Deep Hole Drilling Quality Documentation: First Article Reports, Inspection Data, and What Customers Expect

The paperwork side of deep hole drilling has grown significantly over the years. Customers who used to accept a simple dimensional report now require material certifications, process validation, and full inspection data for every batch.

I have adapted my documentation system to meet these requirements without slowing down production. Here is what I document and how.

What Customers Typically Require

The level of documentation depends on the industry and application. Here is what I see most often:

I ask for the documentation requirements at the quoting stage. A job that requires Level 3 PPAP documentation takes more time to set up and inspect than a job that only needs a simple dimensional check. The quote should reflect that.

First Article Inspection Reports

A First Article Inspection Report (FAIR) documents that the first part produced meets all print requirements. I complete a FAIR for every new job and for any job that has not been run in over 12 months.

My FAIR includes:

• Dimensional data. All critical dimensions with actual measurements. I record the nominal value, tolerance, actual measurement, and pass/fail status.
• Surface finish. Ra measurement at multiple locations along the bore.
• Straightness. Measured at the bore centerline over the full length.
• Material verification. Heat number and material grade from the cert.
• Visual inspection. Bore surface condition, entry/exit condition, burr status.

I keep a template on file and fill it out for each new job. The template ensures I do not forget any measurement.

In-Process Inspection Records

For production runs, I do not wait for the first article to finish before starting inspection. I inspect at planned intervals:

I record the actual measurements in a log. If I see a dimension trending toward the limit, I adjust the process before it produces non-conforming parts. I cover this methodology in SPC for Deep Hole Drilling.

Material Traceability

Material traceability is required for aerospace, medical, and oil and gas work. I maintain a system that links each part to its material heat number.

For each incoming material batch, I record:

• Supplier name and heat number
• Material grade and specification
• Mechanical test results (if available)
• Date received

This information goes into the job traveler and follows the parts through production. If a customer ever asks for material verification on a part shipped six months ago, I can look up the heat number and provide the cert.

Dimensional Measurement Records

For critical dimensions, I keep a record of actual measurements, not just pass/fail results. This serves two purposes:

1. Customer verification. The customer can see exactly what the dimensions were, not just that they were in spec.
2. Process trending. A dimension that changes over time indicates tool wear or process drift. Having the actual numbers lets me track the trend.

I measure diameter at three depths — entry, midpoint, and exit — to detect taper. I measure straightness at the bore centerline. Surface finish is measured at the bore wall near the entry and exit.

I cover measurement methods in How to Measure Deep Hole Diameter.

How I Organize Documentation

I keep all documentation in a job folder organized as follows:

1. Customer print and spec — the requirements
2. Material certs — heat numbers and grades
3. First article report — full dimensional data
4. In-process inspection log — measurements throughout the run
5. Final inspection report — summary of in-process data
6. Shipping documents — packing list, cert of conformance

For electronic records, I scan all paper documents and save them with the job number as the filename. This makes retrieval fast when a customer asks for documentation on a past job.

Common Documentation Mistakes

Incomplete first article. I have seen FAIRs that list only a few dimensions when the print has 20 critical features. An incomplete FAIR will be rejected by any competent quality department.

Missing material certs. Shipping parts without material certifications means the customer cannot verify the material. Some industries will reject the entire shipment for missing certs.

Illegible handwriting. Measurements recorded in pencil on a greasy shop clipboard are not acceptable as quality documentation. I use pre-printed forms filled out with a pen, or digital forms on a shop-floor terminal.

No traceability. If the documentation does not link each part to its inspection data, the documentation has limited value. Each part should have a serial number or date code that ties to the inspection records.

How Long to Keep Records

I keep quality records for a minimum period based on the industry:

Check your customer’s specific requirements. Some have retention periods that exceed these guidelines.

Key Takeaways

• Confirm documentation requirements at the quoting stage. The level of documentation affects pricing and lead time.
• Complete a First Article Inspection Report for every new job. It catches issues before production starts.
• Inspect at planned intervals during production. Do not wait until the end of the run to check.
• Maintain material traceability by linking each part to its heat number. This is non-negotiable for aerospace, medical, and oil and gas work.
• Keep actual measurement records, not just pass/fail. Trend data helps improve the process.
• Organize documentation in a consistent folder structure. Fast retrieval when a customer asks for past records.