Summary
In short
- A material specification record is a register used in KnowQuality that holds the agreed specification for each material you buy, including tolerances and test methods. It is built against ISO 9001 cl.8.4.3 and forms part of the Supplier Quality Assurance programme.
- Created before first order and updated when the specification changes. Owned by quality.
- The template holds 43 fields across 6 sections, with specification limits repeating for each entry.
- ISO 9001 is quality management systems. The international standard for consistently meeting customer and regulatory requirements. Certifiable.
- It connects to the rest of the library: links Vendor; used by Incoming Inspection.
What it is
What it is
What is a material specification record?
A material specification record is a register used in KnowQuality that holds the agreed specification for each material you buy, including tolerances and test methods. It is built against ISO 9001 cl.8.4.3 and forms part of the Supplier Quality Assurance programme.
When is a material specification record completed?
A material specification record is completed once at set up, then whenever an entry is added, changed or retired. Created before first order and updated when the specification changes.
When to use it
When to use it, and when not to
This register is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this register covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form SPEC-2026-000
- You are running the Supplier Quality Assurance programme and this is one of its steps
- A linked record needs this one to exist: links vendor; used by incoming inspection
Not for
- Supplier Approval Record, which records the decision to approve a new supplier, with the evidence behind it.
- Supplier Questionnaire, which collects information about a supplier's systems, certifications and controls.
- Supplier Audit, which audits a supplier's site against your requirements.
- Anything outside KnowQuality, which belongs in the workspace that owns that process
Standards
What it is built against
ISO 9001Quality management systems
The international standard for consistently meeting customer and regulatory requirements. Certifiable.
ISOInternational Organization for Standardization
A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
FAQ
Frequently asked questions
What is the material specification record template based on?+
It is built against ISO 9001 cl.8.4.3. ISO 9001 is quality management systems. The international standard for consistently meeting customer and regulatory requirements. Certifiable. ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
What sections does the material specification record contain?+
There are 6 sections: header, composition and origin, specification limits, micro and safety, packaging and delivery, agreement. Together they hold 43 fields, 35 of which are required.
How often is a material specification record raised?+
A new record is raised once at set up, then whenever an entry is added, changed or retired. Each one is given an ID in the form SPEC-2026-000, so it can be traced and referenced from other records.
Which programme does the material specification record belong to?+
It is part of Supplier Quality Assurance. Approved suppliers with evidence, and rejections that actually change behaviour.
Can the material specification record template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the material specification record library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowQuality — quality and food safety. HACCP, nonconformance, traceability, laboratory and customer complaints.
Sources
Sources
- ISO 9001 — Quality management systems
- ISO — International Organization for Standardization