Сonducting remote/distant audits

Under the influence of the COVID-19 coronavirus infection, the Ukrainian Shipping Register introduced the practice of conducting remote surveys of vessels based on 4G communication technology on board and available digital technologies.

Based on the positive experience of conducting such remote surveys in 2020-2021, the Register has implemented and successfully applied the technique of remote ship survey in conditions when access to the ship is impossible due to force majeure circumstances, quarantine, pandemic, military operations, natural disasters and other force majeure circumstances.

Remote surveys can be used on all vessels with a valid class/documents of the Register as an alternative type of periodic technical survey to confirm the validity of the Register documents or their extension for a period of up to three months. The possibility of applying the remote survey methodology shall be determined by the Register on a case-by-case basis, and, if applied to a convention ship, it shall be agreed upon with the Maritime Administration of the flag state.

The possibility and conditions of remote/distant surveys shall be determined by the Register on a case-by-case basis in each particular case on the basis of an individual request in writing from the client.

Conducting a remote audit of the company in compliance with the requirements of DSTU ISO 9001:2015 may be performed if it is not possible to reach the company’s location. This also applies exclusively to those companies that undergo an annual supervisory audit to confirm the validity of the Certificate of conformity and, with the exception of companies undergoing recertification for compliance with the requirements of DSTU ISO 9001:2015.

These provisions do not apply to certification/initial audits of enterprises for compliance with the requirements of DSTU ISO 9001:2015 with the subsequent issue of a Certificate of conformity.

When conducting a distant audit, its procedure is followed in compliance with the requirements of the RD No. 2-04-12 “Guidelines for the Certification of Management Systems”.

The procedure for the control and preparation of a distant audit report shall be discussed and agreed upon by all parties participating in the audit prior to its commencement. The audits shall be conducted through a communication channel agreed upon by the counterparty and the auditor in the best possible quality. The agreed communication channel shall ensure that the obtained information is identical to that which could be obtained during an on-site audit.

Audits with the use of distant inspection shall also be carried out in accordance with the requirements of the regulatory document No. 2-04-12 “Guidelines for the certification of management systems”.

The decision taken by the Register on the possibility and conditions of conducting a distant audit shall be recorded in the order of the Certification Body of the Shipping Register of Ukraine.

The information on the results of remote actions, including the information on the dates (if they need to be corrected), shall be entered into the enterprise certification database. The results of the inspection shall be recorded in the respective protocols and acts on non-compliance (formulated in case of necessity).

For more detailed information regarding this section, please call: 044-321-18-81 and by email: info@shipregister.ua or at the offices of the Ukrainian Register of Shipping.