The sample log: tracking physical samples, review status and storage
The installed restaurant trim looks different from the sample everyone remembers. Several brass pieces are on the office shelf, and one has only a supplier's label. The coordinator needs to find the actual reviewed reference and its conditions before arranging a comparison.
Give each physical sample a traceable identity and connect it with its review record and storage location. Record what was reviewed, the result and any conditions. A sample on the shelf is not automatically the accepted reference, and an appearance comparison does not establish every performance requirement or acceptance of the installed work.
Connect the object with the review
- Log the sample when it arrives. Assign an identifier consistent with the project's submittal system. Record the specification or other requirement, product description, submitting trade, supplier reference, date and requested review. Note whether it is a proposed finish, a retained comparison piece or another kind of sample. Keep related alternatives distinguishable.
- Label the object and its record. Put the identifier on a durable tag or suitable container without damaging the comparison surface. Link the submission and review response in the log. Record the actual review status and conditions; do not turn a request for information or a conditional response into an unqualified approval. Identify who must resolve an unclear result.
- Record an accessible storage location. Choose a suitable place for the reference and record its shelf, cabinet, room or agreed location. Large or installed samples may need a different arrangement from small finish pieces. Protect the sample from avoidable deterioration and track any move or loan. A photograph can help identification but does not replace the object where physical comparison is needed.
- Set retention and return deliberately. Check the applicable specification, review process and project record requirements before setting a disposal or return date. Keep the appropriate reference available for the comparisons still required, including any agreed later review. Obtain the relevant authorization before clearing rejected or duplicate pieces, and retain their records so an earlier review remains understandable.
Keep the sample's scope visible. The reviewed brass colour may establish an appearance reference while dimensions, installation, suitability and other requirements still depend on the project documents and applicable reviews. When installed work is questioned, bring the correct record and sample to the appropriate reviewer rather than declaring a match from memory.
Common mistakes
- Writing approved on a sample without linking the actual response.
- Moving a reference without updating its recorded location.
- Disposing of pieces at job completion without checking retention needs.
Checklist
Check one retained sample
- Unique sample identifier.
- Requirement, product and submitting trade.
- Submission and actual review result.
- Conditions and scope of comparison.
- Current physical location.
- Retention or return decision and authority.
Check your understanding
The sample looks like the installed trim. Is the issue closed?
