Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 1 of 6 Approval: AKT Effective Date: March 9,2023

Purpose

The purpose of this Guide is to outline the steps to be taken when any aspect of 

the testing or calibration work is changed, resulting in a change to the currently 

disseminated calibration or measurement values and all amended reports and 

certificates.

Scope

The Guide applies to any change in the measurement facility, system or method, 

procedures, processes, or controlled parameters that results in changes in currently 

disseminated calibration and measurement values. The scope includes any 

change to customer issued reports or certificates. 

Definitions

N/A

Protocol

CHANGE IN DISSEMINATED VALUE

1. The responsible party shall investigate to determine the root cause, the 

corrective action and the impact of the disseminated value change. This 

investigation shall be documented using the Change in Disseminated Value(s) 

form (Appendix RPD-G-12. A).

NOTE: Depending on the nature of the change, the Division Chief, Group 

Leader or Quality Manager may delegate the investigation to any staff 

member. The Group Leader and/or the Quality Manager may be required to 

conduct or assist in the investigation.

2. Corrective actions appropriate to the root cause and designed to eliminate the 

problem and prevent recurrence shall be selected. Guide RPD-G-08, 

Corrective Action, should be consulted and applied if the root cause relates to 

nonconformances in the work or departures from the policies and procedures 

in the quality management system.

3. The Group Leader shall review and declare acceptance (by signing the 

corrective action section) of the Change in Disseminated Value(s) form.

4. A replacement report of calibration or certification shall be issued. The 

change and the reason for the change shall be clearly identified. It shall be 

uniquely identified and contain a reference to the original that it replaces. 
Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 2 of 6 Approval: AKT Effective Date: March 9,2023

Amendments to a report or certificate are made in the form of a further 

document that meets all the requirements of the original report, and includes 

the statement “Amendment to Report, serial number... [or as otherwise 

identified]”, To identify the reissue, a new version number suffix to the 

original order number must be added. The report should also contain a 

reference to the original that it replaces. A revised report shall contain a 

revision history. When it is necessary to issue a complete, new report, the 

new report is uniquely identified and contains a reference to the original that 

it replaces, NIST-QM-I requirements (see Section 7.8.8). 

5. Standard Reference Material (SRM) certificates must retain their original 

number. A revised certificate shall contain a revision history. Changes to 

SRM certificates that do not affect certified values may be made in the form 

of an addendum to the certificate. When appropriate, current owners of the 

SRM affected by this change shall be sent a new certificate accompanied by 

the addendum and any other relevant information. These changes will also be 

posted on the NIST SRM website.

6. The impact of the change in disseminated value should be documented in the 

Change in Disseminated Value(s) form (Appendix RPD-G-12. A).

7. The responsible party shall notify the affected organization(s) in a timely 

manner.

AMENDED CUSTOMER REPORT OR CERTIFICATE

1. If the customer report or certificate needs to be amended due to a 

grammatical or editorial error or other change that does not require corrective 

action nor a change in the disseminated value, then the investigator shall

amend the report to correct the error.

2. The investigator shall determine the root cause and the corrective action of 

the change and document it, using the Change in Customer Issued Report or

Certificate form (Appendix RPD-G-12. B).

3. Corrective actions, appropriate to the root cause and designed to eliminate the 

problem and prevent recurrence shall be selected. Guide RPD-G-08,

Corrective Action, should be consulted and applied if the root cause relates to 

nonconformances in the work or departures from the policies and procedures 

in the quality management system. 

4. A replacement report of calibration or certification shall be issued. The 

change and the reason for the change shall be clearly identified. It shall be 

uniquely identified and contain a reference to the original that it replaces. 

Amendments to a report or certificate are made in the form of a further 

document that meets all the requirements of the original report, and includes 

the statement “Amendment to Report, serial number... [or as otherwise 
Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 3 of 6 Approval: AKT Effective Date: March 9,2023

identified]”, To identify the reissue, a new version number suffix to the 

original order number must be added. The report should also contain a 

reference to the original that it replaces. A revised report shall contain a 

revision history. When it is necessary to issue a complete, new report, the 

new report is uniquely identified and contains a reference to the original that 

it replaces, NIST-QM-I requirements (see Section 7.8.8). 

5. Standard Reference Material (SRM) certificates must retain their original 

number. A revised certificate shall contain a revision history. Changes to 

SRM certificates that do not affect certified values may be made in the form 

of an addendum to the certificate. When appropriate, current owners of the 

SRM affected by this change shall be sent a new certificate accompanied by 

the addendum and any other relevant information. These changes will also be 

posted on the NIST SRM website.

6. The responsible party shall notify the affected organization(s) in a timely 

manner.

Acceptance Criteria

Quality should be demonstrated as restored to the calibration or SRM services 

(through an appropriate corrective action) prior to resumption of regular 

calibration and testing services.

After it is determined that the corrective action has succeeded, the investigator, 

the Group Leader, the Quality Manager, and the Division Chief shall 

acknowledge by signing the Change in Disseminated Value(s) form. This 

acknowledgement authorizes the resumption of services.

References

N/A

Documentation

Change in Disseminated Value(s) form Appendix RPD-G-12. A

Change in Customer Issued Report of Certificate form Appendix RPD-G-12.B

Logbooks

Filing and Retention
Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 4 of 6 Approval: AKT Effective Date: March 9,2023

The Quality Manager files the original Change in Disseminated Value(s) form or 

the Change in Customer Issued Report of Certificate form in the Change in 

Disseminated Value(s) folder in the RPD Quality office paper files. The form is 

also maintained electronically on the RPD Quality Website. Copies may be made 

as needed. Amended reports shall be tracked through the E-commerce, previously 

the CSS, by providing an electronic copy of the amended report to the Quality 

Manager, who will provide it to the E-commerce.

Logbooks are kept with the individual calibration services and are maintained 

indefinitely.

Both forms are retained indefinitely.
Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 5 of 6 Approval: AKT Effective Date: March 9,2023

Appendix RPD-G-12. A

CHANGE IN DISSEMINATED VALUE(S)

SOURCE OF DETERMINATION OF CHANGE IN DISSEMINATED VALUE(S): 

________________________________________________________________________

ROOT CAUSE OF CHANGE DATE _______________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Investigator ____________________________________________________________

CORRECTIVE ACTION 

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Group Leader Approval __________________________________________________

IMPACT OF CHANGE

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

ACTION COMPLETE

Investigator ________________________________ Date __________________

Group Leader ______________________________ Date __________________

Quality Manager ____________________________ Date __________________

Division Chief _____________________________ Date __________________

AMENDED REPORT, TRACKED THROUGH THE E-COMMERCE

Quality Manager ____________________________ Date __________________
Radiation Physics Division Quality Management System Guide RPD-G-12

CHANGE IN DISSEMINATED VALUES AND AMENDED REPORTS AND CERTIFICATES

Version: 3.50 Page 6 of 6 Approval: AKT Effective Date: March 9,2023

Appendix RPD-G-12. B

CHANGE IN CUSTOMER ISSUED REPORT OR CERTIFICATE

SOURCE OF DETERMINATION OF CHANGE TO REPORT: 

________________________________________________________________________

ROOT CAUSE OF CHANGE DATE _______________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Investigator ____________________________________________________________

CORRECTIVE ACTION 

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

IMPACT OF CHANGE

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

ACTION COMPLETE

Investigator ________________________________ Date __________________

Quality Manager ____________________________ Date __________________

AMENDED REPORT, TRACKED THROUGH THE E- COMMERCE,

Quality Manager ____________________________ Date __________________