Keep a Retained Sample That Can Be Found and Trusted

A retained sample can be a useful physical reference for color, texture or assembly, but only while its identity and condition are known. Put the product, revision, sample number, approval status and storage date on its container. Keep the written approval and photographs in the associated product file.

Control access and condition

Decide who may remove the reference, how it is returned and how damage is recorded. Protect it from light, moisture, handling or other conditions that could change the feature it is meant to represent. If it has deteriorated, do not keep using it as an acceptance standard without review.

When production moves to a new revision, determine whether the old retained sample is still relevant. Do not quietly replace it with a convenient recent part; a new reference needs an approval record. Where multiple shifts need access, use authorized duplicates with clear identification.

During a disagreement, compare the observed product with both the retained unit and the written acceptance criteria. The sample is evidence of what was seen and agreed, but it may not settle a dimensional or performance requirement that was never represented by it.

Worked example (illustrative)

A retained color reference is stored in a labelled sleeve with product revision and approval date. A new revision changes the coating, so quality archives the earlier reference and requests a new approval. Staff do not replace the old reference with the nicest recent unit simply because it is easier to find.

Source check

Checked 2026-09-28. FDA cosmetics GMP guidance uses lot or batch identification and protected storage for retained samples in its cosmetics context. The linked source supports this point only. The steps and worked example above are editorial guidance; they do not establish any supplier’s capability or guarantee a buyer response, order or delivery.

Evidence and use boundary

Editorial method reviewed: 2026-09-27. This article is an operational checklist, not a report of current market conditions or a claim about any particular factory, buyer, certification or delivery result. Check the current product and transaction records before acting.