🗂️ DGMS Documentation Requirements – Test Reports, QAR/QAN, Factory Certificates & Technical Files 

Every manufacturer seeking DGMS approval must submit a complete technical file.
This file ensures that equipment is:

• Safe
• Tested
• Certified
• Traceable
• As per standard designs

This blog explains exact DGMS documentation requirements for FLP, IS, electrical, mechanical & safety equipment — written in simple OME format.

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🔹 1. Why Documentation Is the Backbone of DGMS Approval? 

 Documentation ensures:

✔ Correct design
✔ Compliance with BIS/IEC/ATEX/IECEx
✔ No shortcuts in manufacturing
✔ Factory quality control
✔ Traceability
✔ Safe installation DGMS rejects applications with incomplete or incorrect documents.

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🔹 2. Core Components of a DGMS Technical File 

 A complete DGMS technical file includes 8 major parts:

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⭐ 1) Application Forms (Form B / Form C / Form N) Used for:

• New approval (Form B / C)
• Provisional approval (Form N)

Must be:

• Signed
• Sealed
• With all annexures

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⭐ 2) Technical Drawings Drawings must include:

• GA drawing
• Cross-sectional views
• Dimensional tolerances
• Material specifications
• Bill of materials
• Flamepath drawings (for FLP)
• PCB drawings (for IS devices)
• Wiring diagrams

Drawings must be:

• Properly numbered
• Revision-controlled
• Signed by design authority

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⭐ 3) Test Reports (From DGMS Approved Labs) Tests required (depending upon equipment): For FLP Equipment

• Flame transmission
• Temperature rise
• Internal explosion test
• Impact/pressure test
• Surface temperature test

For IS Equipment

• Spark ignition tests
• Thermal testing
• Fault condition testing
• ExTR (IECEx Test Report)

For Electrical Machinery

• HV test
• Insulation test
• IP test
• Load test
• ELCB test

Reports must be:

• Original
• On lab letterhead
• Signed & stamped

Acceptable labs include:

• CIMFR
• CPRI
• ERTL/ETDC
• BIS labs
• International ExCB (for IECEx/ATEX)

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⭐ 4) Quality System Certificates (QAR / QAN) QAR – Factory Quality Audit Verifies:

• Calibration
• Traceability
• Testing equipment
• Inspection records

QAN – International Quality Compliance Required for:

• IECEx
• ATEX

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⭐ 5) BIS License & Compliance Certificates Required for:

• FLP (IS/IEC 60079-1)
• IS (IS/IEC 60079-11)
• Cables (IS 1554/7098)
• PPE (IS 2925 / 15298)

Must include:

• Valid license copy
• Renewal certificate
• Annual surveillance report

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⭐ 6) Factory Documents These include:

• ISO 9001 certificate
• Factory layout
• Production flow chart
• QC process
• Calibration register
• Material inspection records

DGMS cross-verifies these during factory audits.

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⭐ 7) User Manuals & Installation Instructions Must include:

• Operating procedure
• Safety precautions
• Do’s & Don’ts
• Maintenance schedule
• Installation steps
• Troubleshooting

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⭐ 8) Performance Reports (Field Data) Required when:

• Renewal of approval
• Modified design
• Provisional approval

Reports must include:

• Mines where equipment installed
• Running hours
• Failures & rectification
• Safety events
• User feedback

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🔹 3. DGMS Documentation Submission Workflow 

Manufacturer/IAR ↓ Document Preparation ↓ Application Submission online/offline ↓ DGMS Scrutiny ↓ Ask for clarifications (if any) ↓ Testing + Factory Audit ↓ Field Trial (if required) ↓ Final Approval (Form K)

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🔹 4. Common Reasons DGMS Rejects Applications

❌ Missing flamepath drawing
❌ Invalid BIS certificate
❌ Expired QAR/QAN
❌ Test reports older than 2 years
❌ Drawing mismatch with production model
❌ False or forged documents
❌ Incomplete annexures
❌ Wrong hazardous zone certification

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🔹 5. Checklist for DGMS Documentation (Full Compliance)

Document	Mandatory
Application (Form B/C/N)	✔
Flameproof drawings	✔
IS circuit diagrams	✔
ExTR (IECEx)	Optional/Import
BIS license	✔
QAR/QAN	✔
Factory QC process	✔
Routine test reports	✔
User manual	✔
Performance report	Renewal only
Authorization letter (for imports)	✔
CMR compliance declaration	✔

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🔹 6. Documentation Required for Imported Equipment 

Overseas manufacturers must additionally provide:

• Authorization letter
• IECEx / ATEX certificate
• QAR/QAN
• Indian testing reports
• Calibration certificates
• Service support plan in India

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🔥25 MCQs (DGMS Pattern) with Answers

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1) Flamepath drawings are required for —

a) IS equipment
b) FLP equipment
c) PPE
d) Civil tools
e) None
Ans: b

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2) DGMS approval issued in —

a) Form X
b) Form K
c) Form L
d) Form P
e) None
Ans: b

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3) QAR stands for —

a) Quantity Approval Rate
b) Quality Assurance Report
c) Quick Audit Requirement
d) Quality Action Register
e) None
Ans: b

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4) ExTR relates to — 

a) Transport
b) Explosion Test Report (IECEx)
c) Excavation report
d) Daily log
e) None
Ans: b

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5) BIS license required for —

a) Civil items
b) FLP/IS equipment
c) Food processing
d) MMS
e) None
Ans: b

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6) User manual must include —

a) Office staff names
b) Safety & operating instructions
c) Coal prices
d) Balance sheet
e) None
Ans: b

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7) Field performance report required during —

a) First application
b) Festival
c) Renewal
d) Painting
e) None
Ans: c

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8) Factory audit required for —

a) GST returns
b) QAR submission
c) Cafeteria inspection
d) Payroll
e) None
Ans: b

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9) DGMS rejects application if —

a) Drawings signed
b) All documents complete
c) Fake certificate submitted
d) Factory passes QC
e) None
Ans: c

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10) Imported items require —

a) Only BIS
b) Only ATEX
c) Authorization letter + IECEx/ATEX + Indian testing
d) No documents
e) None
Ans: c

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11) QMS certificate for manufacturer —

a) ISO 45001
b) ISO 14001
c) ISO 9001
d) ISO 31000
e) None
Ans: c

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12) DGMS testing labs include —

a) Zoo
b) CIMFR/ERTL/CPRI
c) Hotel
d) Office
e) None
Ans: b

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13) Drawings must be —

a) Handwritten
b) Revision controlled
c) Blank
d) Verbal
e) None
Ans: b

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14) Routine test reports required —

a) Monthly
b) With every approval submission
c) Annually
d) Optional
e) None
Ans: b

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15) IAR required for —

a) Indian companies
b) Private mines
c) Overseas manufacturers
d) Domestic buyers
e) None
Ans: c

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16) Calibration certificates are required for — a) Switchgear
b) Gas detectors
c) Sensors
d) All of these
Ans: d

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17) SIS testing applies to —

a) Shoes

b) IS circuits
c) Tracks
d) Civil tools
e) None
Ans: b

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18) Technical file must contain —

a) Song lyrics
b) All drawings and reports
c) Photos only
d) Bills
e) None
Ans: b

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19) Missing flamepath dimension leads to — a) Warning
b) Delay
c) Rejection
d) Promotion
e) None
Ans: c

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20) Authorization letter must be —

a) Verbal
b) On OEM letterhead
c) Sticker
d) Code
e) None
Ans: b

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21) DGMS approval requires —

a) Colour certificate
b) Safety test reports
c) Fuel documents
d) Employee list
e) None
Ans: b

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22) IS circuits must limit —

a) Temperature
b) Voltage
c) Current
d) All of these
Ans: d

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23) Coal Mines Regulation for electricity —

a) Reg. 105
b) Reg. 131–138
c) Reg. 200
d) Reg. 10
e) None
Ans: b

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24) Performance report submitted by —

a) Worker
b) Accountant
c) Manufacturer/IAR
d) DGMS clerk
e) None
Ans: c

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25) Purpose of DGMS documentation —

a) Decoration
b) Marketing
c) Verify safety, quality & compliance
d) Reduce paperwork only
e) None
Ans: c

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🔚 Conclusion 

Documentation is the core of DGMS approval.
A complete technical file ensures:

• Proven safety
• Verified design
• Reliable performance
• Factory quality
• Legal compliance

Manufacturers, IARs, and mining engineers must understand these requirements to avoid rejection and ensure safe equipment in mines.

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