Preparing for External Audits - Asking Registrar for their Audit Check List(s)

[moiraknows]

I have recently joined a very small company which supplies pressure gauges to various large companies. Until now, they have had almost no QA system. We just learned that we are about to be audited by 2 very large companies. I am frantically trying to get all our ducks in a row as far as documentation is concerned.
My question is this: Will I be violating any sort of protocal by asking these 2 companies for a copy of their audits before they audit us?
Any other tips will help folks, as this is my first audit!

Mo

 

[SteelMaiden]

I don't know if you'd get anywhere with asking for their audits, but by all means ask them to send you a detailed audit plan. Explain that you want to be able to provide them with everything they want and make sure that the correct personnel will be available to answer their questions. Ask if there are any specific areas they are interested in (purchasing? testing? or will they be focusing on technical information?). I usually try to talk to someone from their group ahead of time, personal and informally, to get a feel for what they want and why. If they are just looking for a dog and pony show, or do they have an axe to grind.

Also, get with sales and accounts receivable to get some background on them so you know just where they stand in your company's customer base. Make sure you do some background on what it is they do with your product so you can talk "their language".

If they are big companies, don't try to bluff them if you don't have a fully implemented system. They can probably see through that if they are good. Don't be afraid to admit that you might not have all the answers, but make sure that you can figure out who to send them to to get the answers.

 

[Marc]

My question is this: Will I be violating any sort of protocal by asking these 2 companies for a copy of their audits before they audit us?

Do you mean you want a copy of their audit check list?

 

[moiraknows]

Yes. That is exactly what I mean, Marc.

 

[Marc]

Most of them say they don't use check lists any more... Buy by all means, ask for one. There a few older ones posted here as attachments, I think.

 

[Randy]

On top of what's been said, if you have to "prepare" then the system is not being maintained as required. A well funtioning system should be able to undergo an audit at any time.

Also what is the audit criteria? The criteria will be a determining factor of checklist points.

 

[moiraknows]

When I say prepare, I mean that untill I joined the company, there was never any real formal quality system in place. no documented proceedures, quality forms etc.
The criteria is exactlly what I want to determine in order to avoid supplying data that will not apply to the audits.
Thanks for your help.
Mo

 

[Marc]

On top of what's been said, if you have to "prepare" then the system is not being maintained as required. A well funtioning system should be able to undergo an audit at any time.

While this is true, I do support asking for copies of check lists if a registrar will admit to using one. Why not? It certainly doesn't hurt.

 

[Marc]

Don't offer. Let them ask.

The criteria is exactlly what I want to determine in order to avoid supplying data that will not apply to the audits.

They will ask you for what they want. Don't even begin to think of things to give them other than basics they usually let you know they want in advance, such as a copy of the company organization chart. Some companies / auditors will ask for a copy of a 'master procedurs list'. Different companies and different auditors want different things.

Don't offer. Let them ask.

 

[Al Rosen]

I have recently joined a very small company which supplies pressure gauges to various large companies. Until now, they have had almost no QA system. We just learned that we are about to be audited by 2 very large companies. I am frantically trying to get all our ducks in a row as far as documentation is concerned.
My question is this: Will I be violating any sort of protocal by asking these 2 companies for a copy of their audits before they audit us?
Any other tips will help folks, as this is my first audit!

Mo

I would ask for their checklist. Also, look at what quality requirements are specified on their POs or contracts.