Audits/auditing sample audit recording forms

Quality-related methods and techniques Knowledge of methods applied in quality management, for example use of checklists and forms to record audit observations, sampling techniques, interview techniques, verification of information and writing audit reports must be acquired by the auditor. Communication skills, both oral and written, are essential for QA auditors to ensure adequate communication with auditees and management. 

Audits of each phase of the study should include personnel training, preparation of collection forms, application calibration, each sample collection procedure, sample transport, each type of chemical analysis, data recording, data entry, data verification and data storage. Data collection in the field is often tedious if automated logging devices are not in place. To ensure data integrity, the paper and ink used for field studies should be waterproof. Each data collection form should contain appropriate locations for information detailing the time and location of sample collection, sample transport and sample analysis. Data collection forms should be stored in an orderly fashion in a secure location immediately upon return of field teams from the field at the end of each day. It is also important for data quality for studies to collect necessary field data seven days per week when required. In our experience, poor study quality is likely when field sample and data collection do not proceed on weekends. 

Each data point must be transferred from data sheets into spreadsheets or databases. Verification of each datum should be performed by an individual who did not enter the data being verified. Audits of each phase of the study should be performed (i.e. preparation of collection forms, application calibration, each type of sample collection, sample transport, each type of chemical analysis, data recording, data entry, data verification and data storage). 

Samples pulled outside of the allowable windows will be audited. Justification must be documented. Once the samples are pulled, location of the samples must be recorded. If the sample is a Pull and Hold sample, the Hold condition is entered as the new storage condition. The inventory form for each study/condition is updated to reflect the pull and the amount of samples pulled. An example of an inventory form is given in Fig. 15.1. 

The use of workplace inspections makes it necessary to have or develop written safety and health audit instruments. These instruments need to be tailored to meet the specific needs and intended purposes. Those using audit instruments need to be trained on their use and application. This means that they should be able to identify the hazards that are recorded on the audit form and must understand the workings of the workplace, process, equipment, etc., that they are to audit. These completed instruments are a record and documentation of one facet of your safety and health effort. A written sample safety and health audit policy is found in Figure 7.4. In Figure 7.5, you can find a sample jobsite inspection that can be altered and tailored to meet the unique needs of a particular company. 

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