How Should an Approved Reference Sample Be Identified and Retained?
Give an approved reference sample a unique identity and link it to the current written approval. Agree who keeps it, how it is protected, and when it must be reviewed or replaced so production and inspection use the correct physical reference.
Record the sample identity and approval
- Unique sample ID, style number, and product name
- Size, color, and relevant material or lot references
- Tech Pack, pattern, artwork, or specification revision where applicable
- Approval date and authorized approver
- Approval status and the purpose or orders it covers
- Approved exceptions, comments, and supporting measurement records
Control storage, access, and replacement
Keep photographs and the approval record with the corresponding specifications. If both the brand and factory retain samples, identify each copy and confirm that they represent the same approved version.
Agree the custodian, storage location, access, retention period, and return or disposal arrangements. Protect the garment from contamination, damage, fading, stretching, and unauthorized alteration. Use a separate sample for wear or wash testing where those activities could change the reference.
When a new version is approved, record the replacement and mark the previous sample as superseded. Keep the revision history and approved exceptions traceable.
Before a repeat order, review the sample’s condition together with the latest Tech Pack and approved material records. A stored sample may change over time. If it conflicts with the approved documents, resolve and record which reference applies before production or inspection proceeds.
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