Solicitation Memo for OWM Recognition (2023-07-05) Page 1 of 3

July 05, 2023 

MEMORANDUM FOR State Directors 

State Metrologists (including GIPSA/USDA, LA County) 

From: Micheal Hicks, Laboratory Metrology Program Leader

Office of Weights and Measures (OWM)

Subject: OWM 2023 Annual Submission for State Laboratory Program 

This memorandum is the annual solicitation request for OWM Laboratory Recognition per NIST 

Handbook 143, Program Handbook. Recognition requirements are identified in Handbook 143, Table 1. 

The required 2023 Annual Submission materials to be submitted to OWM for 2024 Recognition by 

participating laboratories are detailed in this memo and in the table below. 

Deadlines and Reviews 

To maintain or obtain NIST OWM Laboratory Recognition, materials must be submitted each year 

between October 1 and November 1. The deadline is November 1. (Laboratories that have Fall RMAPs, 

September through November, have until November 15, per Handbook 143). All laboratories must

comply with the ISO/IEC 17025:2017 documentary standard. Materials that are not submitted on time

or that are submitted incomplete may not be reviewed prior to the expiration of the current laboratory

Recognition certificate of metrological traceability. We will make no commitments of timely reviews for 

late submissions. Items that are significantly late may not be reviewed until the next review cycle. 

Materials may be submitted during the year to update a Recognition measurement scope. However, 

they may not be reviewed in a timely manner or until the next review cycle, pending OWM training 

schedules and other program commitments and priorities. 

Submission Method and Content 

There are two methods for submitting Recognition material. The first method is the NIST cloud service

and the second method is through a mail service courier. E-mail submissions will not be accepted or 

tracked, except if specifically requested by OWM. 

Method 1 (Cloud Service):

Laboratories have the option to upload submissions to the NIST Box cloud service. Use the following link 

to upload files to Box. Be sure to zip the directory of submission files prior to submitting them to Box to 

expedite the uploading process and ease the decerning of what files belong to your laboratory. Make 

sure that all files are appropriately named and dated before creating the zip file. When submitting your 

zip file, Box will tie the submission to an email account. Only OWM will have access to your submissions 

and OWM will notify you once the submission is received. In addition, once the directory of files is 

uploaded to Box, it cannot be overwritten. If needed, please notate additional submissions in the name 

of the zipped file with version numbers. If you have any questions regarding Box, please address them to 

Micheal Hicks (Micheal.Hicks@nist.gov).

Method 2 (Mail): 

CD and USB memory stick are acceptable formats via mail. A CD media device provided by the 

laboratory is acceptable for submitting but not a USB memory stick from the laboratory. The USB 

memory stick must be NIST-provided to be compliant with NIST IT security policies. A NIST-provided USB 

memory stick can be made available to laboratories per the request of the laboratory. OWM will not 
Solicitation Memo for OWM Recognition (2023-07-05) Page 2 of 3

return the USB memory stick after being submitted. Please note that Federal Express, UPS, or other 

couriers do not get to OWM any faster than Priority Mail because items are delivered and processed at 

the NIST Shipping and Receiving department before arriving to OWM. Often deliveries take two to three 

additional days before arriving to the OWM office.

Submissions mailed should be addressed as follows: 

NIST Office of Weights and Measures

Attn: Micheal Hicks

100 Bureau Drive, MS 2600

Bldg 222, Rm B267

Gaithersburg, MD 20899-2600

If the submission methods above are non-compliant with your laboratory’s IT security policies, contact 

Micheal Hicks for alternative solutions. Use Document Control best practices in your files and in filenaming conventions. Limit the length of file names and sub-directories to less than 100 characters 

combined to avoid any issues with files being saved onto the OWM server. Review the Electronic File 

Organization Tips available on the State Lab Program Resources page before sending your submission 

files: http://www.nist.gov/pml/wmd/labmetrology/lab-resources.cfm.

Training 

There is a two-hour Annual Submission webinar scheduled that examines the required materials and 

process. Please register in the OWM Contact System as soon as possible. Reading this memorandum and 

reviewing your laboratory’s previous Annual Submission review letter constitutes the required pre-work 

for the session:

• Training Event: Webinar - State Laboratory Annual Submission Process 

• When: Thursday, July 06, 2023, 2:00 PM to 4:00 PM Eastern Time.

Summary Table for 2023 Annual Submission for 2024 Recognition

ISO/IEC 

17025:2017 

Section or 

Reference

Item

To be 

submitted by 

all laboratories 

as appropriate

Sent

*Application HB 143, Recognition Application (2018) Yes

*ALL Previous Non-conformities (review and complete action items related to 

prior year OWM feedback, onsite assessments, and internal audits)

As identified in 

previous audits 

and reviews 

and OWM 

feedback 

ALL New NVLAP Assessment Letters and Reports must be submitted If applicable

6.2 Laboratory Auditing Program (LAP) Problems If applicable

6.6 New Calibration Certificates for Standards Calibrated and Supplier 

Evaluations (where done externally) If applicable
Solicitation Memo for OWM Recognition (2023-07-05) Page 3 of 3

ISO/IEC 

17025:2017 

Section or 

Reference

Item

To be 

submitted by 

all laboratories 

as appropriate

Sent

7.2 Laboratory Developed Calibration Procedures (and include Validation 

Procedure and Evidence of Validation).

New 

procedures 

only

*7.6

Uncertainties for all Measurement Parameters

1. Make sure components match applicable SOP uncertainty 

budget tables; 

2. Update all standard deviations consistent with your control 

charts; 

3. Evaluate all uncertainties with appropriate precision 

assessment (Pn) and if there are any Pn failures, include 

appropriate comments and evidence of corrective action or 

pending corrective action. 

Excel Versions preferred. 

Yes

*7.7 Proficiency Testing Follow Up Forms (only for PTs that are completed 

for your lab). ONE per PT. Yes

*7.11

Special Technical Assessment: 

Submit completed Facility Audit Form with objective evidence as 

discussed during the RMAPs. Be sure to include action items and action 

item log that result from the assessment.

Yes

8.2 Submit your Quality Manual/Management System Manual, Appendices, 

Forms, Administrative Procedures, and Lab Developed Methods. 

Only if updated

or requested

8.8

Submit internal audit report of the laboratory compliance to ISO/IEC 

17025:2017. This is required to be done annually by all laboratories

according to HB 143. It is recommended for the laboratory to use the

OWM Internal Audit 17025:2017 Form (2019). Associated Action Item 

forms and Action Logs are to be submitted where action items are 

identified. Objective Evidence for each item may be submitted but is 

not required for submission. 

Only if 

Recognition

Certificate

expires this 

period (2023)

*8.9

Management Review (less than 6 months old).

OWM Management Review Outline (2018) is available that includes 

Risk Assessment consistent with 17025. Be sure to include records of 

actions from meetings, objective evidence, and action items. 

Yes

*Minimum number of items to be submitted for all laboratories

NOTE: (1) OWM may request additional items from your laboratory to support metrological traceability

 (2) Use the ‘Sent’ column as a checklist!