CORONAVIRUS (COVID-19) INFORMATION
In light of the current circumstances, we are contacting all clients and auditors who have visits planned from us within the next six weeks.
We are often able to offer remote audits to enable you to maintain your certification. This is being discussed with clients on an individual basis.
We have prepared a list of Frequently Asked Questions about how remote auditing works in practice. But if you have concerns or additional queries, please just contact us.
Thank you for your understanding and patience at this difficult time.
The Approachable Certification Team
Frequently Asked Questions regarding Audits and Covid-19
We still want the audit on site
We appreciate some businesses are working as normal and trying to remain as operational as possible. However, here at Approachable the health and safety of both our employees and clients is our main concern and in line with government guidelines, we will not be carrying out any on-site audits until further notice.
How long will this stay in place for?
We have remote audits in place for the foreseeable future. We are constantly reviewing the situation and updating our customers accordingly. Rest assured, as soon as on-site audits can be resumed, our clients will be the first to know.
Will all audits take place remotely?
Yes, currently all audits scheduled with Approachable will take place remotely. This includes Pre-assessments, Stage 1, Stage 2, Surveillance and Recertification audits. Audits will take place remotely on the same date already booked in with us and your auditor. They will follow the plan featured at the end of your previous audit report. You should prepare in the same way as you would for an onsite audit.
Our staff are not in the office. How will this work?
If you have key members of staff working from home the audit can still take place remotely. We would require some documents to be sent to our office or auditor. Your auditor will keep in contact with you throughout the day and connect via Skype, Zoom or Teams. If this is not possible, we can use good old-fashioned phone calls to discuss audit requirements.
What technology do we need for the remote audit?
You will need to have a secure email address that we can use to communicate with you and of course a phone line, preferably with a speakerphone. Where possible we’d still like to maintain face to face contact, even though we can’t be there in person. Our preference is to use Skype, which you would need to have downloaded onto your device. You’ll need a microphone and speakers if they aren’t in-built. If this is not suitable, we are able to use other options such as WhatsApp video, Conference call, Facetime (if you’re an iPhone user) or a method of your choice such as Zoom. In addition, for document management, there are various options such as SharePoint, OneDrive and Dropbox. Your auditor will communicate with you to discuss this further and to ensure the audits run as smoothly as possible for both parties.
We would rather postpone the audit than have a remote audit.
We appreciate that this is an ever-changing situation for everybody. However, under UKAS guidelines, we are required to carry out audits remotely where possible. Initially, we will send out a questionnaire to you, which needs to be returned to our office. We will then let you know what documents are needed and put you in direct contact with your auditor. Everything will take place in the same way – just over the phone or video call rather than face to face. Everything can be worked to fit around your schedule and key personnel who may or may not be in the office. As with all audits, there is no pass or fail and with a remote audit, this remains the same.
What documents do we need to send over for the audit?
We will contact you to discuss full details of what will be required during your opening meeting. To allow you to prepare as fully as possible, as a minimum, you will be required to provide the following documentation or information for review during the remote audit:
- Internal audits and management review records
- Actions taken on nonconformities identified during the previous audit
- Complaints handling
- Effectiveness of the management system with regards to achieving objectives and the intended results of the management system(s)
- Review progress for continual improvement
- Confirm continuing operational control – this can be using evidence such as production records and maintenance records
- Review of any changes
- Use of marks and/or any other reference to certification
Staff will also need to be available for interviews on the day
We don’t have electronic copies of our documents.
Even if your documents are hard copies, we can still carry out remote audits. You can scan them and email them over to us. If this is not possible, taking photos on your mobile phone and sending them to us is also an option. Your auditor will work with you to find the best solution and carry out the audit as smoothly as possible.
Will the audit time be reduced?
Even though we are not able to audit on-site we still have the same UKAS guidelines to follow when it comes to the number of days per audit. Therefore, audit time will not be reduced and fees will remain the same.
We still want to reschedule.
Remote audits will be similar to those on-site. The only difference is that our auditor is not there in person. We understand this is a difficult and unknown time for everybody right now. However, if you should wish to cancel or postpone the audit our usual cancellation policy applies.