Assign a unique identifier to each instrument
Keep equipment name, inventory code, make, model and serial number in separate fields. Match records to physical instruments to avoid confusing devices of the same model.
Add usage information
Record the department, owner, intended use, measurement range and process acceptance criteria where needed. An inventory is not just for counting; it helps define the right service requirements.
Set up tracking fields
Add the last calibration date, planned follow-up date, certificate number, document location and use status. Retain the rationale for the interval separately.
Define who is responsible for updates
Decide who updates records when equipment is added, moved, maintained, calibrated or taken out of service. Start by opening the CSV template below in Excel.
Further reading
For metrology concepts, consult JCGM publications, and for calibration intervals, consult ILAC guidelines . This article provides general information; assessments specific to your equipment and process must consider the applicable requirements.