Property Belonging to Customers or External Providers
ISO 9001:2015 – Section 8.5.3
Our consultancy ensures that organizations establish processes to safeguard property provided by customers or external providers. This includes materials, intellectual property, tools, equipment, and data entrusted for use in production or service provision. Proper handling, protection, and reporting of such property build trust, prevent loss or misuse, and demonstrate accountability in compliance with ISO 9001:2015.
Scope of Work
1. Identification and Verification
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• Register and label customer- or provider-owned property upon receipt.
• Verify quantity, quality, and condition to confirm conformance with requirements.
• Maintain records of verification and property status.
2. Safeguarding and Protection
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• Establish procedures for safe handling, storage, and maintenance.
• Ensure adequate physical, digital, and environmental protection.
• Define responsibilities for safeguarding assigned property.
3. Usage and Monitoring
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• Use property only for agreed purposes within the contracted scope.
• Implement monitoring mechanisms to ensure accountability and traceability.
• Maintain usage logs and chain-of-custody documentation.
4. Reporting of Issues
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• Establish reporting protocols for property loss, damage, or misuse.
• Communicate promptly with customers or providers when issues occur.
• Record nonconformities and corrective actions for transparency.
Deliverables
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• Property control procedure.
• Customer and provider property register.
• Property receipt, usage, and status records.
• Reporting templates for loss, damage, or nonconformance.
• Evidence of safeguarding measures (e.g., access controls, storage conditions).
Pricing & Timeline
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• Fee: $3,150.00/month per facility (6-month engagement)
• Estimated Duration: 180 business days
Completion timeline may vary based on client responsiveness and documentation turnaround.
Sample Milestone Plan
| Phase | Key Activities | Core Deliverables |
|---|---|---|
| Month 1 – Planning | Kick-off, scope definition, project charter |
✓ Implementation Plan ✓ Scope Statement & Team Roles |
| Months 1–2 – Design | FSMS drafting, PRP setup, document control systems |
✓ SOPs, PRPs ✓ Controlled Document Framework |
| Months 2–3 – Execution | Competency training, system rollout, records logging |
✓ Training Logs ✓ First Cycle Recordkeeping Evidence |
| Months 3–6 – Validation | Internal audits, reviews, performance monitoring |
✓ Internal Audit Reports ✓ CAPA Logs ✓ Management Review |
| Month 6 – Readiness | Final system check, CB coordination, mock audit |
✓ Pre-Audit Summary ✓ Final CAPA Log ✓ Audit-Day Prep |
Certification Audit Support
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• On-site or remote audit-day presence
• Real-time response to auditor inquiries
• Post-audit support and non-conformance response drafting
Deliverables:
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✓ Audit Representation
✓ NC Response Support
✓ Audit Day Documentation
Project Closure
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• Final FSMS documentation handover
• Executive summary outlining system status and sustainability plan
• Option to transition into maintenance & continuous improvement support
Deliverables:
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✓ Final Document Handover
✓ Close-Out Report
✓ Maintenance Plan Proposal
Additional Compliance Support Options
| Service | Description | Fee |
|---|---|---|
| Customer Property Management Toolkit | Templates and logs for property receipt, use, and safeguarding. | $1,500/project |
| Intellectual Property Handling Package | Guidelines for secure management of customer or external provider IP/data. | $1,800/system |
| Property Issue Reporting System | Structured reporting forms and workflow for property loss/damage incidents. | $1,200/project |
| Digital Property Register | Electronic register with tracking and audit trail functionality. | $950 |
