Dating of required supplier documents?
I'm sure its in here but I couldn't find it, so this is probably a duplicate question, apologies.
I gather my required doc from my suppliers "mostly" through a system called Repositrak. I request docs to be sent yearly, with fresh dating. A supplier sent me their allergen statement with a footer with a revision date of 1/20/23. I believe its 3.5.1.1 that about the Analysis needing to be reviewed every three years (with a list of others as well). I know I can ask them to redate, but is it necessary or is my policy asking to much?
thanks in advance
Most require re-sets on supplier docs once a year and normally an auditor is looking for docs to be dated within the past 12 months. Depending on how tight an Auditor may be if you have an audit on the 27th of this month and your docs are dates 1/20/23 there may or may not be an issue - Auditors look for trends, if most is outdated (outside the 12 months) that's an issue, if it is one or two it might be mentioned but rare chance of it being noted.
Some companies don't "revise" the document as part of their review of them. I know I'm not a fan of reprinting my entire FSQMS every year if the documents haven't changed, and I liked to document the review of my system in separate documents. I mainly work in supplier approval these days for my current company, and I'll say about 95% of the finish specs I get from suppliers show last revisions being done years ago but they all affirm the specs are current.
A letter of guarantee and similar docs should be dated fresh each time they're signed or issued. But copies of their SOPs being a year or two old without actual revision wouldn't bat an eyelash for me.
I have been successful (to date) indicating the max age of documents/document types in my program, unless max age is stated in the audit. Can have risk discussion documented elsewhere if want to show the auditor how that was determined.
KTD
Hi chrisolson,
The BRCGS standard requires a review of your risk assessment when there are changes or at least every 3 years. Your system will be acceptable with those dates as prescribed as long as you have an agreement with the supplier that you are notified of any changes.
Section 3.5.1 Management of suppliers of raw materials and packaging
3.5.1.1 Raw material risk assessment
The risk assessment for a raw material shall be updated:
• when there is a change in a raw material, the processing of a raw material, or the supplier of a raw material
• if a new risk emerges
• following a product recall or withdrawal, where a specific raw material has been implicated
• at least every 3 years.
Kind regards,
Tony
I'm sure its in here but I couldn't find it, so this is probably a duplicate question, apologies.
I gather my required doc from my suppliers "mostly" through a system called Repositrak. I request docs to be sent yearly, with fresh dating. A supplier sent me their allergen statement with a footer with a revision date of 1/20/23. I believe its 3.5.1.1 that about the Analysis needing to be reviewed every three years (with a list of others as well). I know I can ask them to redate, but is it necessary or is my policy asking to much?
thanks in advance
You could choose to use the upload date (if it is recorded/reported) as a confirmation that the program or specification is reviewed and current at that time.
I do not update many of my documents every year, but they're covered by a review date that is documented separately. Most customers and auditors are fine with this, but every once in awhile we get one that wants to see a specific document with a recent date.
Yearly dating of all required documents is almost impossible, and not required. Except for certifications (GFSI, HALAL, Kosher, Organic...) that expire, quality guarantee, or any other major change to the manufacturing process or company. we set a 2 year date to request documents that we need to have reviewed every 3 years and even then we often get the same document. If they have a GFSI and we get the report or corrective actions we do not go any further. If not we need to document review, and audit them ourselves for approval.
Almost every one is GFSI