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Quality and audits

Select dossier scope

Select client-backed or internal sites, an inclusive period, and the historical equipment population for an audit dossier.

Audit readiness For Owner, Administrator, Quality manager, Calibration manager

Select dossier scope

A dossier scope combines one or more explicit organisation-owned site selections with an inclusive date period. Sites may be client-backed or internal. Obsidian Metra uses that scope to identify the equipment and calibration evidence present at those sites during the period.

The dossier supports audit preparation. Its scope and contents do not determine conformity or demonstrate accreditation.

Prerequisites

  • Save the organisation's audit profile in the Readiness section.
  • Create the sites that the dossier must cover and, where applicable, their clients.
  • Confirm each selected site belongs to the organisation. Internal sites do not need a client.
  • Check that equipment movement dates accurately describe when each item arrived at and left a site.
  • Have permission to prepare dossiers for the selected organisation.

Select site scopes

  1. Open the ISO 17025 audit workspace and go to Dossiers.
  2. Start a draft or edit a draft that you prepared.
  3. In Included sites, use Filter sites by client to narrow client-backed sites when needed, or show internal sites.
  4. Select every client-backed or internal site that belongs in this dossier.
  5. Use Select visible sites only after checking the current filter, or select sites individually.
  6. Review the selected scope count before saving.

Every selected site is frozen with the dossier. A client-backed site also retains its actual client identity. An internal organisation site is frozen without client identity. An empty selection never means all sites.

Selecting a site is an explicit disclosure choice. Do not include an unrelated client-backed or internal site merely because equipment moved between sites during the period.

Choose the inclusive period

  1. Enter Audit period from.
  2. Enter Audit period to.
  3. Confirm the end date is the same as or later than the start date.
  4. Treat both dates as included in the dossier period.

For example, a period from 1 January to 31 December includes evidence dated on both 1 January and 31 December.

How historical equipment is selected

Obsidian Metra compares the inclusive dossier period with fixed equipment deployment intervals. Equipment is included when a deployment interval overlaps the period at a selected site, and the matching client where applicable, even if the equipment:

  • was present for only part of the period;
  • has since moved to another site or client;
  • is now in the rotation pool; or
  • is currently assigned somewhere outside the dossier scope.

The current equipment assignment is not used as a substitute for this history. The matching deployment interval freezes the site context and retains client context only when the site belongs to a client.

Calibration events must fall within both the dossier period and an in-scope deployment interval. Relevant retained certificate versions and associated out-of-tolerance evidence are then selected from those events.

Verified historical evidence packs use the same equipment history with an additional date check. A pack is included only when its applicability period overlaps the dossier period and a deployment of its equipment at a selected site. This prevents a pre-Metra document from being disclosed for an unrelated client because the equipment moved.

If a pack spans several deployments, Metra includes the complete source documents when a selected-site window matches. The manifest records that window and warns when the pack's full applicability range extends beyond the selected scope.

Check the scope before submission

  • Compare movement history with installation and removal records.
  • Check sensor swaps at the start and end of the period.
  • Confirm each client-backed site is shown under the intended client and each internal site is clearly identified.
  • Remove unrelated sites rather than relying on a broad filter.
  • Review the evidence mode because it changes which calibration-event states are eligible.
  • Confirm each applicable historical pack is verified; draft or awaiting-approval packs do not enter a dossier.

After submission, the historical selection is frozen and the dossier can no longer be edited. Correct movement dates or scope errors before selecting Freeze and submit.

Expected result

The draft identifies at least one organisation-owned site, a valid inclusive period, and a historically accurate equipment population. When submitted, these values and the resolved evidence selection become a fixed point-in-time record.

Warnings

  • Incorrect movement dates can include or exclude the wrong equipment and events.
  • Renaming or archiving a client or site after submission does not rewrite the frozen selection.
  • A wider period or broader site selection can disclose substantially more evidence.
  • A dossier is supporting evidence, not a certificate of conformity or accreditation.

Next steps