Policy for conducting remote audits in the SIC

Introduction

During the situation associated with the COVID-19, certification bodies which were notified in the SIC continue to fulfill their obligations and carry out activities in the field of certification regarding management systems.

The purpose of this document is to ensure the continuity of the activities of Certification Body.

IAF recommendations are based on conditions that are needed for the current document, defined in IAF ID 3: 2011 “Management of extraordinary events or circumstances affecting accreditation bodies, conformity assessment bodies and certified organizations.”

Remote audit policy

At the stage of planning the audit and assessing the available tools, the Certification Body agrees with the Customer a suitable technology for conducting remote audits.

Needed tools for conducting remote audits:

   1) Zoom is a tool for video conferencing, online meetings. This application allows you to conduct a remote audit in real time, interact and exchange information between the Customer’s representatives auditors, and managers, regardless of the location of all audit participants.

   2) Another similar applications (Skype, Bitrix24 ect.) can also be used for remote audit.

In case of technical problems before start or during the audit Certification body and the Customer reschedule the time and date of the audit.

Preparation for remote audit

Preparation for remote audit should include the following options:

The customer must submit to the Certification Body set of documentation related to the management system for analyzing purposes

The employees should be involved in the audit (according to the Audit Plan) also they need to be available during the audit, including senior management for pre-meeting and final meeting, in cases of extra questions.

In some cases, the auditor may require an inspection of the organization. This can be done by using a smartphone camera or webcam.

Internet access must be provided prior to remote auditing. It is also necessary to test applications or programs for video conferencing before starting the audit, as well as familiarize yourself with their functionality..

To protect information and ensure confidentiality you may need special software, secure communication channels, permissions for screenshots during the remote audit, and password protection while sending documents, etc.

Special occasion

In cases where it is not possible to fully verify the compliance of the Customer’s remote management system, the auditor’s visit to the Customer may be scheduled after the end or during the pandemic, if the Customer is certified according to the COVID-FREE: 2020 standard.

 If remote audit is not possible, in some cases it is possible to extend the validity period of previously issued certificate up to six months, if the results of the management system functioning in previous periods have demonstrated its stability and constant development. At the end of the restriction period, the organization will have to complete the management system audit in accordance with the current stage of the certification cycle..

Transfer of certificate to the customer

The certification body sends every single copy (scans of certificates and reports) by e-mail. Original documents are also sent by e-mail.