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MERC web site. Printed copies are considered uncontrolled and the version noted in a printed copy
should be checked against the web site document prior to use. MERC staff maintains quality documents
for historical and legal purposes as required and dispose of superseded, obsolete documents. Discontinued
materials and superseded documents are retained in the archives for at least three years.
6.1.2.
Confidential Documents
Some documents collected, received, or generated may, by nature and content, be documents which
require special handling procedures. Documents of this category may be, but are not limited to,
confidential business information. Vendor technology information marked proprietary must not be
disclosed, intentionally or unintentionally, to anyone except other authorized relevant MERC staff.
Appropriate markings are to be used on all sensitive materials to assist in their protection. Confidential
documents shall be maintained separately from other QA documents.
6.2.
Records
ANSI/ASQ E4-2004 states that a record is a document that furnishes objective evidence of the quality of
items or activities and that has been verified and authenticated as technically complete and correct.
Records may include photographs, drawings, magnetic tape, and other data recording media. Typical
MERC records include test project files and test records.
6.2.1.
Test Project Files
Detailed, systematic records must be maintained for each MERC test. Project records shall be detailed
enough to track project progress, identify decision points, and support conclusions. Project data and
records must be capable of withstanding challenges to their validity, accuracy, and legibility. The PC is
responsible for meeting these requirements at a minimum:
•
Hard copy documents and records that are part of the project study files should be maintained in
organized project files.
•
Electronic project study files must be maintained on the MERC Web site; no project files may
exist only on personal computers.
•
The PC is responsible for setting up the project folder with main folders and subfolders needed to
effectively manage project records. At a minimum, the project folder should contain folders for
project management records, work in progress, data, draft or pre-delivery reviews, and final
deliverables.
•
The Test Plan will specify the specific project file locations and requirements.
•
The PC has the option of setting up external sites for data sharing with other project collaborators.
6.2.2.
Test Data Records
Data
collected in support of
MERC
testing must be collected using scientifically valid methods and
retained securely. The PC is responsible for meeting these requirements at a minimum:
•
Raw (original) data collected in the field or laboratory should be
recorded such that samples
collected and data generated are complete and traceable throughout their history. (Note: Raw
data are defined as any original factual information from a measurement activity or study
recorded in a laboratory notebook, worksheets, records, memoranda, notes, or exact copies
thereof that are necessary for the reconstruction and evaluation of the report of the activity or
study. Raw data may include photography,
computer printouts, magnetic media, including