AI agent for quality control inspectors
Retained Sample Management Agent
Keep retained samples findable and dispose of them on time.
What it does
Retained samples are meant to prove what was shipped, but they are lost or kept for years. This agent tracks every lot and its retention period, and flags those due for disposal. When a complaint arrives, it searches for the lot's retained sample and checks that it is intact. The inspector approves disposal. Each week it produces a short list of lots due for disposal with their locations, and a list of samples whose labels or seals could not be matched in the last check. The inspector reviews both lists before anything is discarded or kept longer. When a complaint arrives it records who retrieved the sample and when, so the chain is clear. Edge case: a lot under complaint or hold is never listed for disposal, even if the period has ended.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Weekly review or a complaint arrives
- Read the lot register and retention rules
- Find lots past their retention period
- Is any lot under hold or complaint?If not: Remove it from the disposal list. Back to step 2.
- Check that the sample is in its location
- Prepare the disposal list
- Inspector approves disposalThe agent waits here for your OK.
- Record the disposal
- For a complaint, find the retained sample and check its condition
- Is the sample present and intact?If not: Flag it to the inspector and record the gap. Back to step 9.
- Register updated
How it decides
It lists a sample for disposal only when the period has ended and no hold or complaint applies.
- Retain for the shelf life plus 1 year
- Never dispose of a sample on hold
- Check seals and labels on retrieval
- Locate a complaint sample within 1 day
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Retention period rule
- Review frequency
- Storage locations
- Hold rules
What keeps you in control
It always asks you first
- Inspector approves disposal
Hard limits
- Never dispose of a sample without approval
- Never remove a hold
It stops when
- Done: the register is current and the complaint sample is found
- Stop: the sample cannot be found and the inspector takes over
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
