Solicitation Memo for OWM Recognition (2017-07-01)

July 1, 2017 

MEMORANDUM FOR State Directors 

State Metrologists (including GIPSA/USDA, LA County) 

From: Georgia L. Harris, Laboratory Metrology Program

Office of Weights and Measures (OWM)

Subject: Annual Submission for 2017 to 2018 (ongoing Recognition), 2018, and 2018 to 2019 

NIST Laboratory Recognition

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

Handbook 143, Program Handbook. Items that are required are identified in Handbook 143, Table 1. A

detailed version of required annual information and specific technical requests for this year is on the 

next page. 

Deadlines and Reviews 

To maintain or obtain NIST/OWM Laboratory Recognition, materials need to be submitted each year 

between October 1 and November 1. The deadline is November 1. Materials that are not submitted on 

time or that are submitted incomplete, may not be reviewed prior to the expiration of your current 

Recognition certificate. 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 

priorities. 

Please MAIL complete submissions with attention to: 

NIST Office of Weights and Measures

Attn: Georgia Harris

100 Bureau Drive, MS 2600

Bldg 222, Rm A 264

Gaithersburg, MD 20899-2600

Submission Method and Content 

Note that Federal Express, UPS, or other couriers do not get to us any faster than Priority Mail because 

items are delivered to a different location at NIST, where they are scanned and inspected. Often these 

packages take two to three days extra to be delivered to our office. Please submit all items 

electronically in any format except e-mail. CD and USB sticks are acceptable formats. E-mail 

submissions will not be accepted, except where an item is missing and specific guidance is provided. We 

do not track items submitted by e-mail unless we specifically request them once we are conducting 

reviews. We have sent USB sticks to all primary laboratory contacts with this memorandum so that you 

can submit files on a NIST-provided USB. We will not return the USB sticks after they are submitted. 

Detailed descriptions of the information on the summary table shown on the next page can be found in 

NIST Handbook 143, Program Handbook, 2007 edition (available on line: 

http://www.nist.gov/labmetrology, State Laboratory Program). 

Page 1 of 3
Solicitation Memo for OWM Recognition (2017-07-01) Page 2 of 3

Please use good Document Control practices in all your files and in file-naming conventions. See the 

Electronic File Organization Tips available on the State Lab Program Resources page: 

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

Summary Table for Annual Submissions

Handbook 143 

Section Item

Certificate expires

December 31, 2017

(or laboratory does 

not have a current 

certificate)

Certificate expires 

next year: 

December 31, 2018

Sent

Appendix B 

and D

Combined Appendix B-D, Application for 

Recognition (See website for latest version). Yes Yes

Appendix E Uncertainties (Scope must match to Appendix B-D 

Scope); Excel Versions preferred. Yes Yes

4.15 Management Review (less than 6 months old!). Yes Yes

3.3.4, k

5.9

4.15

Proficiency Testing Follow Up Forms (only for PTs 

that are completed for your lab). Yes Yes

3.5.1.

Previous Non-conformities (review and complete 

action items related to prior year feedback and 

internal audits).

As identified in 

previous audits and 

reviews

As identified in 

previous audits and 

reviews

ISO/IEC 17025 

Assessment 

(2016)

Include references to Quality Management 

System and evidence of implementation 

assessments (See website for latest version as 

updated in 2016).

Yes No

4.2

4.14

Submit your entire Quality Manual/Management 

System Manual, Appendices, Forms, 

Administrative Procedures, and Lab Developed 

Methods. Be sure to include an updated 

Documents Master List.

Complete a quality management system 

assessment (using the ISO/IEC 17025 form and 

these tools) and update your laboratory 

documents using the memo: “National Annual 

Assessment Summary (Memo) – Quality 

Management System Topics (2014 to 2015 

Submission)” and the outline: “QMS AnalysisEvaluating Essential Elements”, as posted here:

http://www.nist.gov/pml/wmd/labmetrology/labresources.cfm

Yes – ONLY if it was 

not already 

submitted in 2016

NO

4.14.1 Technical Assessments: Traceability Assessment. 

See PT Follow Up earlier on this list. YES YES

5.4

Laboratory Developed Calibration Procedures 

(and include Validation Procedure and Evidence 

of Validation).

New procedures only New procedures only

Table 2 Laboratory Auditing Program (LAP) Problems. If applicable If applicable
Solicitation Memo for OWM Recognition (2017-07-01) Page 3 of 3

Handbook 143 

Section Item

Certificate expires

December 31, 2017

(or laboratory does 

not have a current 

certificate)

Certificate expires 

next year: 

December 31, 2018

Sent

5.6 Calibration Certificates for all Standards 

Calibrated by Other Laboratories.

See Traceability 

Assessment

See Traceability 

Assessment

5.6

Traceability Assessment. Please submit the items 

on this checklist as noted below. This material 

should regularly be reviewed and kept up to date 

and should not require major additional 

requirements. It is the major source of evidence 

to defend traceability for all measurements in 

your laboratory. 

YES YES

1. Legal requirements and authorization for 

your program (law, statutes, regulations, 

rules – however named) – including the 

Director responsibilities for standards and 

any licensing/registration program 

requirements. 

YES YES

2. Traceability hierarchy for all measurement 

parameters on your Scope and to match your 

Scope (whether in Excel, in GMP 13, or in 

your Quality Manual).

YES YES

3. Calibration certificates for all standards on 

your hierarchy (reference, working, check, for

all levels in the hierarchy). PDF files that are 

suitably named!

YES YES

4. Supplier Evaluation forms/assessments or 

Excel file summary for all calibration 

certificates obtained from outside your 

laboratory (excluding NIST) with recognition 

or accreditation status noted.

YES YES

5. Documented Inventory and Calibration 

Intervals and status of all standards noted 

above. May be combined with Excel file, 

included in Quality Manual, or GMP 11. 

(Note: best practice is to have an Excel file 

with hierarchy, inventory that includes 

calibration intervals and status all in one 

place – that is referenced in your Quality 

Manual and in GMP 11 and 13).

YES YES

NOTE: If you have any specific questions about content, please contact Georgia Harris or Elizabeth 

Gentry.

There is a two-hour webinar scheduled on the Annual Submission materials and process and you can 

register in the OWM Contact System as usual:

• Training Event: Webinar - State Laboratory Annual Submission Process (5454)

• When: Thursday, September 14, 2017, 2:00 to 4:00 PM Eastern Time.