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S a m p l i n g s y s t e m a u d i t c h e c k l i s t
A u d i t i n f o r m a t i o n A u d i t d a t e F O R M T E X T A u d i t o r ( s ) F O R M T E X T A u d i t e d c o m p a n y n a m e F O R M T E X T L o c a t i o n F O R M T E X T N u m b e r o f s i t e s F O R M T E X T A u d i t e e r e p r e s e n t a t i v e / P r i m a r y c o n t a c t F O R M T E X T T y p e o f a u d i t F O R M C H E C K B O X I m p l e m e n t a t i o n a u d i t F O R M C H E C K B O X 1 s t a n n u a l s y s t e m a u d i t F O R M C H E C K B O X 2 n d a n n u a l s y s t e m a u d i t F O R M C H E C K B O X R e c e r t i f i c a t i o n a u d i t A u d i t d u r a t i o n F O R M T E X T Auditor signature
Sampling system requirementsCompiles?CommentsYNN/A4.0 General requirements
The company shall establish, document, implement and maintain a Grain Sampling System.
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FORMTEXT 5 . 0 D o c u m e n t a t i o n r e q u i r e m e n t s
5 . 1 G e n e r a l
G r a i n h a n d l i n g f a c i l i t i e s h a v e a d o c u m e n t e d G r a i n S a m p l i n g S y s t e m c o n s i s t i n g o f :
a s a m p l i n g m a n u a l , i n c l u d i n g a p l a n t s c h e m a t i c i d e n t i f y i n g t h e f l o w o f p r o d u c t a n d t h e a r e a w h e r e s a m p l i n g w i l l t a k e p l a c e
standard operating procedures for each type of sampling that occurs
other documents required for the planning, operation and control of sampling
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FORMTEXT 5 . 2 C o n t r o l o f d o c u m e n t s
T h e c o m p a n y h a s d e v e l o p e d d o c u m e n t e d p r o c e d u r e s f o r :
r e v i e w i n g a n d u p d a t i n g d o c u m e n t s
e n s u r i n g t h a t c h a n g e s a n d t h e c u r r e n t r e v i s i o n s t a t u s o f d o c u m e n t s a r e i d e n t i f i e d
e n s u r i n g a d o c u m e n t a t i o n d i s t r i b u t i o n l i s t i s a v a i l a b l e
ensuring that documents are legible and readily identifiable
identifying external documents
preventing the use of obsolete documents
ensuring that the appropriate, up-to-date references cited in the Sampling Manual are available to staff
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F O R M C H E C K B O X
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F O R M T E X T 5 . 3 . 1 S a m p l i n g s y s t e m r e c o r d s
R e c o r d s a r e a v a i l a b l e f o r :
s a m p l i n g p ersonnel training
sampling equipment maintenance and calibration (as appropriate)
sampling activities
documentation maintenance
corrective and preventive actions
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FORMTEXT 5 . 3 . 2 S a m p l i n g p r o c e s s c o n t r o l r e c o r d s
R e c o r d s r e q u i r e d t o c o n t r o l t h e s a m p l i n g p r o c e s s a r e a v a i l a b l e a n d c o m p l e t e
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F O R M T E X T 5 . 3 . 3 S t o r i n g r e c o r d s
R e c o r d s a r e s t o r e d i n a manner that provides for their retrievability, safekeeping and physical protection.
Records are kept for at least two years.
Only authorized persons are to dispose of records.
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S a m p l i n g s y s t e m r e q u i r e m e n t s C o m p i l e s ? C o m m e n t s Y N N / A 6 . 0 M a n a g e m e n t r e s p o n s i b i l i t y
M a n a g e m e n t c o m m i t m e n t
T h e c o m p a n y m a n a g e m e n t h a s a p p o i n t e d a m e m b e r o f s t a f f t o m a n a g e t h e s a m p l i n g s y s t e m
M a n a g e m e n t c o m m u n i c a t e s t h e i m p o r t a n c e of meeting customer, regulatory and statutory requirements to staff
Management ensures the availability of resources to maintain the sampling system
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FORMTEXT 6 . 2 S a m p l i n g S y s t e m M a n a g e r r e s p o n s i b i l i t y a n d a u t h o r i t y
T h e S a m p l i n g S y s t e m M a n a g e r h a s r e s p o n s i b i l i t y a n d a u t h o r i t y t o e n s u r e t h e o n g o i n g m a i n t e n a n c e a n d i n t e g r i t y o f t h e G r a i n S a m p l i n g S y s t e m
T h e S a m p l i n g S y s t e m M a n a g e r e n s u r e s t h a t r e c o r d s a r e implemented and retained, and includes internal and external audit reports and follow-up activities.
The Sampling System Manager reviews sampling procedures and activities at defined intervals to ensure their continuing suitability, adequacy and effectiveness
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FORMTEXT 7 . 0 R e s o u r c e m a n a g e m e n t
7 . 1 P r o v i s i o n o f r e s o u r c e s
A d e q u a t e r e s o u r c e s a r e p r o v i d e d t o i m p l e m e n t a n d m a i n t a i n t h e G r a i n S a m p l i n g S y s t e m .
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F O R M T E X T 7 . 2 H u m a n r e s o u r ces
7.2.1 Employee training
Staff with sampling system responsibilities are trained on all components of the Grain Sampling System for which they have responsibilities.
At least one member of staff is a Canadian Grain Commission-certified sampler
Any designated samplers have been trained by the Canadian Grain Commission-certified sampler
Training is provided on an ongoing basis and records of training are retained.
Training provides a redundancy of skills to ensure continuity of service during absences.
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FORMTEXT 7 . 2 . 2 T r a i n i n g r e c o r d s
R e c o r d s o f e d u c a t i o n , t r a i n i n g , s k i l l s a n d e x p e r i e n c e a r e r e t a i n e d .
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F O R M T E X T 7 . 2 . 3 E m p l o y e e e v a l u a t i o n s
E v a l u a t i o n o f e m p l o y e e w o r k r e l a t e d t o t h e s a m p l i n g s y s t e m i s i n c l u d e d a s p a r t o f t h e c o m p a n y s e m p l o y e e p e r f o r m a n c e e v a l u a t i o n p r o c e s s .
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F O R M T E X T I n f r a s t r u c t u r e a n d w o r k e n v i r o n m e n t
B u i l d i n g s , w o r k s p a c e s a n d sampling equipment are suited to the sampling activity taking place
Access to product within the company�s process ensures that a representative sample can be taken.
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FORMTEXT 8 . 0 S a m p l i n g p r o c e s s e s
8 . 1 R e v i e w o f r e q u i r e m e n t s r e l a t e d t o t h e s a m p l i n g a c t i v i t i e s
S a m p l i n g r e q u i r e m e n t s a r e r e v i e w e d t o e n s u r e t h e a p p r o p r i a t e s a m p l i n g m e t h o d o l o g i e s a r e u s e d f o r t h e t y p e o f c e r t i f i c a t i o n r e q u i r e d
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