Platinum may perform certification assessments off-site from client facilities when the entire facility works electronically, when personnel support the facility from remote locations and during emergency situations when it is unsafe or when travel and contact with personnel is prohibited by government agencies. We have defined processes for perform these audits using information and communication technologies (ICT). Clients who have not experienced and ICT audit may need some assistance. The following information has been developed to help you prepare and to answer any questions you may have:
Remote audits are audits that are performed off-site using electronic tools. The assessments cover everything that would be confidently covered on-site. Certification bodies use these audits when a client operates electronically or when there is a need to temporarily audit remotely due to unusual circumstances.
How do remote audits work?
They are very similar to on-site audits. They are conducted over the same duration. They work when you share your screen with your audit team – so we simply watch as you display records and information to us.
We can supplement the on-line screen share with off-line reviews of documented information sent via email or made available through sharing sites like drop box.
What about Confidentiality and Security?
We will perform your remote audits from private locations (or from a part of your facility, when possible) to keep your information as secure as possible. Through data viewing, we will not be having direct access to your systems. All documents and records are protected, controlled and destroyed when no longer needed.
Tools to Consider
Some communication tools include: Go to Meeting, WebEx, Zoom, Skype, Join.Me, Teams, and Google Hangouts.
Scanning tools: Tiny scan or other phone apps
Technical Issues
We anticipate that there may be connectivity issues. Your auditors have been trained to help troubleshoot things that may come up. Please have attendees mute their phones and computers unless they are needed. If necessary we will reschedule or use alternate methods.
What do I need to do?
1. Identify and Set-up Screen Sharing
We will ask you what software you will use to connect to your Lead Auditor/Audit Team. If you do not use collaboration software, there are quite a few types of software available; many are free. Headphones will help with audio.
2. Plan for sharing paper records
It may be necessary to supply images of hard copy records. Luckily, these can be captured using mobile phone applications such as tiny scanner which can be displayed on your computer emailed to your auditor. Your auditor will tell you what records are needed in advance of the audit.
3. Identify who will participate in the audit
Please prepare a list of individuals that will participate in each part of the assessment (using the Assessment Plan/Schedule). Please include first name, last name and titles. Please send this to your auditor. It will not be necessary to have all personnel available during the audit, but they should join prior to their session. Leadership should be available during their session and during the opening and closing meetings.
4. Plan for site tours
Where necessary, we will ask you to take us on a virtual tour of your facility. Mobile phones, tablets, webcams will work for this purpose.
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