There is no universal document list for every scheme. Organise evidence around the process flow: material receipt → storage → production → quality control → product and sales.
Documents should reflect the actual process
Good preparation means organising the records the company actually uses, rather than creating new documents solely for the audit.
Organisational documents
- a description of the activities and a process flow diagram;
- the scope of sites, lines and products;
- staff responsibilities;
- relevant permits and authorisations, where applicable.
Suppliers and input material
- a supplier list;
- current supplier certificates;
- material specifications;
- invoices, delivery documents and weighing records;
- information on PCR/PreCR or waste origin.
Storage and traceability
- batch numbers and material codes;
- identification rules;
- storage locations;
- transfer records;
- links between material and production.
Production
- recipes and process parameters;
- production reports;
- material consumption data;
- internal regrind and production waste;
- outsourced operations.
Reconciliation and sales
Depending on the scheme, summaries of purchases, stocks, consumption, production, losses and sales may be needed. The data should be reproducible from the source systems.
Quality control
Prepare specifications, testing plans, inspection results, records of how non-conforming material is handled, and information about laboratories and the methods used.
Additional modules
Modules concerning food contact, PVC, social accountability or other areas may require additional evidence. The list should always follow the current scheme documentation.
Key takeaway
The auditor needs a procedure and evidence that it works. Well-organised documentation makes it possible to move quickly from a requirement to a specific record and the material at the site.
Useful documents
The certification rules are available on request. Information on obtaining them is provided in the Almaland Documents section.