Supplier Retained Records Requirements - AS9100 4.2.4 Control of Records

[savvylady]

The AS9100C standard says "the documented procedure shall define the method for controlling records that are created by and/or retained by suppliers.

We have sent our suppliers our Terms and Conditions which include a record retention and for how long. Can we contol this by sending the supplier a survey with a question regarding their compliance to our record retention request? If an officer of the company signs the form with a yes, is this a sufficient answer for a Registrar audit?

Thanks.....

 

[kgott]

The AS9100C standard says "the documented procedure shall define the method for controlling records that are created by and/or retained by suppliers.

We have sent our suppliers our Terms and Conditions which include a record retention and for how long. Can we contol this by sending the supplier a survey with a question regarding their compliance to our record retention request? If an officer of the company signs the form with a yes, is this a sufficient answer for a Registrar audit?

Thanks.....

savvylady, It may but then it may not depending on the registrar auditor but lets forget the registrar auditor for a while and consider the needs of your own organisation. If its important for your organisation that your supplier retains certain records, as it would be to comply with the standard, then you should go and audit them to check for your self.

If for whatever reason you can't visit your suppliers premises then get them to send you some documentation that shows the required records are being maintained. Pick some documents as examples and ask to see the evidence that they are maintaining them. Use documents which have consecutive numbers if you use them. - k

 

[Mikishots]

savvylady, It may but then it may not depending on the registrar auditor but lets forget the registrar auditor for a while and consider the needs of your own organisation. If its important for your organisation that your supplier retains certain records, as it would be to comply with the standard, then you should go and audit them to check for your self.

If for whatever reason you can't visit your suppliers premises then get them to send you some documentation that shows the required records are being maintained. Pick some documents as examples and ask to see the evidence that they are maintaining them. Use documents which have consecutive numbers if you use them. - k

A good method. I like it.

 

[silentrunning]

savvylady, It may but then it may not depending on the registrar auditor but lets forget the registrar auditor for a while and consider the needs of your own organisation. If its important for your organisation that your supplier retains certain records, as it would be to comply with the standard, then you should go and audit them to check for your self.

If for whatever reason you can't visit your suppliers premises then get them to send you some documentation that shows the required records are being maintained. Pick some documents as examples and ask to see the evidence that they are maintaining them. Use documents which have consecutive numbers if you use them. - k

Great advice. Remember - "Trust nobody!"

 

[savvylady]

savvylady, It may but then it may not depending on the registrar auditor but lets forget the registrar auditor for a while and consider the needs of your own organisation. If its important for your organisation that your supplier retains certain records, as it would be to comply with the standard, then you should go and audit them to check for your self.

If for whatever reason you can't visit your suppliers premises then get them to send you some documentation that shows the required records are being maintained. Pick some documents as examples and ask to see the evidence that they are maintaining them. Use documents which have consecutive numbers if you use them. - k

Good advice!

Thanks

 

[Jeff Frost]

The AS9100C standard says "the documented procedure shall define the method for controlling records that are created by and/or retained by suppliers.

We have sent our suppliers our Terms and Conditions which include a record retention and for how long. Can we contol this by sending the supplier a survey with a question regarding their compliance to our record retention request? If an officer of the company signs the form with a yes, is this a sufficient answer for a Registrar audit?

Thanks.....

Contract requirements such as record retention must be spelled out in the body of the purchase order or through Supplier Quality Assurance Requirement document code letter/number. Most organization do not understand that contract law usually finds that terms and conditions of purchase are superseded by terms and conditions of sale.

 

[isotexas]

Jeff,

You said "Most organization do not understand that contract law usually finds that terms and conditions of purchase are superseded by terms and conditions of sale."

I am one of those organizations... so what your saying is, as a customer purchasing from a supplier, their T&Cs trump mine in court? What if theirs say the keep records for a different period of time? Say 1 year and not 2 years as I requested in my T&Cs? Aren't they, upon accepting my PO, saying they will comply?

Soooooo confused