Hiring a Calibration Company vs In-House Calibration

Finding a calibration provider that can service every instrument in your facility can be challenging. Different types of equipment require specialized calibration procedures, reference standards, technical expertise, and accreditation capabilities.

For Canadian businesses managing electrical test equipment, pressure instruments, temperature devices, and other measurement tools, coordinating calibration services across multiple vendors can also create additional administrative work.

When equipment falls outside JM Test Systems' calibration and repair capabilities, its outsourced calibration program can help identify a qualified third-party provider to perform the required service.

The company's administrative team coordinates vendor research, shipping arrangements, Return Material Authorization (RMA) forms, and vendor approval documentation. This reduces the amount of time customers need to spend finding and managing separate service providers.

JM Test Systems maintains procedures for evaluating, qualifying, and selecting third-party vendors to perform calibration and repair services. These procedures are documented within its ISO/IEC 17025 quality management documentation.

To be included on JM Test Systems' Approved Vendor List (AVL), third-party providers must meet the qualification requirements applicable to the requested service. Depending on the instrument and calibration requirements, this may involve verifying accreditation through a recognized accreditation body, reviewing the provider's technical capabilities, and confirming that its scope covers the measurements required.

For Canadian organizations, selecting an appropriate calibration provider also means confirming that the required measurement traceability, uncertainty, and documentation meet the facility's quality requirements.

Benefits of Outsourced Calibration vs In-House Calibration

Outsourcing calibration can provide several advantages for companies that manage large equipment inventories or require specialized calibration services.

Saves Company Time

Managing calibration across different equipment types can require considerable administrative effort.

Employees may need to research calibration laboratories, request quotes, complete shipping documentation, arrange equipment transportation, and follow up on service status.

JM Test Systems' outsourced calibration program helps manage these activities, including the coordination of calibration and repair services with approved third-party providers.

This allows internal maintenance, quality assurance, and technical personnel to spend less time handling administrative tasks and more time on their primary responsibilities.

For Canadian facilities with equipment distributed across multiple sites, consolidated service coordination may be particularly useful.

Accreditation, Traceability, and Qualified Vendors

Calibration quality depends on the technical competence of the provider, the methods used, and the measurement standards supporting the results.

JM Test Systems evaluates third-party calibration providers using established qualification criteria.

Depending on the required service, this can include reviewing accreditation status, technical capabilities, quality documentation, and relevant authorizations.

For instruments requiring accredited calibration, customers should confirm that the laboratory holds appropriate ISO/IEC 17025 accreditation and that the specific measurement service falls within its accredited scope.

This is important because an accredited laboratory may not be accredited for every instrument type, measurement range, or calibration method.

Canadian businesses should also confirm that calibration certificates provide the traceability and measurement information required for their quality systems.

Maintained Calibration Records

Keeping calibration records organized is essential for equipment management and audit preparation.

JM Test Systems provides an online customer portal where customers can access calibration records, reports, and supporting documentation.

The Canadian customer portal is available 24 hours a day, seven days a week, allowing authorized users to retrieve records when needed.

Centralized calibration documentation can help organizations manage equipment histories, review calibration results, and prepare for internal or external quality audits.

This is particularly valuable for facilities that maintain large inventories of measurement instruments or operate across multiple locations.

Receive Equipment Once

Coordinating calibration through a single service provider can simplify equipment handling.

Instead of separately arranging shipments with multiple laboratories, customers can send eligible equipment through JM Test Systems' calibration process.

When specialized calibration is required, the equipment is routed to an approved third-party provider.

After the work is completed, the instrument is returned to JM Test Systems for the applicable receiving and quality checks before being sent back to the customer with its documentation.

This approach can reduce the administrative effort involved in managing several service providers.

However, customers should confirm expected turnaround times, particularly when third-party calibration requires additional transportation.

You're in Control

Outsourced calibration does not mean giving up control over equipment requirements or service decisions.

JM Test Systems' process allows customers to review and approve relevant service details before work proceeds.

Depending on the instrument and service request, customers can specify:

• Preferred calibration vendors

• Required test points

• Accreditation requirements

• Calibration certificate requirements

• Repair or adjustment authorization

• Other instrument-specific service needs

If additional work is required, approval can be requested before the service is performed.

This allows customers to maintain oversight of their equipment while reducing the administrative workload associated with vendor coordination.

Consolidated Vendor Support

One of the main advantages of outsourced calibration is having a central point of contact for multiple calibration requirements.

Rather than managing separate relationships with several laboratories, customers can coordinate eligible services through JM Test Systems.

This can make it easier to manage quotations, shipping arrangements, calibration records, vendor communication, and service updates.

For Canadian industrial facilities, consolidated vendor support can simplify equipment management when different departments rely on pressure gauges, electrical test instruments, temperature measurement devices, and other specialized tools.

The objective is to reduce the number of separate vendor interactions while maintaining the technical requirements associated with each calibration service.

Outsourced Calibration Process

JM Test Systems uses a structured process to manage equipment sent to approved third-party calibration providers.

The process described in its original outsourced calibration program includes the following steps.

1. Equipment Receiving

Equipment arrives at JM Test Systems and is processed through the receiving department.

Instrument details and associated service documentation are recorded as part of the intake process.

2. Service Requirement Review

Administrative personnel review the instrument and confirm the requested calibration or repair requirements.

This includes identifying the service needed and determining whether the work requires an external provider.

3. Third-Party Vendor Selection

A qualified third-party vendor is selected based on the equipment type and required service.

If pricing has not already been approved, the customer receives the applicable quotation before the equipment is sent for service.

4. Equipment Shipment

The equipment is shipped to the selected third-party provider for calibration or repair.

The provider performs the work according to the agreed service requirements.

5. Tracking and Status Updates

JM Test Systems' administrative team monitors the service status and shipment progress.

Customers are notified when delays or other issues require attention.

6. Equipment Return and Inspection

After the third-party provider completes the work, the equipment is returned to JM Test Systems.

The instrument and associated documentation are reviewed, and the equipment is inspected before final processing.

7. Return to Customer

Following the applicable checks, the equipment is returned to the customer with the calibration or certification documentation.

This process helps centralize vendor coordination and equipment handling while maintaining oversight of outsourced calibration activities.

What Qualifies a Company on JM Test's Approved Vendor List?

JM Test Systems evaluates third-party calibration and repair providers before approving them for outsourced work.

The selection process considers the equipment being serviced, the customer's requirements, and the qualifications of the potential vendor.

The original program describes ongoing vendor performance reviews and a range of acceptance criteria used to determine whether a provider can be included on the Approved Vendor List.

One or more of the following criteria may support vendor approval, depending on the work being requested.

1. ISO 9001 Certification

A provider may qualify based on a valid ISO 9001 quality management system certification.

A current certificate is maintained as part of the vendor's qualification documentation.

ISO 9001 certification demonstrates conformity with quality management system requirements, but it does not by itself establish accreditation for a particular calibration service.

2. ISO/IEC 17025 Accreditation

A calibration laboratory may qualify based on current ISO/IEC 17025 accreditation.

A copy of its accreditation certificate is maintained for review.

For accredited calibration requirements, the laboratory's scope of accreditation must also be checked to confirm that it covers the requested measurement parameters, ranges, and capabilities.

3. Authorized Aviation Repair Provider

For applicable aviation-related services, a vendor may qualify through the appropriate repair station authorization.

The original JM Test Systems vendor criteria reference Federal Aviation Administration (FAA) repair station certification for relevant US aviation work.

Canadian customers should confirm which aviation maintenance or repair authorizations apply to their equipment and jurisdiction.

4. Controlled Quality Questionnaire

A potential vendor may complete a controlled quality questionnaire.

The questionnaire is evaluated by the appropriate purchasing or quality personnel and retained as part of the vendor approval documentation.

This process helps assess the provider's qualifications and suitability for the requested work.

5. Customer-Directed Supplier

A customer may request that JM Test Systems use a particular third-party provider.

In such cases, the vendor may be approved for that customer's work based on the documented customer request and applicable quality review requirements.

This approval does not automatically establish that the provider is suitable for every other calibration service.

6. Sole-Source Calibration Provider

Some instruments, particularly obsolete or discontinued models, may have only one available service provider capable of performing the required calibration or repair.

In these situations, a sole-source provider may be approved for the specific equipment or customer requirement.

The approval should be documented and limited to the applicable service.

7. Original Equipment Manufacturer (OEM)

An original equipment manufacturer may be approved as a subcontractor or provider of specialized parts and services.

OEM providers can be particularly relevant when equipment requires manufacturer-specific procedures, proprietary components, or specialized repair capabilities.

Approval is documented through the applicable quality review process.

8. Authorized OEM Parts Distributor

A distributor authorized to supply OEM parts may qualify as a provider of critical components and materials.

The vendor's authorization and relevant qualifications are reviewed and documented.

This helps support the use of appropriate parts during instrument repair and maintenance.

9. Onsite Assessment by JM Test Systems

Third-party providers may also qualify through an onsite assessment conducted by JM Test Systems.

This assessment can include a visit to the facility, discussions with management, and a review of the provider's quality management procedures.

A quality system checklist is used to document the assessment criteria and findings.

10. Controlled Subcontractor, Supplier, or Vendor

In certain circumstances, a provider may be required even when it cannot be qualified through the standard approval criteria.

JM Test Systems' quality or purchasing personnel may authorize limited use through a documented customer-approved vendor process.

This type of approval is restricted to the specified work and does not replace the need to meet any mandatory technical, accreditation, or customer requirements.

Practical Takeaway

Deciding between in-house and outsourced calibration depends on more than the price of an individual calibration service.

In-house calibration may be appropriate when a company has a high volume of similar instruments, qualified technicians, suitable reference standards, and controlled calibration procedures.

Outsourcing becomes more attractive when equipment requires specialized expertise, accredited measurement capabilities, repairs, or documentation that would be difficult or expensive to maintain internally.

For Canadian maintenance managers and quality assurance teams, the decision should consider four factors:

1. Technical capability: Can the internal team perform the required calibration with suitable methods, standards, and measurement uncertainty?

2. Accreditation and traceability: Does the calibration meet the relevant customer, quality system, and regulatory requirements?

3. Total cost and turnaround: How do internal labour, equipment investment, reference standard maintenance, shipping, and downtime compare with outsourcing?

4. Documentation and vendor management: Can the organization maintain reliable calibration records and manage service providers without creating unnecessary administrative work?

A third-party calibration provider can simplify equipment management, but the customer should still verify the laboratory's technical scope, expected turnaround, and documentation requirements.

The objective is not necessarily to outsource every instrument. It is to select the most practical and technically appropriate calibration method for each equipment category.

JM Test Systems offers instrument calibration and certification services for a wide range of electrical, pressure, temperature, and industrial measurement equipment.

Explore  to learn more about available calibration capabilities, documentation, and equipment management options.