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Sample Information Forms

Complete information is half the battle!

You rightly expect maximum accuracy from the OELCHECK tribologists’ diagnoses. But just like a doctor assessing a patient, we are dependent on your information about the “patient”. If we have your comprehensive and correct information at our disposal, there is no need for queries and our diagnoses are even more precise. 

Every detail counts! Therefore, please fill out our sample consignment notes carefully. 

Special consignment notes are available for a wide range of applications. Each OELCHECK analysis set is accompanied by a corresponding Sample Information Form.

It contains:

  • A detachable, self-adhesive barcode sample number you can use to label the sample bottle. Even if you are entering the details of your sample via our customer portal LAB.REPORT, you must stick this barcode to the sample bottle. This is the only way the details you enter can be unmistakably assigned to the relevant sample.
  • An easily detachable sample reference which you keep for your records. This includes the laboratory number, already printed on the reference slip in case of queries, with the sample designation, delivery date and UPS tracking information (where applicable) to be added.
  • Questions about your oil sample, which will allow the experienced tribologist to make a detailed assessment of the values produced by the analysis.
  • All important information for handling samples can be found on the reverse.
Input with OELCHECK app and QR code

The easiest way is always to use the OELCHECK app

The easiest and fastest way is to enter the sample via our OELCHECK app and our practical, oil- and weather-resistant QR code stickers, which contain all of the machine information that cannot be changed and which you attach directly to the sampling point.

Don't have your QR sticker(s) yet? 

You can create the stickers yourself under LAB.REPORT in the “Machines and Components” area by clicking on the qr-code-icon or simply call us on tel. +49(0)8034-9047-250 or send us an e-mail to: sales(at)oelcheck.de. 

The only time that extra effort is required to fill out the form is when you are sending in a sample of a specific machine/component for the first time. The master data of the machine or component is already created in our system from the next follow-up inspection. The corresponding information on the sample consignment note can therefore be omitted. Instead, however, be sure to enter the ‘Previous lab number’. This takes over the information already available for the current sample.

Specific Sample Information Forms

Note: Please enter comments in the "Additional information" field. Please do not send us samples with Sample Information Forms you have created yourself. These will only delay the processing of your sample.

Some of the information we request from you using the sample consignment note may seem banal. 
But there is a plausible reason behind every single one – to your advantage!

 

Is this a routine check? A trend determination? Was there any damage or deviations from normal operation, such as increased oil temperature, deposits, foaming or leaks? 

  • Especially in the event of deviations and damage, we need your corresponding information. This is the only way we can get to the bottom of things and help you solve problems efficiently.

  • Please always state the date of sampling! 
    With the help of the date, we can check the regularity of the checks, especially when determining trends. It also indicates if the sample may have been taken a long time before shipment. In this case, we receive outdated information that only reflects the current condition of the lubricant used to a limited extent.
  • And define specific sampling locations. Samples should always be taken from the same place and using the same method. 
    Only when samples are always taken from the same place do we get information that can be compared with the values from previous analyses.

 

The big picture also includes information about: the volume of the product used, its operating time, the total running time of the machine, an indication of any oil change, refilling or switching to another lubricant or operating fluid. 

  • The oil operating time, for example, assists us in assessing ageing processes. Are these within the normal range or has the oil aged unusually quickly?
  • If you have switched to another product, this information can be used to explain any reaction products in the sample. This, in turn, results in an urgent need for action on site in some cases.  

 

“Lucky dip bags” are exciting – but anything but helpful! We require the correct and complete designation for your samples of oils, lubricating greases, fuels, coolants or AdBlue®. So please do not just put “hydraulic oil” on the sample consignment note, but the manufacturer’s name, type and viscosity, such as  “Shell Tellus S3 M 46”. However, small additions to the product name, which may seem unimportant to you, allow us to precisely assign them to a fresh oil reference and thus to make precise comparisons, which will help you in your maintenance plan. 

  • This provides us with important information about the constituents and properties of the sample.
  • Only in this way can we precisely compare the values determined during the analysis of the sample with those of the fresh product and evaluate them on the basis of our machine-specific limit value tables.

 

Whether machine, component or vehicle – they all have an individual name! For this reason, please state the name, inventory number or, in the case of vehicles, e.g. the vehicle registration number or chassis number that you use internally in the company. This is the only way to prevent confusion with other systems. 

  • Your employees identify the individual machines quickly and reliably with each subsequent sampling.
  • In the laboratory, we can clearly link the test results of a current sample with the historical data of previous samples and identify trends.

 

We need the name of the manufacturer, the type of machine or vehicle and – if available – the serial number. If, for example, it concerns your “Engel injection moulding machine type SGM EX 7050/650K”, please state not only “Injection moulding machine”, but its complete designation. If you are not familiar with this, please check on the machine (nameplate) or in your system. It is possible that machine-specific or model series-specific limit values for the oil apply. We can then include them in the evaluation. 

  • Thanks to your information, we can include any special features of the machine or component and their requirements for the lubricant in the evaluation.

 

In which environment does the machine operate? Is it dusty, humid, extremely hot or cold? Does the machine come into contact with cleaning agents or aggressive chemicals? Does it run in shifts or continuously, are there shock loads or vibrations? 

  • If we detect certain impurities or an exceptionally high degradation of additives in a sample, for example, it is possible to draw conclusions about their origin or cause more quickly.