Central Fabrication Accreditation Guide

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.

RK1

The business establishes written policies and procedures that address the creation, maintenance and storage of customer orders and fabrication records.

Tip–Fabrication Records

Your procedures may include, but are not limited to, explanation of how:

• Job or work orders are created
• Records are entered into the tracking system
• Records are updated during the fabrication process
• Records are securely stored

RK2

The business shall maintain documentation that includes customer communications for each item/device.

Tip–Customer Communications

Any communications with your customer including change orders or specification clarifications must be documented. These communications may include phone calls, faxes or emails.

RK3

The business maintains records that include detailed descriptions of the item/device fabricated and the components incorporated.

Tip–Detailed Documentation

The detailed descriptions may include, but are not limited to:

• Work orders
• Type of device
• Materials used
• Components used
• Fabrication timeframes

RK4

The business shall maintain a tracking system that links custom fabricated items/devices to the customer.

Tip–Tracking System

Your system could be comprised of a tracking database, spreadsheet, log or other documentation and may include applicable model and serial numbers.

RK5

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:

• Published turnaround times
• Arranged delivery dates
• Documented communication with customer

RK6

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:

• Quality assurance forms that include the manufacturer’s guidelines
• Final inspection checklist prior to shipping item/device