Evidence means records made after the change that show it is in place and working. Put each record in the folder with its date and where it is kept, and read it against the requirement from step 1. Keep the future out of the response: records that do not exist yet go on the tracker as dated actions. Then add one yes or no question to your layered process audit.
Wednesday, day 28, mid morning, the quality office. The fourth sweep finished at 8:00 and its log is in the folder with every other record the response will point to. The response goes out this afternoon, two days early.
Evidence means records made after the change that show it is in place and working. A plan to review the records at the next audit is not evidence, and it is the third way a response gets sent back: it offers a plan where a record is needed. If a record does not exist yet, it is not in the response.
Put the records in the folder
- The label template showing the expiry field, and the relabeling record for all 43 containers on the shelf.
- The receiving procedure, revised, with the stockroom lead named as owner of shelf life.
- The sweep logs for days 7, 14, 21 and 28. Each covers all 31 stations and the 43 shelf containers. Sweep 1 pulled 2 containers within 14 days of expiry to the front for use. No expired container was found in any of the four.
- The peel test report: 60 pieces, from the three stations, no failures. This is evidence for the correction.
- The read and sign sheet for the revised procedure. It supports the sweep and does not replace it.
Next to each record, write its date and where it is kept. Then read it against the requirement from step 1. The finding was about expired material in use. The sweep logs show none in use, four weeks running. The records answer the question asked.
Keep the future out of the response
Twelve weekly sweeps will prove more than four. The twelfth falls on day 84. Those records do not exist yet, so they go on the tracker as dated actions, and they join the file as they are made. The response lists what exists today.
Leave one question on the floor
Add one yes or no question to your layered process audit: does every adhesive container at this station show an expiry date that is still in the future? Anyone auditing can answer it in under a minute. It keeps the gap checked on a schedule after the auditor has left and the sweep owner has moved on. See Check the Floor in Book 1.
Read more: how to run an effectiveness check, how to run a layered process audit and Prove It Worked in Book 1. In the free audit finding response builder this is the Evidence section, and it flags evidence written as a plan.
The mistake to avoid
Writing "records will be reviewed at the next audit" and calling it evidence.
- Open the evidence list on your last response.
- Mark each item a record or a plan.
- Add one audit question for the gap.
Open the printable Monday Board
Related on ShopFloorOps
The plant, the audit, the finding and every number in this book (finding CAR-0417) are a made-up example. The tool sidebars show ShopFloorOps tools, which I make and sell. Every chapter teaches the step itself, so you can use your own forms. New to a term? See the quality glossary.