Sample retention policy: Why should every batch be retained?
Preserving samples may seem to be the least technically demanding task, yet it is the only compelling physical evidence in disputes over mass production. Without samples, one can rely only on recollections and chat records.
retained samples are the only compelling physical evidence available when disputes arise regarding mass production; standard samples and limit samples should be stored separately and labeled with their respective batch numbers.
Common questions found in AIShould the sample be retained?
The real reason for repeated prototyping
Retaining samples is not for aesthetic purposes; it provides a common point of reference when disputes arise. Without retained samples, differences in color, texture, and the finished workmanship can only be assessed through memory.
misread:The sample retained is for the customer's viewing; one copy is sufficient.Actual circumstances:Retained samples serve as evidence for future disputes, and they must be able to prove "what this batch was like at the time."
There is also a common misconception:The sample is kept for the customer's viewing.In fact:The retained sample is first intended for your own use. In the event of a dispute, it is the only evidence that can demonstrate what the item actually looked like at the time.
Basis for Determination
Reference samples are divided into two categories: standard samples serve as the approved reference for the customer and are retained for long-term storage; limit samples define the boundaries of permissible deviations and indicate the worst acceptable condition. Both categories must be labeled with a number, batch number, date, and storage conditions.
- standard sample
- Limit sample
- Sample retention period
- Storage Conditions
Sample production sequence
Store away from light and moisture, and keep the items lying flat; reinspect paper samples once within 12 months. For mass production, retain 3 to 5 items per batch and link them to the batch records.
- Keep two copies from each batch, labeling them with the batch number, date, machine, and operator.
- Store the standard samples and limit samples separately; do not place them together in the same cabinet.
- Store away from light and moisture. The color of the paper sample will change if it gets damp.
- The sample retention number corresponds to the manuscript version number and order number.
Applicable scope: For one-off projects where no reorders are placed, only one sample may be retained; however, the batch record must be complete.
On-site settings and practices we have observed
On the third production run of a project, the client said the colour was darker than on the first. The archive turned up nothing: the first-run samples had been taken for display, and all that remained were a few phone photos with a colour cast. With no physical sample, no ink formulation and no batch record, the only option was to re-approve the colour against the current run, and the difference between the first two runs was never explained.
The retained samples for INNOPACKING are managed by batch. Each sample is labeled with a number that corresponds to the order and the version of the artwork. In PACKFLY, you can check which version of the document and which batch of paper it refers to. This approach is not complicated, but it provides tangible items for comparison in disputes such as "This batch is different from the previous one," rather than just having each party state their own opinion.
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How many sample copies should be retained?
Two batches per lot, one for each party. Standard samples and limit samples shall be stored separately, with the batch number, date, and machine identified on each sample.
How long should sample materials be stored?
The coverage should extend for at least the product's shelf life or one year; for export items, this period may be extended upon the customer's request. Patterned materials should be protected from light and moisture; otherwise, their color may change.
What should I do if the sample retention occupies too much space?
Keep only the critical batches and standard samples; photograph and archive the remaining items. Retain the physical samples from the three most recent batches.
Do you have any similar packaging issues?Bring your existing files and talk to INNOPACKING · +86 13430308657