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SQF Auditor is asking for word copies of my programs?


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#1 Lmorriso

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Posted 24 February 2017 - 12:58 PM

Is it common practice for an auditor to ask for my our food safety manual a week before coming?  He also wants them in a word format.  This is for our recertification audit.  Thanks in advance for any thoughts.


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#2 FurFarmandFork

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Posted 24 February 2017 - 04:50 PM

HI Lmorriso,

 

Is this your first audit/desk audit? There may be a different procedure there, but I've never been asked to email documents prior to the audit.  Requesting a word format suggests that they want to track changes edits for you, or potentially keep it as an example for their side consulting business...


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#3 pooled

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Posted 24 February 2017 - 06:21 PM

I have had auditors ask for certain sections in advance before, I want to say it was the HACCP Plan itself and the org chart but I may be mistaken.


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#4 FurFarmandFork

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Posted 24 February 2017 - 06:23 PM

@pooled, was that for an SQF audit? Because I've provided docs in advance for army and customers, but never SQF.


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For discussions related to food safety, production, and agriculture. Check out my blog at http://furfarmandfork.com/.

 


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#5 pooled

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Posted 24 February 2017 - 06:25 PM

@pooled, was that for an SQF audit? Because I've provided docs in advance for army and customers, but never SQF.

 

It was for a BRC recert audit.


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#6 seafood

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Posted 24 February 2017 - 07:28 PM

Every BRC audit I have been through the auditor has requested copies of flow charts, HACCP plans, plant layout, etc, although I've never had anyone ask for the quality manual.  Never have they specified the file type.  I would feel very uneasy about sending a word file,  I always send PDF copies using a scanner, not the PDF export function in MS office.  PDF's can be tampered/altered if exported from word, scanning a physical copy to a pdf is much harder to tamper with, even with OCR technology.  Before our very first BRC audit we had a consultant who literally gave us documents from another facility as word files.  Not sure if he helped them create those programs, but I would have felt more comfortable if I had not seen "Confidential - Property of ......" on each page.

 

I would say that you would feel more comfortable sending a PDF.  I'm sure they can understand the reasoning behind having a robust document control program.  Contacting the CB may be another option and asking if that is standard operating procedure.


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#7 pooled

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Posted 24 February 2017 - 07:54 PM

Yes, plant layout & flow charts were definitely requested.


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#8 SQFconsultant

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Posted 25 February 2017 - 04:23 AM

It is not common practice for a recert... unless it is a different auditor. If you do release documents mark them for document control purposes and track them so you don't get gigged for doc control.


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Serving clients in: USA, Costa Rica, Panama & Caribbean Islands

International Toll-Free: 800-546-1452

 

http://www.linkedin.com/in/getgoc

 

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#9 Ryan M.

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Posted 28 February 2017 - 07:07 PM

If they are adamant on receiving a word document, restrict the editing of the document before you send it.  You can restrict as such no editing, even copying and pasting, can be done and only commenting (if they want to add their own comments). 

 

No auditor should need more than this.


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#10 Parkz58

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Posted 28 February 2017 - 10:53 PM

I think I would check with your certifying body to see what their policy is on this matter.  Something doesn't sound right about this...


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#11 moskito

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Posted 12 March 2017 - 01:52 PM

Hi,

 

our principle is not to hand over docs and that documentation is avialble on site during audit for inspection and explanation.

"Audit" is from latin and means "he she it hears".

Nevertheless in export you need some docs for registration in some countries. Even for this purpose we do not use docs from our quality managment system (document control; controlled copies etc.). We have created special "external version" with dedicated level of informations.

 

Rgds

moskito


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