Certification process

GUARD IS CERTIFICATION Sp. z o.o. determines the client's needs, analyses the ability to provide certification services, forms a correct certification offer and provides full support for the client.

General description of the certification process:

Contact with the client

When a request for certification is received, the GIC representative collects information from the client, who fills in the F|10|ISO22_Questionnaire application form. Additional information may be requested.

The initial analysis of the application takes 3 days and includes an assessment of the completed application, extraordinary events and impartiality. GIC assesses the feasibility of the audit, taking into account the scope of certification and location.

If certification is possible, the client is notified of the continuation of the process; if not, the client is notified of the denial. The decision on certification is made within 5 working days after receipt of all documents.

Certification offer

A contract proposal is prepared based on the calculation of what is required for certification. Any questions/doubts/uncertainties in the terms of the contract should be discussed with the client.

Any changes to the contract must be accepted or rejected by the GIC manager. At the client's request, the contract may be concluded annually during the certification cycle for each individual audit.

Signing of the certification agreement

When the offer-contract is accepted by the client, a signed contract with an annex is sent to the client. The contract is usually concluded for 3 years, but in case of changes in the scope of certification (address, change of business, etc.), it is necessary to make changes and re-sign the contract.

The contract can be terminated early by agreement of both parties or by written notice before the end of the 3-year cycle. GIC has the right to terminate the contract if the client breaches its obligations, even after a written notice. In the event of contract cancellation, the certificates will be withdrawn and hard copies must be returned to the GIC office.

Planning the first and second stages of the audit

Appointment and approval of the audit team and the auditor in accordance with the competences and setting the date of the audit with the client, preparation of the audit plan.

Stage I

The first stage of the audit should achieve the following objectives:

Upon completion of the first stage of the audit, the lead auditor shall notify the Organisation of all areas that may be classified as non-compliances in the second stage of the audit. All discrepancies identified during the first stage must be fully resolved within the established timeframe, but no later than 6 months from the date of the audit. In the event of a negative outcome of the Stage I audit, the Stage I audit must be repeated. The client will be formally notified of the audit results by email. The Stage II audit can only take place after a positive result of the Stage I audit.

Stage II

The purpose of the second stage of the certification audit is to assess the functioning of the client's management system, including its effectiveness. This stage takes place at the client's production site and covers:

The date of the Phase II audit should be set to allow time to address the issues identified in Phase I, but not more than 6 months for FSMS. In case of a longer gap, the initial certification is carried out. The results are documented in a report, and non-conformities are reported in the form of ‘non-conformity cards’. The lead auditor prepares a report and coordinates a corrective action plan with the client, sending it to the Certification Body within 21 days of the audit. For minor discrepancies, corrective actions are taken and evaluated in the next audit. Significant discrepancies result in a second audit or the submission of new documents.

Decision on certification

The decision to issue or refuse to issue a certificate of conformity, expand or reduce the scope of certification, extend the validity, suspend or renew certification, or cancel (terminate) certification is made by the appointed reviewer who analysed the documentation, including the audit report, confirmation of closure of possible non-compliances, confirmation of compliance with the certification procedure.

Issuance of the certificate

The approved report and the management system certificate, which serve as proof of certification, are sent to the client. The date of receipt of the certificate is the date of the certification decision.

Surveillance audit

The main purpose of the surveillance audit, which is conducted annually during the validity of the certificate, is to confirm that the certified management system meets the requirements of the standard.


The audit is planned in consultation with the client and conducted in accordance with the audit plan agreed by the auditor.
The first surveillance audit shall be conducted no later than 12 (+ - 3 months) months from the date of the decision to issue the certificate. If the surveillance audit is not performed on time, the certificate must be suspended or revoked, but the suspension may last no more than 6 months. After the audit, the client receives an approved audit report.

Recertification audit

Before the certificate expires, a recertification audit must be conducted to extend it for 3 years. The purpose of the audit is to confirm the compliance and effectiveness of the management system, taking into account changes at the client. The client is obliged to provide written information about the changes, fill out a new application and prepare a proposal for three years, while the previous agreement remains in force.

If the audit is not completed before the expiry of the certificate, the extension will not take place. The client will receive written information about the decision. In case of a positive result, a new certificate is issued from the date of the decision or later. It is possible to extend the certificate for 6 months after the expiry date if all stages of recertification are completed. The expiry date of the new certificate is based on the previous cycle.

Special audits

Additional special audits should be conducted in addition to, but not in place of, annual surveillance audits. When a request for an extension of the scope of the certificate is made, the certification body shall evaluate the data provided and determine the necessary audit activities.

Short notice audits may be conducted by the GIC in the event of complaints, changes or monitoring of suspended certification. The right to such audits is defined in the Certification Agreement.

Multi-site

A multi-site organisation has a central office that plans and controls the activities of local branches or subsidiaries. The head office does not always act as the main management.

Multi-site certification is possible under the following conditions:

01

All units follow the same management system and documented information.

02

The system is centrally supervised by a quality management representative from the head office who conducts internal audits and provides instructions.

Note:

Although an organisation may have several legal entities, all must be linked to the central structure and follow a single management system. If material non-compliances are identified without appropriate corrective action, the certification should be suspended until they are corrected. The certificate of the entire multi-site may be cancelled if one of the branches has grounds for this.

03

Some functions (procurement, HR, etc.) are performed centrally.

04

All addresses are legally linked to the head office.