Route the discrepancy; do not decide the disposition
For operators and Quality staff
At fictional Northstar Components, an operator notices that a container's lot label does not match the accompanying paperwork. The useful first report identifies what was observed and where the mismatch appears; it does not assume which record or label is correct.
This example shows a coordination handoff only. Follow the applicable approved local reference for actual scope and actions. If the reference does not clearly cover the material, location, or situation, pause the routing decision and contact the designated Quality role.
Follow the approved routing sequence
Use the local approved reference for the actual containment method and scope.
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1
Describe what does not match
Record the material or part identifier, lot or batch identifier if present, location, and the specific discrepancy observed. Keep the description factual; do not guess which source is correct.
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2
Use the applicable segregation reference
Obtain the applicable approved local reference through the established Quality route. Keep the material identified and segregated only as that reference directs; do not create a new label, move, alter, or use material based on this guide.
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3
Notify the designated Quality role
Use the verified local Quality notification route. Share the identifiers, location, discrepancy, and the reference or revision consulted so Quality can assess the handoff.
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4
Wait for the authorized disposition decision
Only the locally designated disposition authority determines the outcome under applicable approved procedures. A report or containment step is not permission to repair, relabel, use, or release the material.
Who does what
The example clarifies the handoff; local procedures determine authority and scope.
Reporting operator
Provide observable identifiers, location, and the discrepancy. For example: “The container label shows lot L-4821; the accompanying paperwork shows L-4827.” This report does not establish which identifier is correct.
- State what each source shows.
- Identify where the material is located.
- Do not change the label or decide the outcome.
Quality role
Receive the notification, review the facts against applicable approved references, and coordinate the next handoff through the established local process.
- Confirm the relevant local reference and scope.
- Route questions to the designated authority.
Disposition authority
The locally designated authority determines and records the disposition through the applicable approved process. A lot-label mismatch is a reason to request review, not permission to relabel or release.
- Use only authority established by local approved procedures.
- No disposition is implied by this page.