Reference standard management process flowchart

What the reference standard management process is

Reference standards can remain physically present long after their record, status or intended use becomes unclear. This template starts at a request or a review and checks that an approved standard and current record are available before the custodian retrieves it. A missing source or record becomes an investigation path, not a reason to substitute an unverified container.

The flow then separates suitability from any added check or requalification that a local procedure requires. Material that is unsuitable is segregated for impact assessment, while a standard cleared for controlled issue still returns through the central record with its use and follow-up. Adapt the custody, storage, qualification and use controls to the standard types and methods at your site.

What this flowchart covers

In this template

• A request-or-review start that confirms an approved standard and current record before retrieval.
• A missing-record investigation route that returns to a controlled retrieval decision.
• A suitability decision with segregation and impact assessment for a restricted or questionable standard.
• An additional-check branch before controlled issue, followed by a single updated standard record.

When to use this template

• You issue, retrieve, review or return reference standards used across analytical or quality-control activities.
• A standards custodian and laboratory users need clearer handoffs for missing records, unusual status or a required additional check.
• You want to distinguish day-to-day standard management from the initial qualification process for a new candidate standard.

How it works

1. Define the master record

   Identify the record that establishes standard identity, source, status, location, use history and any local review trigger.

2. Set custody handoffs

   Replace the retrieval and issue steps with your custody roles, storage access and return controls, including the route for a missing standard or record.

3. Specify added checks locally

   Name the event that calls for another check or requalification and the reviewer who decides whether it is complete.

Frequently asked questions

What does a reference standard management process flowchart cover?

It maps a request or review through retrieval, identity and status checks, an added check where needed, controlled issue and update of the standard record.

Why should a reference standard have a separate management process?

Reference standards often have central custody, defined use and history that must remain connected to the physical container. A dedicated process makes those handoffs visible.

What should happen when a reference standard is not suitable for use?

Segregate it under the local status control, assess any impact on prior or planned work and record the decision and follow-up. The next action depends on the standard and local procedure.