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2. “Uploading Support Documentation Training”
Please Note …
A copy of this presentation will be ed.
There is a quiz available on the LMS
course # OL-INT-USDT.
“Uploading Support Documentation Training”
After completing the quiz, contact Alan Gardiner to be activated.

3. Uploading Support Documentation
A presentation by Alan Gardiner, Documentation Specialist, BSI
Wednesday April 14, 2010

4. Documents Which Documents are Needed? What Formats are Used?
Where do you Upload these Documents?
What Actions after Uploading?
What if I have a Problem?
Where is this Documented?

5. 1. WHICH DOCUMENTS are Needed?
Depends on …
the standard and
the visit type
See the Document Upload Matrices
Locations for Internal and External auditors on next slide 
Example is TS on next screen

6. Document Upload Matrices
BSI internal auditors - Connect
URL:
Click Shared Documents
Double click the document “Document Upload Matrices”
BSI external auditors - Bulletin Board on PG
URL:

7. TS Document Upload Matrix
Replace or Include on another next slide a list of documents to be uploaded under the CRN and Cert numbers.

8. 2. What FORMATS are used? Successful Upload: Mainstream applications
Adobe Acrobat (.pdf)
MS Word (.doc)
MS Excel (.xls)
MS PowerPoint (.ppt)
Text file (.txt)
Size
“Error – File upload is limited to 2 MB”
Successful Upload:
Success - Document has been queued

9. 3. WHERE do you Upload these Docs?
Under the SMO/Report number
doc type Cn
Ex: A7s (doc type C7) … CAPs (doc type C9) … CAPA (CF) … A218 (CE) … checklists (CH) …
Under the Client Reference Number
doc types An and Bn
Ex: transfer docs (doc type BE) … concessions (AF) … A731 (AA) …
Under the Certificate
Ex: A903-Sampling plans (doc type AG – ONLY Under the Cert, not the CRN) … Certificate correspondence (AA) …probation letter (AA) … A513 (BD) …

10. Doc Types under REPORT/SMO

11. Doc Types under CLIENT REF NO. (CRN)

12. Doc Types under CERTIFICATE

13. DEMO Report number Client Reference Number Certificate
A556 (doc type CH)
A755 (doc type CC)
Client Reference Number
A089 – Concession (AF) (note: May also pertain to a specific report, then also upload under the report number using doc type CI – Internal Concession)
A731 – Name or Address Change (AA)
Certificate
A903-Sampling plan (AG)
Sample Data
Report – A556 (CH) and A755 (CC).
Client Ref Number – A731 (address change) - CIBA V (AA) and A089 concession - ALCOA (AF)
Certificate - EMS A513 - LDI IN (BD) and FM A903 Multi Site Sampling Plan (AG)

14. 4. What Actions After Uploading?
First time upload to confirm (if you want to)
If incorrectly upload a document.
Cert workflow/request is located by the Documentation Specialist.
Comments are Inserted/updated.
Status is changed
In Review
Awaiting Docs
Overdue Docs

15. 5. What if I have a PROBLEM? Oversized docs Wrong file format
(example: Visio)
If upload error, Reports mailbox
document removed and/or replaced.

16. 6. Where is this DOCUMENTED?
See the latest Document Upload matrices
Please refer to the online version since it does change frequently. We prefer that the document not be printed.
updated per instructions from Regulatory, Management, and Technical Review.
maintained by the Documentation Specialist

17. Updates
What Typically Changes?
New doc types
By UK – to distinguish docs
New documentation required
How do we keep everyone informed when there is a change to the upload procedure?
Document Upload Matrices on CONNECT.
Rely only on the online version – not printed.
Version dated at top of each page
Page 2 shows what was changed and when.
Do A Demo – Upload a few documents.

18. Contact Alan Gardiner Documentation Specialist BSI Management Systems
Name:
Alan Gardiner
Title:
Documentation Specialist
Address:
BSI Management Systems
12110 Sunset Hills Rd, Suite 200
Reston, VA

19. Contact Info -
DO NOT Send to Alan’s personal .
Documents need to be available to others in the office who assist with uploading.

20. Contacts - Phone Voice: (703) 674-1985 Faxes: (703) 674-1007
Brief message with enough info so that I can start the research.
(SMO/Cert number, client name and location.)
Faxes: (703)
Cover page – total number of pages.
I will contact you if there are missing pages.

21. QUESTIONS?