Management system certification. Questions and Answers
Grow a business and everything goes smoothly. But you run into standards, someone mentions ISO, your partner wants a certificate, and you have a lot of questions. The process of certifying a management system for compliance with the ISO standard is not complicated, but of course it requires some effort. However, the benefits are many and the future opportunities for your business are expanding.
In this article, we try to answer some questions that customers ask most often when they contact us. We hope to be useful to you as well.
Q: What is ISO certification and why is it needed?
Answer: An ISO certificate is a document that is issued by an accredited certification body after your organization has successfully completed the ISO certification process. The certificate is proof that the organization meets the requirements of the ISO standard. The ISO certificate is important because it demonstrates to customers, partners, government authorities and other interested parties that your organization has an approach, understands and implements the best practices in its economic activity.
Q: What are the most commonly used ISO certifications?
A: Most often, companies are certified according to ISO 9001 (Quality Management System, QMS), ISO 14001 (Environmental Management System, EMS), ISO 45001 (Occupational Health and Safety Management System, OSHMS) and ISO 27001 (Information Security Management System, ISMS). Each of these standards, in addition to the general one, also has its own set of requirements that must be met in order to be certified.
Q: What is an integrated management system?
A: An integrated management system (IMS) is a system that combines several systems into one, for example, a QMS, an EMS and an OSHMS. IMS enables the organization to manage all aspects of its operations and their impact on the people involved, resources, environment, etc., more comprehensively and effectively.
Q: What are the benefits of IMS certification?
A: Benefits include better efficiency, cost savings, greater risk management, improved customer satisfaction and increased compliance with applicable regulations. It allows to reduce costs and improve productivity by streamlining processes and eliminating duplication of effort. Implementing an EMS demonstrates to customers, interested suppliers and other parties that the organization is dedicated to providing quality products and services to reduce environmental impact and ensure your safe and healthy work environment. An IMS will help you identify and manage potential risks and opportunities more effectively. ISO certification is your face to potential customers and partners and will give you a competitive edge over your business competitors.
Q: How long will it take for my organization to implement a management system?
A: The time required to implement a quality management system (QMS), environmental management system (EMS) or occupational health or safety management system (OHSMS) depends on the scope of the activity and the structure of the organization. In general, it can take anywhere from a few months to a year. The implementation process includes developing and structuring the necessary documentation, checking the effectiveness, introducing corrections if necessary, training employees and implementing the system in daily work. Implementation of IMS will take less time and effort compared to implementation of separate systems.
Q: Do I need to designate a specific person to be responsible for the development and maintenance of the QMS, EMS or OHSMS?
A: Yes, it is recommended that you appoint a quality manager to be responsible for the development and maintenance of your quality management system, environmental management system or occupational health and safety management system. This employee must have the necessary knowledge and experience to develop and maintain the system, as well as the ability to train and motivate other employees. This person must also be able to identify and manage potential risks and opportunities.
Q: What should I do if I am not able to appoint a quality manager?
A: If you cannot dedicate an employee solely responsible for the development and maintenance of your management system, a third-party consultant may be able to outsource this. This consultant should have the necessary knowledge and experience to develop and maintain the system, train and encourage your staff.
Q: Does the quality manager responsible for an integrated quality management system need training?
A: Yes, the quality manager must undergo training to understand the requirements of the system and how to operate it effectively. The training should include, at a minimum, the principles of quality management, the requirements of the ISO 9001 standard, and the processes and procedures of the IMS. The quality manager should receive training and how to use the IMS to manage risks and opportunities.
Q: What documents are required for ISO 9001 quality management system certification?
A: Documents required for ISO 9001 certification include a quality manual, quality policy, quality objectives, procedures, work instructions and records. The organization may need to develop additional documents, such as a risk management plan, to meet the requirements of the standard.
Q: What is an internal audit?
A: Internal audit is a mandatory requirement of ISO standards such as ISO 9001, ISO 14001, ISO 45001 and ISO 27001. They are conducted internally by the organization that initiates and plans them. They represent a self-assessment of the processes implemented in the organization. The standard requires the organization to establish an internal audit schedule that covers all aspects of the system. They are done at least once a year or at a frequency determined by the organization, and the results are documented.
After your system is developed and before you move on to certification, you should conduct an internal audit. He will check the implementation of the system in the organization, identify the problems to be solved before the certification, find out if there are aspects in the business that should be reflected in the management system, check if you and your staff are ready for the certification audit. Internal audits at scheduled intervals are also conducted after your business is certified.
Q: How long will it take for my organization to be certified?
A: The time it takes for an organization to be certified depends on the size and complexity of the organization, as well as the type of certification – to which specific standards and how many standards it will be provided. It usually takes one to several months to complete the certification process. It includes an audit and assessment of the organization’s management systems by an accredited certification body – documentation review, process review and on-site audit.
Q: Does the organization provide ISO certification?
A: No, ISO is an international organization that develops and publishes but does not issue certificates of conformity. This is dealt with by certification bodies accredited to provide certificates of compliance with a particular standard.
Q: How do I get an ISO certificate?
A: To obtain ISO certification, one must first develop and implement a quality management system that meets the requirements of the ISO standard, e.g. ISO 9001, ISO 14001, ISO 45001 or ISO/IEC 27001. Then a system audited by a certification body to certify compliance with the requirements of the standard. Once the audit is complete, the authority will issue your organization with an ISO certificate.
Q: How do I choose a certification authority?
A: When choosing a certification body, it is important to consider their experience, reputation, and availability of accreditation. It is recommended that the certification body is accredited by a national or other body to carry out audits and provide certificates for the specific standard. Non-accredited certificates are also valid, but do not carry the same weight and authority. The certificates you hold must be recognized by customers, partners and other stakeholders. It is also important that the certification body is ready to provide support and guidance throughout the certification process.
Q: How does the ISO certification process work?
A: The certification audit takes place in two stages. At the first stage, a team of auditors checks the available documents, makes sure you understand the standard and its requirements, checks the scope, talks with employees and management, evaluates the effectiveness. At the end of the stage, the auditors will discuss and summarize all findings in a report. It is possible that there are elements of your system that need additional work – the so-called. discrepancies. They are a normal part of the process and should not bother you, but they should be removed before stage 2 begins. In the second stage, the auditors check whether you have removed any non-conformities, check whether your management system meets the relevant legal requirements, assess the overall effectiveness of SU, will ensure that internal audits and management reviews are performed and make a recommendation for certification to the standard. The certificate is valid for a period of 3 years, during which time the authority conducts annual surveillance audits to confirm that the management system remains compliant with the standard.
We probably haven’t answered all of them. And the more you learn, the more questions arise. Do not hesitate to contact us. We will be happy to be of assistance.