QMS/General/TBT-QMS-004

Material Traceability and Certification

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Material traceability ensures that every construction material can be traced back to its source, specification, and test certification.
Mill certificates for steel, concrete cube results, and aggregate test certificates prove materials meet the specified requirements.
Using uncertified materials risks structural failure — the material may not have the strength, durability, or properties assumed in the design.
Traceability requires linking each delivery to its certificate using batch numbers, heat numbers, or delivery note references.
Materials arriving without certification must be quarantined and not used until the correct documentation is obtained and verified.
The material register or log records every delivery, its certificate reference, where it was used, and who approved it.
Substituting materials without design approval is prohibited — even seemingly equivalent materials may have different properties.
Fabricated steel, precast concrete, and specialist products must arrive with works test certificates confirming factory quality checks.
Traceability records form part of the project handover documentation and must be retained for the life of the structure.
Non-conforming materials identified through traceability can be isolated before they are built into the permanent works.

Structural safety	Materials without certification may not meet the design strength — building them into the structure risks catastrophic structural failure.
Defect isolation	Traceability allows a faulty batch to be identified and isolated before it is used — without records, the defective material disappears into the structure.
Legal evidence	Traceability records prove the contractor used the specified materials — essential evidence if structural questions arise in the future.

Don't

Check that every material delivery arrives with the correct test certificate.
Link each delivery to its certificate using batch or heat number references.
Quarantine materials arriving without certification until documentation is verified.
Record every delivery in the material register with certificate reference and location.
Do not substitute materials without written approval from the designer.
Verify fabricated items arrive with works test certificates from the factory.
Maintain traceability records as part of the project handover documentation.
Brief stores and receiving staff on the certification requirements for each material.
Reject materials that do not meet the specified requirements for the project.
Isolate non-conforming materials immediately to prevent them entering the works.

DON'T use materials that have arrived without test certificates and documentation.
DON'T accept deliveries without checking the batch or heat number against the certificate.
DON'T incorporate quarantined materials into the works before certification is confirmed.
DON'T skip the material register — every delivery must be logged with its certificate.
DON'T substitute materials without the designer's written approval.
DON'T accept fabricated items without works test certificates confirming quality.
DON'T lose traceability records — they must be retained for the life of the structure.
DON'T assume receiving staff know the certification requirements — brief them specifically.
DON'T build non-conforming materials into the permanent works — reject or quarantine them.
DON'T treat traceability as paperwork — it protects the structural integrity of the build.

See also: Quality Hold and Witness Points | Non-Conformance Reporting

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