Pandemic - Virtual/Desktop/Remote Audits pitfalls!

The #Covid pandemic certainly changed how many companies conduct business, especially in the quality audit world. As business has started to pick back up these past couple of months, it has looked different for many organizations. Demands and due dates for audits may or may not have shifted, but audits still need to be done, and done well. Malkan Solutions has seen a massive increase in demand for desktop/virtual/remote audits since the spring. Below are some first-hand notes that #MalkanSolutions has encountered in this new #VirtualAudit world.

First-hand notes of things we watch out for during virtual/remote audits.

·      Sign & Understand #NDA – Clearly articulate the agreement between all parties related to safeguarding the proprietary documentation. These should include the sharing of electronic documents, virtual screen sharing, acceptable use of screen capture(s), video of processes and the actual video touring.

While NDAs are usually signed among the parties, it is good practice to remind the individuals involved in the audits during the opening meeting.

·      Technology - Setup technology of meetings ahead of time. There are many choices for virtual meetings apps. Based on the scope of audit, there should be consensus on the choice of app to use (#Zoom/#Skype/#Teams). The system through which documents will be shared will need to be setup with the app ahead of time. If live video of the factory tour or operator is required, appropriate camera and connectivity should be setup and tested ahead of time. Lack of Wi-Fi in certain areas of the factory (e.g. due to shielding requirements), and resolution of camera for fine detail viewing are examples of concerns.

·      Participation Documentation – Even though it is “virtual audit”, the interactions should be treated similar to an on-site audit. Using an attendee “virtual sign-in” for each participant will ensure documentation of meetings. Use of video conversation will help focus on the topic and avoid potential distractions due to the “remote nature”.

·      Take notes but refrain from pictures and screenshots – It is very easy to document using screenshots. The governing document is the NDA and the written authorization provided for the audit. The most important is to safeguard the documentation, including any video or screenshots for the duration of possession.

DO NOT upload to unsecure media (e.g. social media).

·      Lights, Camera, Action – The camera is the eyes and ears of a virtual audit. If this is possible during the audit, have the auditee select an appropriate person who is comfortable with technology. It is recommended that interviews be conducted in quiet environments (e.g. conference room, instead of loud shop floor). Provide a way to communicate with the cameraman (e.g. headset, speakerphone etc.) to have them slow down or focus on certain areas.

Wearing an “audit-in-progress” sign with the cameraman will allow for the shop floor aware of the activity without having to explain to each person.

·      DO NOT substitute for onsite audits – With all of the technology and convenience of virtual/remote audits, they do not take the place of an onsite audit. The flexibility on sampling records, first-hand review of processes, and the ability to read the people are huge benefit that is not available for virtual audits.

Malkan Solutions conducts hundreds of desktop/virtual/remote audits per year. These audits save auditee time, travel costs, auditor scheduling, while increasing touch frequency with the auditee. These audits are occasionally used as screening prior to an onsite visit. A pre-review is conducted prior to ALL onsite audits. The audit scope is custom to the requirements of the client, disclosure agreement of the auditee, complexity of the production process and several other elements, making each audit unique. 

Contact Malkan Solutions today to learn more about best practices that you can use or if you have upcoming audits that you may need assistance with.