test can only be assigned to an instrument that is in calibration. The dashboard shows a calibration gauge, so the QC manager sees the state of the whole lab at a glance.

Ready for the inspector

Because records are append-only and every change is in the audit trail, the calibration history of any instrument can be shown as it happened — including any override and its reason. Instrument history combines with the raw data and review records in the LIMS to show that each reported result came from an instrument in calibration.

Regulations

Designed to support equipment control requirements.

  • US FDA cGMP

    Laboratory instruments calibrated at defined intervals, with records kept and out-of-calibration instruments kept out of use.

    FDA cGMP

  • 21 CFR Part 11

    Attributable, append-only electronic records with an audit trail of every entry and override.

    21 CFR Part 11

  • ALCOA+

    Records are contemporaneous, enduring and original — the history is never overwritten.

    ALCOA+

Keep exploring

Related LIMS pages

FAQ

Frequently asked questions

Can’t find your answer? Talk to our team — we reply within one business day.

What is instrument calibration management software?

It keeps the register of lab instruments, their calibration and maintenance records and their due dates, and alerts the lab before anything goes overdue. In Swat iQua Suite it is also connected to testing, so out-of-date instruments can be kept out of use.

Can a calibration record be edited after it is saved?

No. Records can only be added. Each stores the due date that applied at the time, and the next due date is recalculated from the records.

How are calibration due alerts sent?

A daily email digest lists instruments that are due soon (within 30 days) or overdue. Due dates also appear on the compliance calendar and the dashboard.

Can we change a due date for one cycle?

Yes, with a logged reason. The override cannot be dated before the work it relates to, and it stays in the audit trail.

Ready to see Swat iQua Suite in action?

Book a free, personalised demo and see how Swat iQua Suite takes your plants, labs and quality teams from paper to inspection-ready.

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