Audit Reports - Typed or Hand Written?

S

Shaun Daly

#1
I have been training a new internal auditor (shes a natural, best Ive ever seen) and she asked an interesting question;

"Cant we type these audit reports up instead of hand writing them?"

TBH I have always hand written them as I was trained that way, and have never really given it another thought.

In principle i think its a good idea, especially considering my handwriting :)

As long as there are signatures from the auditee/department head present it sounds feasible for the auditor to type the findings up?

Opinions & comments from experiance very welcome please.
 
Elsmar Forum Sponsor

howste

Thaumaturge
Trusted Information Resource
#2
I hand write my audit notes, but always type the audit report. In some cases (such as with a gap analysis) I may also transcribe my complete audit notes on my laptop as well. I'm lazy though, so I use voice recognition software to help me. :D

One of the companies I'm consulting with is in the process of buying a tablet PC with handwriting recognition to use for their internal audits. That way they can go straight to the electronic record. I'm anxious to see how that turns out...
 
J

Jimmy Olson

#3
All of our internal audit reports are done electronically and we haven't had any problem. When we have our external audits we receive the report on a floppy disk for distribution.

Doing it this way makes it a lot easier to generate the report and to store it. :)
 

Howard Atkins

Forum Administrator
Leader
Admin
#4
For years I have printed audit reports. Most companies that I have seen also do this. Supplier audits have also been printed.
The important matter is to define in your procedure the maximum time betwee the audit and the report.
 
#5
Typed... Nobody likes my handwriting.

We manage our entire audit system in an Access application. That includes reports, checklists, CAR's and follow up.

Paper copies of the reports, complete with checklists and notes goes to those concerned by the audit and all reports are also published on our intranet, where every single coworker can read them...

Btw: You know what, Shaun? My handwriting is abysmal too. :vfunny:

Another matter: You said "I have been training a new internal auditor (shes a natural, best Ive ever seen)". That provoked a thought. I opened the thread Your description of a natural born auditor? so we can discuss what being a natural really means when it comes to auditing.

/Claes
 
Last edited:

RoxaneB

Change Agent and Data Storyteller
Super Moderator
#6
Our Internal Audit Report packages are typed, primarily for legibilitiy reasons. When I do an audit, my notes are a bunch of checkmarks, circles, and shorthand...frankly, I don't think an External Auditor would buy that as being legible as I'm the only one who can decipher it.

Audit Teams generate a typed version of their notes/checklists and the Audit Report is typed too.

However, that being said, IAR packages are maintained hard copy as records? Why? Because there are also attendance records for the opening and closing meetings, as well as signatures required from the Audit Team members for their Planning/Preparation meeting(s).
 
A

Aaron Lupo

#7
howste said:
I hand write my audit notes, but always type the audit report. In some cases (such as with a gap analysis) I may also transcribe my complete audit notes on my laptop as well. I'm lazy though, so I use voice recognition software to help me. :D

One of the companies I'm consulting with is in the process of buying a tablet PC with handwriting recognition to use for their internal audits. That way they can go straight to the electronic record. I'm anxious to see how that turns out...
Yep, I hand write my notes during the actual audit then type a report summarzing what I observed.
 
J

Joe Cruse

#8
We generally do an audit report, summarizing the notes and all from the audit checklist. We still keep the audit checklist in the internal audit file though. I've gone and typed up a copy of the checklist before, because my handwriting is microscopic and abyssmal (according to some :ko: ), and the registrar auditor has always remarked on "someone's handwriting" before. I quit doing that because I'm only duplicating the work when I do an audit report.

Joe
 
C

Craig H.

#9
I/we do an audit plan in a Word template, then handwritten audit notes are input into the same template to be printed as the final report.

Our external auditor has a handhelp computer that he types notes in as we go through the audit. He has the capability to use IR to download these notes into a laptop, where he can complete the report and print it. Its a very slick setup.
 

SteelMaiden

Super Moderator
Trusted Information Resource
#10
Our checklist notes are handwritten but any "reports" are typed up and distributed as needed. The nonconformances are identified in the checklists as a "fail" and entered into our audit corrective actions database.
 
Thread starter Similar threads Forum Replies Date
S Audit Finding - Design History File (DHF) Index: few (3 to 4) reports not identified ISO 13485:2016 - Medical Device Quality Management Systems 3
J Internal Audits - Closing Audit Deficiency Reports (ISO 13485) Internal Auditing 4
L CE Auditor Using ISO audit reports to show compliance to the MDD?? EU Medical Device Regulations 4
P Internal Audit Reports reviewed by management? 21 CFR 820.22 Interpretation 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 6
K Process Owners signing Internal Audit Reports Internal Auditing 6
K Evidence Documentation in Internal Audit Reports Internal Auditing 24
Ajit Basrur FDA guidance on accepting audit reports by other auditors/regulators US Food and Drug Administration (FDA) 1
C Practical Examples of completed ISO 19011:2011 Audit Reports General Auditing Discussions 5
T Managing Audit Reports and Schedules General Auditing Discussions 3
K Do you think there is merit to sending audit reports to customers? General Auditing Discussions 26
J Internal Audit Reports - Is it acceptable if received after due date? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 9
P Measurement of Performance based on Internal Audit Reports Quality Tools, Improvement and Analysis 12
P Boss doesn't want Nonconformances called Nonconformances in Internal Audit Reports ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 72
B Writing Techniques for Audit Findings, Reports, etc. Internal Auditing 15
Q Internal Audit Reports - Examples sharing Internal Auditing 7
C Customer Right to View Certification Body Audit Reports? General Auditing Discussions 11
T AIB International takes a Hit for PCA Audit Reports but everyone is impacted Food Safety - ISO 22000, HACCP (21 CFR 120) 4
R Looking for Internal Audit Consulting Reports Internal Auditing 2
J Do you write positive comments in audit reports General Auditing Discussions 74
M One weakness of audit non-conformance reports is the poor writing Miscellaneous Environmental Standards and EMS Related Discussions 10
J Internal Audit Reports - Mandatory to keep original paper copy? Internal Auditing 16
V Internal Audit Reports - Is it wise to list specific employee names Internal Auditing 11
M Layered Process Audit (LPA) - Discipline in completely filling in the reports Process Audits and Layered Process Audits 3
M Supporting Sites, Separate Certificates and Audit Reports - IAOB TS 16949 rules? Registrars and Notified Bodies 9
J Nonconformance reports written only through internal audit findings? Nonconformance and Corrective Action 8
Moncia Full system pre certification audit ISO 50001 Other ISO and International Standards and European Regulations 8
M External audit non conformity related to applicable regulations ISO 13485:2016 - Medical Device Quality Management Systems 4
D Preparing for IATF 16949 Letter of Conformance Stage 1 audit IATF 16949 - Automotive Quality Systems Standard 4
A Establishing an initial audit schedule for Pharma Suppliers General Auditing Discussions 2
B AS9100 Certification Audit Accounting for Additional Customer QMS Requirements AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 15
B Surveillance audit nonconformity ISO 13485:2016 - Medical Device Quality Management Systems 5
R Live Audit disasters AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 6
R Audit Closure - Assigned actions AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 7
T Company AS9100D External Audit Preparation AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 17
T AS9100D Risk-Based Internal Audit Schedule AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 10
Crusader Missed Annual Audit… Registrars and Notified Bodies 8
S Minimum Retention Time for Records of internal audit results as per AS9100 AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 5
B Establishing topics for IATF internal audit processes Internal Auditing 9
I API Q1 5.7.1.5.a and API 6A10.4.2.12.2 AAR in API audit Oil and Gas Industry Standards and Regulations 0
D Unannounced Audit - Remote ISO 13485:2016 - Medical Device Quality Management Systems 6
L 3rd party audit issues - No audit agenda received a week before the audit Registrars and Notified Bodies 7
T Calculate FPY for Audit Results AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 9
D Critical Supplier will not allow us to audit Plant floor US Food and Drug Administration (FDA) 12
E Calibration Records during AS9100 Audit AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 8
Q Three year audit program template excel Internal Auditing 1
Q Evaluate a process audit ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 24
N Audit work documents Internal Auditing 3
S AS9100 Supplier Audit Checklist example AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 1
Kevin Walters IAQG Required Audit Days Needed (Please help) AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 2
S Initial Audit FDA US Medical Device Regulations 3

Similar threads

Top Bottom