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good day to you my name is Chris James I'm one of the business line managers here at dqs the purpose of this video is to give our valued customers as much support as we possibly can regarding the communication that you should have received from Brad and Dwyer president of dqs referring to the fact that we are no longer sending auditors out to visit specific customers and thereby eliminating the travel now this is a course in alignment with the directives from our health leaders associated with the Kurama virus so the idea is that we will continue to audit our customers using a remote auditing to the greatest extent possible allowable by your individual standard and to a large extent what we're hoping is that we are going to be able to perform 100% of the audits that we would have originally done all the other things that we already have agreed with you so in order to demonstrate how this might work so you have an idea of what to expect now we've recorded this video which is really in two parts part one is a demonstration of a what we tell conference room subjects that is subjects such as management review internal audits corrective actions the majority of which our clients normally have that's stored on some form of the computer system or some form of viewable media part two will then be a demonstration of reviewing some records which are not stored on the computer and will mean us going to a different part of the offices so I'm actually auditing from one Island I have an oddity her name is Beth Gatewood and choosing to come so this really represents the type of audit and the type of missions that can you expect when you actually get to get to the very motor on it so here is Beth so we start off by auditing their documentation which is normative would expect the C somewhere on your computer system so good morning to you doing is I'm wondering if you have a procedure which you have such a procedure and we don't like that thing certainly I'm going to switch over to sharing my screen because all of our procedures are shared on our intranet site this this is our intranet site here it is going to be available to any of our employees and I'm sorry I think I hit something by accident so I'm going to just go back a page here so this system is available based on permissions to any of our employees and these permissions are set by our IT departments okay give me just a second I'm gonna make some notes here that as we go through this or what is so in these documents I'm looking now at your intranet site is that true correct this is our home page site home page okay very good so when I can see some percentages so within the intranet home page at the top right here we have a red button that this is a practice to our quality manual where all of our cultural documents are stored so you have a quality menu thank very good so let me just move our GoToMeeting out of the way here [Music] so all of our procedures are stored down here in our procedures section and our general auditing want procedure is our general audit requirements this is the Q o 900 - 5 and the latest revision is 10 - 25 19 okay let me just make a note of that - 900 - 5 then tell me the revision again 10 and 25 2019 very good so this is the latest revision here ok so let's have a look it says revised 1025 - I don't this is the latest revision what invited is being changed recently so our procedure is is that if you a newer revision has not been posted to our quality manual it is not a released or active version and it must be released by our document controller who is currently my coworker Yvonne ok so if there are a new procedure it would be release and then the presuming the release date would be as shown on the documents correct so as long as that release date matches the what is showing in the quality manual and it does I know I'm looking at the most recent document excellent so perhaps you could scroll down to where it shows me the procedures for auditing this is section 6 of the procedure very good so that concludes the demonstration obviously and real audit I would look very closely of procedures I would make sure that those procedures later in the audit who were formed but the purposes that them on the street I'm relatively easy it is to perform an audit here I'm in Long Island that's in Chicago and I've been able to verify the Kevin procedure I've been able to verify the control I've been able to read the procedure so that concludes so now what we're going to do is move on to the second part of this tutorial and this is going to talk about areas that we can't look at on a computer screen because these are the documents aren't there or it's the manufacturing area or it's something we need to see live now we would love to show you and demonstrate on the manufacturing area but we don't have manufacturing inside dqs so we're going to choose some documents that are held in a filing cabinet which is in that corner of the dqs profits and there they happen to be invoices so Beth perhaps you would care to show me some invoices and let me see where you keep them and we'll take a look at a few of them okay certainly Chris so I'm going to turn the camera on so that it is showing what I'm seeing as I'm walking through the office okay so this was so we're leaving the conference room and walking over to our finance department where these records are held very good so this is walking through our cubicle area and then coming up here on the left is our mail room okay can we just pull the mail room a second so these are some signs on federal and statutory requirements so top left-hand corners are no smoking policy below that is some information on workers compensation and then on the right side we have our Illinois employee rights and then our federal employee rights are right below that very good so there's some statutory regulatory requirements I've seen okay let's carry on go to the go to the invoice all right so we're coming up on our Kelly's desk this is the file cabinet this is where we keep our invoices for payables that are services rendered for us that we need to pay what is your method of keeping records that the invoices have expect to see when I look at the invoices so we should have a printout of the invoice that we received from the company there should be a stamp on it that says paid and the date that it was paid and then there should be a second stamp that has approved with a either it's a signature or initials of who approved the payment seems to me understand with the fruit and the signature is the key to knowing that they're approved properly very good so if you open the drawer and Oh - the leftist thing about these things fold up from the left that's all six Folan would be good oh so let's see one two three four I'm going to skip our credit cards but we can go into this supplier who is our one of our record management okay very good so this is American record management systems the invoice number is zero two one eight nine two five and it has the dollar amount and this one was paid it's in the final chemist so if we could see the signature against the good we don't have a maid um stamp here but we do have who approved it okay correct very good okay if we can see let's see um alright so this is a company we used for maintenance with it for our plants in this office very good and that is invoice number seven oh nine eight three five five but we just wrote them down and the evidence that it has be the who where it's that way down here and the initials very good okay that one back so we've just seen a couple there so of course I've got many more samples and I think attempted to demonstrate here is the fact that by using either cell phone tablets or whatever is convenient to you you can go out as an auditor and have someone show you the records on the shop floor and in that way accomplish a large part of what you would be doing on the shop floor in any case so that concludes our section two it's been a great pleasure doing this I hope it's useful if you do have any questions you can contact me Chris James 6 3 1 3 3 5 82 85 thank you very much