Do it yourself


 The anticipation of upcoming audit is be a stressful experience for most companies.   It does not have to be. When you know the questions that are likely to be asked, the process can be very easy and rewarding.  We recommend a few steps namely:

  1. Understand the requirements of the standard
  2. Conduct an Internal Audit to identify any deficiencies
  3. Track and close any deficiencies

Understand the Requirements:

Obtain a copy of the standard and become familiar with it.  Circle or highlight words such as:

  • “shall” and “must” – These requirements are mandatory

  • “should” and “may” – These are typically recommended but cannot be enforced by an audit firm.

  • “documented procedure” – You need to have documented procedures in place.  If the word “process” or “procedure” is mentioned it does not have to be documented but the process/procedure should be in place and the auditor will interview staff to find out more about how it is done

  • “records” – This highlights areas where records must be in place.

Conduct an Internal Audit / Gap Assessment

An internal gap assessment consists of reviewing all documents, procedures, forms and interviewing staff to ensure all the requirements of the standard are in place.  Most organizations have many policies and procedures in place so there may only be a few outstanding issues to address.  As a suggested practice, we recommend that you:

  • Gather all documents, forms and procedures you have as part of your system.

  • Conduct a desktop review of your practices to ensure they meet the requirements of the standard / checklist.  As you read through the standard consider checking off areas you are compliant.  Also, make a note or reference to what procedures, policies or records you have in place in this area.  This will help you to answer questions the auditor may have about how you meet particular requirements.

Standard Clause

Requirement

YES

NO

REMARKS

3.Human Resources
3.1.1

The TSP shall have a documented procedure in place for selecting human resources with the requisite knowledge and abilities for translation projects.

X

 

Procedure 

ABC rev 1

 

  • Interview staff that perform the various activities to ensure consistency with the requirements of the standard / checklist and your internal practices.

Track and close any deficiencies

Any items identified during the gap assessment /internal audit should be identified and added to an action log in order to track the progress in closing the issue.  The actions identified may involve creating new procedures, training staff and enforcing existing practies in a more consistent manner.


These few quick steps will identify any major issues that may cause stress leading up to an audit.  Following these steps will ensure your organization is prepared and boost your confidence prior to your audit.

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