This article will answer the following questions:
- What is contained in a pre-audit notification?
- What are the requirements for the auditee prior to the remote audit?
- What will happen in a virtual opening meeting?
- How will the auditor gather information during the inspection?
- How will the closing meeting be managed?
Summary of Remote Audit Process
Firstly, there is a routine process for a remote audit.- Remote Audit Organised
- Remote Audit carried out (Opening meeting – Inspection – Closing Meeting)
- Deficiencies against requirements identified
- Report written by auditor(s)
- Responses (Corrective Actions) and timeframes submitted to the auditor(s)
- Further Responses required or Further Inspection required based on the Responses
- Close out of audit
What is contained in a pre-audit notification?
Notification will be sent to the auditee up to 6 weeks prior to an audit. The notification will contain an outline of the audit (schedule) and a list of documents required for review. This may include:- Organogram
- Job Descriptions of Key Personnel
- Training Records
- List of SOPs
- List of Recalls
- List of Deviations / Non-Conformances / Complaints
What are the requirements for the auditee prior to the remote audit?
- Provide the auditor with all requested pre-audit documents (as listed above)
- Reliable internet access on-site
- Ensure that facilities are in order for the virtual site-tour
- Fully charged portable device with video capability (For virtual site-tour)
- A designated contact person to whom the auditor will direct all queries
- Ensure that you are comfortable with the communication platform that will be used e.g. screen-sharing, using the microphone and video options
- Prepare a Company presentation
- Review the audit schedule provided by the auditor
- If the audit is multi-departmental, ensure that the relevant personnel will be available to speak to the auditor at the assigned time-slot in the audit schedule
What will happen in a virtual opening meeting?
- The opening meeting shall be conducted by the auditor(s)
- Introductions will take place
- A Company presentation should be prepared and presented
- The schedule will be reviewed by all parties
- It is an opportunity for the auditees to ask questions prior to the beginning of the audit.
How will the auditor gather information during the inspection?
The auditor may gather the required information by:- Asking questions during a video call on the chosen communication platform
- Requesting a video tour to see certain tasks being performed
- Requesting documentation / records
How will the closing meeting be managed?
- The closing meeting shall be conducted by the auditor.
- The auditor shall explain via video call, the classification of deficiencies and present the findings of the audit during this meeting.
- Following the closing meeting, the audit is completed.