What belongs in a master sample log?
A master sample log links a physical comparison sample to the details needed to recognize it. It should answer what the sample is, where it is, and what approval state your team has recorded.
Keep identity and context together
A stable reference, descriptive name, customer, product code and lot provide different pieces of context. Not every field is required for every sample. Use the identifiers your team already relies on rather than creating a second customer database.
Approval is different from physical status
“Approved” describes a recorded approval state. “Active,” “archived” and “disposed” describe the physical sample’s status in the register. An archived sample can still have an approved reference state. Marking a record reviewed should not automatically approve it or decide its disposition.
| Reference / name | Location | Physical status | Approval |
|---|---|---|---|
| MST-001 · Sage finish | Shelf A / Bin 04 | Active | Approved |
| MST-002 · Natural weave | Cabinet B / Drawer 2 | Archived | Approved |
| REF-003 · Brushed steel | Shelf C / Bin 01 | Active | Pending |
Use a photo as a recognition aid
A photo can distinguish texture, shape, packaging or a handwritten mark. It does not replace inspection of the actual physical sample. Include the location as text so the record is still useful when an image is not available offline.
Record changes at the point of work
When a sample moves or its recorded state changes, update the register. A shared cloud history can show who made accepted changes and when. Treat this as useful product history; it is not a claim of a certified or tamper-proof compliance audit trail.