CERTIFICATION & COMPLIANCE GUIDE

FPC records: connect the actual batch to its evidence

Build a traceable record set for the product, factory and applicable control requirements. Identify missing sample and release links rather than collecting unrelated certificates.

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Select records by product and actual control requirements

Begin with the relevant specification, product variants, declared characteristics, factory and processes. Map each applicable control to its method, responsible person, acceptance criterion and retained result. The necessary records and frequencies depend on that specification and the applicable assessment route; there is no universal number of documents for every factory.

The working set can include controlled recipes or drawings, incoming-material identity, equipment and measurement records, sampling and test results, release decisions, nonconforming-product actions and change history where relevant. List why each item is needed and which supplied production it covers. An unrelated ISO certificate does not replace these product-specific links.

A report without the sample-to-batch link leaves a gap

Conditional example: an aggregate producer retains a laboratory result but cannot link the sample number to the stockpile and delivery batches. Compare sampling record, source, date, sample identity and laboratory description. Determine whether the result can support the claimed production; the laboratory logo or a passing value does not establish an absent identity link.

Keep the uncertainty visible and decide with the responsible parties whether other existing records resolve it or new sampling and testing are needed. Do not invent a sampling date, add an unsupported batch number to a report or backdate a release. Preserve the original report and record the actual correction or investigation.

Record preparation is not execution of the missing control

Kayra can build a requirement-to-record register and distinguish available, insufficient and missing evidence. The manufacturer supplies genuine records, performs the controls and owns product release and the applicable declaration. Laboratories report their actual work; the designated body evaluates evidence only within its assigned task.

Before submission, match names, sites, product ranges, versions and dates across records. A requirement checklist shows what to examine, not that every requirement has been met. Record unresolved evidence, its owner and the acceptance decision still needed; file compilation alone cannot guarantee a certificate or completion date.

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Send the product specification, batch identity, material records and available control results to review evidence gaps.

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