Author: Angela Milligan, Business Advisor, OMS Software PTY LTD. Member of AINDT’s NDE 4.0 committee

No matter how efficient you think your business is and how sure you are that your company delivers on its promises, preparing for your ISO audit presents a golden opportunity for improvement. And since you don’t get what you don’t measure, having an Integrated DMS with regular reviews will help you to keep tabs on your performance regularly.

So, what is a fully integrated Digital Management System? It’s a system that manages multiple aspects and processes of an organisation’s operations, this system will provide detailed focus on the performance of the entire organisation and its individual processes. Where key priorities and objectives are clear, and the system compliments business processes in line with KPI standards such as safety, quality, delivery, cost, morale, environmental, and information security.

An integrated DMS will allow you to have systems in place long before the third-party audit, ensuring that you’re ready and able to face external auditing.

For organisations specialising in Non-Destructive Testing and Condition Monitoring, an integrated DMS that has been designed to be compliant with the requirements of ISO 17025, 17020 and the 9001 series (such as OMS Software) covers the basis of these standards in the one integrated system and can dramatically decrease the possibility and potential for NCR’s, but also reduce the number of hours and time spent managing processes, priorities, staff and the time spent preparing and managing an internal or external audit.

Having a system that is specifically designed to align closely to these standards will securely store and manage documentation relating to the ISO compliance requirements, all in the one platform.

An initial internal audit of your system will answer some of the following questions:

• Are you efficient and effective in what you do in your business?
• Is your business doing what it says it does?
• Are there any unidentified hazards?
• Is risk being managed effectively?
• Are your controls effective?
• Do your products conform to any required specifications?
• Is your management system complete, established, and effective?

During an ISO 17025 or 17020 audit, the auditor would typically look at the following 5 aspects of the business, which a fully integrated DMS will be able to instantly provide compliant records and audit evidence.

General requirements

Store required documentation/records covering impartiality, independence, confidentiality, processes, procedures, standards & historical documentation, with version control.

Structural requirements

The size, structure, composition, and management of a testing or an inspection laboratory including administrative requirements, insurance and liability provisions, organisational charts.

Resource requirements

Details of all personnel, including staff competence, relevant qualifications, relevant in-house training, knowledge of the standards or specifications used, knowledge of the organisation’s management system; knowledge of ISO 17025, 17020 and 9001, NATA Rules, and relevant accreditation criteria.

Details of all Corporate accreditations business records, assets and details of any subcontractors.

Process requirements

Documentation covering test, inspection & process procedures, handling inspection items and samples, keeping inspection records, record modification and retention, inspection reports and inspection certificates.

system requirements

Demonstrable application, relevance, and use of the certified management system in matters relating to; document control, records management, management review, internal audits, corrective action and preventive action.

To remain relevant, the integrated DMS that you choose, should be a living digital system that is constantly updated and optimised. For that to be true, you must establish a schedule for periodic tasks, internal audits, and reviews—and stick to it. The worst thing you can do is wait a month before the audit and then try to rush to complete everything.