Equipment Labeling

Norm Basis

Clause 6.4.8 requires that all equipment requiring calibration or having a defined period of validity be labelled, coded, or otherwise identified so that the user can readily determine the calibration status or period of validity. Clause 6.4.9 additionally requires that defective equipment be clearly labelled or marked as out of service.

The labeling scheme described here satisfies both requirements. It also covers equipment that is present in the laboratory but intentionally excluded from the calibration programme — ensuring that no piece of equipment has an ambiguous status.

Label Overview

Calibration Status Label (Kalibriermarke)

The calibration status label is applied to every piece of equipment that is part of the laboratory's calibration programme. It allows any user to immediately determine whether the equipment is currently calibrated and within its validity period.

The label contains:

• Equipment identifier (internal ID)
• Date of last calibration
• Next calibration due date
• Calibration certificate number
• Calibrated by (laboratory or provider name)

When to apply: After each calibration, as the final step of the return-to-service procedure. The previous label is removed and replaced with a new one reflecting the current calibration data.

When to remove: When replaced by a new calibration label, or when the equipment is quarantined (replaced by the Gesperrt label) or decommissioned (replaced by the Stillgelegt label).

Out of Service Label (Gesperrt)

The Gesperrt label is applied to equipment that has been taken out of service because it is defective, outside its calibration specification, or otherwise unfit for use. It must be visually unmistakable — a technician must see it instantly and know not to use the equipment.

The label contains:

• GESPERRT — prominently displayed
• Date of quarantine
• Reason (e.g., calibration outside tolerance, mechanical damage, malfunction)
• Name of the person who quarantined the equipment
• Nonconforming work record reference (once opened)

When to apply: Immediately upon detecting a defect, as described in the defective equipment procedure. The existing calibration label is removed and replaced with the Gesperrt label.

When to remove: Only after the equipment has been repaired or recalibrated and has passed the return-to-service verification. The lab manager authorizes the removal of the Gesperrt label and the application of a new calibration status label.

Decommissioned Label (Stillgelegt)

The Stillgelegt label is applied to equipment that is permanently retired from service. It prevents anyone from inadvertently using a decommissioned instrument for measurement or calibration activities.

The label contains:

• STILLGELEGT — NICHT VERWENDEN
• Date of decommission
• Reason for decommission

When to apply: When the disposition decision in the defective equipment procedure is permanent decommission. The previous calibration label must be removed first.

When to remove: Never. The label remains on the equipment permanently.

Indicative Only Label (Nur zur Anzeige)

The Nur zur Anzeige label is applied to equipment that is present in the laboratory but intentionally not included in the calibration programme. This equipment may be used for rough or indicative readings — for example, a multimeter used for quick voltage checks or a pressure gauge used to monitor line pressure — but must never be used in any measurement chain that contributes to calibration results.

The label contains:

• NUR ZUR ANZEIGE — NICHT FÜR KALIBRIERUNGEN
• Equipment identifier

When to apply: On any equipment present in the laboratory that is intentionally not calibrated. The equipment must also be recorded in the equipment master list with an indicative-only status, so the labeling and the records are consistent.

When to remove: If the equipment is later brought into the calibrated inventory. This requires calibration by an accredited provider before the Nur zur Anzeige label is replaced with a calibration status label.

DAkkS Kalibriermarke

The DAkkS Kalibriermarke is an official registered trademark administered by the Deutsche Akkreditierungsstelle (DAkkS). It is available exclusively to DAkkS-accredited calibration laboratories and may be placed on calibrated customer equipment or integrated into calibration certificates — provided the calibration falls within the laboratory's accreditation scope.

Key rules governing its use:

• The mark must be used within its designated label frame — it cannot be used in isolation or separated from the complete label.
• Application is voluntary and free of charge. Accredited laboratories request the mark by contacting DAkkS.
• The mark must not contain a recommendation for the calibration interval, unless agreed with the customer (clause 7.8.4.3).

The DAkkS Kalibriermarke is distinct from this laboratory's internal calibration status label. The internal label tracks calibration status of the laboratory's own equipment. The DAkkS Kalibriermarke, once the laboratory is accredited, will be applied to customer equipment as part of the calibration service.

Full details are available from DAkkS: Die DAkkS-Kalibriermarke.

Label Production

All labels are printed in-house using an Epson P-Touch label printer with TZe tape cartridges. The tape color for each label type is defined in the label overview table:

• Calibration status labels: white TZe tape (standard black on white)
• Gesperrt and Stillgelegt labels: TZe white on red
• Nur zur Anzeige labels: TZe black on yellow