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Retaining Counter Samples During BIS Market Surveillance: Guidelines and Procedures

The Bureau of Indian Standards (BIS) mandates the retention of counter samples during market surveillance to ensure the integrity and authenticity of hallmarked jewellery. Proper handling and retention of counter samples are crucial for maintaining compliance with hallmarking regulations and resolving any potential disputes regarding test reports.

Guidelines for Retaining Counter Samples

Jewellers must follow specific guidelines for sealing and storing counter samples:

Properly Sealing Counter Samples:

• Counter samples should be sealed in durable and tamper-proof packing material.
• Ensure that the packing is coded, signed, and sealed with transparent cello tape, along with the official BIS seal.

Storing Counter Samples:

• Store the sealed counter samples in a secure location to prevent tampering or damage.
• Maintain a clear record of the counter samples and their corresponding details.

Timeframe for Test Report Agreement

Counter samples must be retained until the test report is received and agreed upon:

Duration for Retaining Counter Samples:

• Counter samples should be retained in their sealed condition until the test report is received and reviewed.
• The jeweller and the Assaying and Hallmarking Centre (AHC) concerned should agree with the test report within 14 days of receiving the intimation of failure.

Agreement and Dispute Resolution Process:

• If both parties agree with the test report, the counter sample can be released.
• If there is a dispute, it must be resolved within the specified 14-day timeframe.

Procedures for Disputing Test Results

Jewellers and AHCs have the right to dispute test results if they disagree with the findings:

Steps to Take if Disputing Test Results:

• Notify BIS of the intent to dispute the test report within the 14-day timeframe.
• Provide any necessary documentation or evidence to support the dispute.

Importance of Resolving Disputes:

• Disputes should be resolved promptly to maintain the integrity of the hallmarking process.
• Failure to resolve disputes within the specified timeframe may result in penalties or enforcement actions.

Guidelines for Jewellers

To ensure compliance and smooth operations, jewellers should follow these best practices:

Best Practices for Sample Retention:

• Retain and store counter samples securely and in sealed condition.
• Maintain clear records of all counter samples and their corresponding details.

Dispute Resolution:

• Communicate promptly with BIS and the AHC if there is a disagreement with the test report.
• Provide necessary documentation and cooperate fully in the dispute resolution process.

Benefits of Proper Sample Retention

Proper retention of counter samples offers several benefits:

Enhancing Transparency and Trust:

• Retaining counter samples ensures that the testing process is transparent and verifiable.
• Builds customer trust by demonstrating compliance with BIS regulations.

Maintaining High Standards of Quality and Authenticity:

• Proper handling and retention of samples help maintain high industry standards and compliance with hallmarking regulations.

Common Questions and Answers

How should counter samples be retained and stored? Counter samples should be sealed in durable and tamper-proof packing material, signed, coded, and stored securely.

What is the timeframe for test report agreement and dispute resolution? Jewellers and AHCs have 14 days from receiving the intimation of failure to agree with the test report or dispute the results.

What steps should jewellers take if they wish to dispute a test report? Notify BIS of the dispute within the 14-day timeframe and provide necessary documentation to support the dispute.