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The Record Keeping Standards address the establishment of policies and procedures related to customer orders and fabrication records. You should have documented policies and procedures that address the creation, maintenance and storage of records. Each record should consistently include detailed descriptions of the item/device, turnaround times, delivery dates and communication with the customer. You are required to maintain a tracking system that links items/devices to the customer.
The business establishes written policies and procedures that address the creation, maintenance and storage of customer orders and fabrication records.
Your procedures may include, but are not limited to, explanation of how:
The business shall maintain documentation that includes customer communications for each item/device.
Any communications with your customer including change orders or specification clarifications must be documented. These communications may include phone calls, faxes or emails.
The business maintains records that include detailed descriptions of the item/device fabricated and the components incorporated.
The detailed descriptions may include, but are not limited to:
The business shall maintain a tracking system that links custom fabricated items/devices to the customer.
Your system could be comprised of a tracking database, spreadsheet, log or other documentation and may include applicable model and serial numbers.
The business informs the customer of the expected time frame for the fabrication and delivery of requested items/devices and notifies the customer of delays as applicable.
Tip–Expected Time Frame
Examples of compliance may include, but are not limited to:
Prior to delivery, the business documents that the item/device meets the specifications of the component manufacturer’s guidelines and/or customer’s requests.
Tip–Compliance with Manufacturer’s Guidelines
Examples of documentation include, but are not limited to: