Digital manual presentation during audit
Hi,
Can we present to auditor our manuals in digital form during the F2F audits?
Regards,
Mandark
Hi Mandark,
I guess you mean personnel instructions for cleaning and desinfection, instructions for certain operations during process steps, manuals and instructions of machinery, ...
Yes, you can present them in digital form to the auditor during the F2F audits.
But make sure the relevant personnel can demonstrate their knowledge of the instructions + instructions should be easy available to them at any given time (so perhaps also worst case - for example when the internal computer network crashes).
Historically, I've always kept a up-to-date binder of my company's SOP's as a bible of sorts that all staff is able to access. The idea is that all staff, from equipment operators to sanitation crews and managers, can walk into the office and look up a procedure on demand. That binder is considered the most relevant version of current programs.
When the auditors come in, I place that binder on the table and permit them unfettered access to anything they want to see, but I also setup a projector or connect a laptop to a TV in order to pull up the electronic file for each SOP as they request. This lets us all view and read a document in question as the audit is happening. Works well for me, some auditors prefer to review all documents on the screen, others want to dig through the book and be left alone. Sometimes they'll try and see that my electronic version matches the paper version in the binder to trip us up on document control, it's a fun game to play.
Hi Mandark,
I guess you mean personnel instructions for cleaning and desinfection, instructions for certain operations during process steps, manuals and instructions of machinery, ...
Yes, you can present them in digital form to the auditor during the F2F audits.
But make sure the relevant personnel can demonstrate their knowledge of the instructions + instructions should be easy available to them at any given time (so perhaps also worst case - for example when the internal computer network crashes).
Hi JensV, the manuals I am referring to include the FSQMS, HACCP, TACCP, VACCP Plans, and departmental work instructions. These manuals are usually restricted and only authorized personnel can access, print or download from company's site platform (we are using Microsoft Sharepoint or One Drive).
I've done this for years. It's one way to ensure that what you are presenting is the most current version without the extra time/energy of maintaining hard copies.
I've never had push back from an auditor and believe they are seeing this more and more, especially since the hybrid and virtual audits have been offered.
Just finished our GFSI/BRC for Packaging audit yesterday, never touched the "box" of documents we had "just in case."
Hi,
Can we present to auditor our manuals in digital form during the F2F audits?
Regards,
Mandark