Company policy helps clients to better understand and to ensure that a company is following laws and regulations.
we are going to Summarize policy that following with our clients in 3 headline:
A-Suspension and Withdrawal Policy
B-Certified Clients Policy
C- Logo usages regulation.
A-Suspension and Withdrawal Policy
1- Certification can be suspended under following conditions.
* When certified client’s management system continuously does not satisfy the requirement of management system’s effectiveness
* When audit cycle is rejected or cancelled without reasonable excuse (within the period of 12months for surveillance audit)
* When certified clients request suspension for their certificate
* When corrective action is confirmed to be false in the contents
2-Certification can be withdrawal under following conditions:
* When certified client couldn’t resolve the problem which was cause of suspension of their certification during their period of suspension.
* Suspension of Business.
* Voluntary withdrawal by client
* When certification period has expired as a client refused to be audited recertification in their certification period.
3. In case of suspension, the certification of management system loses its validity for the mean time. OSS ME makes the restrictive agreement with the client, in order to prevent that the client continuously promotes their certification fact under the suspension condition. Suspended
certification list is opened to the public through OSS ME website.
4. If the problem related to reason of suspension is not solved within period determined by certification body, the certification shall be withdrawn or reduced the certification scope of certified organization.
The suspension would not exceed 6 months.
5. In case the client’s certified management system has persistently or seriously failed to meet certification requirements, the part which does not meet requirements shall be excluded by reducing the certification scope of certified client. In case of this kind of reducing the certification scope, relevant management system shall meet the certified standard requirement.
6. OSS ME makes the restrictive agreement about certification withdrawal with the client in order to ensure the client shall stop using every promotion material related to certification when the client is
informed the notification of withdrawal.
7. On demand by the person concerned, the status of the client’s management system is clarified.
B-Record of Certified Clients Policy:
Authenticity:-
An authentic record is one that can be proven
(i) to be what it purports to be.
(ii) to have been created or sent by the person purported to have created or sent it.
(iii) to have been created or sent at the time purported.
Reliability- a reliable record is one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities. Integrity- the integrity of a record refers to its being complete and unaltered. Usability – a usable record is one that can be located, retrieved, presented and interpreted. It should be capable of subsequent presentation as directly connected to the business activity or transaction that produced it
C-Regulations for the use of the logo:-
1) General:
Your organization may wish to use the OSS Logo to market itself as a company registered to ISO 9001. Artwork is supplied on computer disk/print to assist you or your printer. Where certificates issued to you is accredited one from the accreditation board for the scope of your registration, you may use either the basic OSS Logo, or the Logo combined with the relevant accreditation body Accreditation Mark to which your scope of registration relate. However, please observe the following, which will be subject to monitoring by OSS during surveillance visits.
2) Conditions of Use:
a) Logos may not be used on Products or Packaging or other materials which may suggest product approval.
b) Logos may be used on letterheads, business cards, brochures, advertising material.
c) There is no restriction as to the size of the basic OSS Logo.
d) If required, place of your organization’s name in the bottom center of the OSS Logo.
e) For testing & calibration Laboratories Client shall not use OSS Middle East logo on test results
3) Conditions for the combined OSS/EGAC Accreditation Mark
a) The combined OSS/Accreditation Mark Logo may be used only by organization whose registration is covered by OSS’ accreditation of that accreditation board.
b) The Accreditation Mark may be used only with the OSS logo to the left of it. The logo and Accreditation Mark must be enclosed in a box and reproduced accurately, strictly in accordance with the artwork.
c) The accreditation mark logo shall not be reproduced in isolation of the OSS logo.
d) The Accreditation Mark may not be affixed to, or appear on, a road vehicle, building, flag or product packaging. The Logo shall not be used in anyway that it misleads the reader about the accredited status of OSS or certified body.
e) The EGAC Logo may be reproduced, as described in the given link EGAC Procedure3: Rules of Procedure Governing the Use of the Accreditation Symbol
4) If any doubt?
If you have any doubt regarding the use of logo, please contact the OSS office before printing.
Note: The ISO Certificate and Mark related to certification is the property of OSS Middle East. This shall used as per the instruction provide and as per the agreement made at the time of certification for the scope of certification. In case of expiry / Extension scope/ Revision / suspension / withdrawal of certification the client organization shall make sure that the certificate is returned and shall make sure that the mark of certification is not used or it shall not be used in a misleading manner. Not meeting these requirement shall lead to legal solution to ensure those requirements are maintained as per the certification / accreditation requirement.
Confidentiality Policy
OSS Middle East shall be responsible, through the signed Certification Agreement, for the management of all information obtained or created during the performance of certification activities. All information about the client, including documentation, records, data (hard copy and electronic formats), and verbal information that comes into the possession of OSS Middle East or any of its representatives shall be treated as confidential. Information about the client obtained either through the client, its representatives or from sources other than the client (e.g.
Complainant, regulators) shall be treated as confidential. Staff, including board members, contractors, staff of external bodies and individuals acting on OSS Middle East’s behalf, shall keep confidential all information obtained or created during the performance of OSS Certification’s activities Management of confidential information shall be as follows:
a) Confidential information shall not be disclosed to another without permission – per Certification Agreements and Staff agreements;
b) Confidential information shall be stored securely at all times and will not be left accessible such as on screens or desks when staff are away from their seats;
c) Emails and confidential electronic information shall be password protected on the computer network; staff shall not share passwords;
d) Hard copies of confidential documents shall be stored in lockable filing cabinets within a locked office; e) When hard copies are being moved (e.g. between the client and OSS Certification premises), confidential information shall be kept within a locked case; f) Hard copies in transit (per clause e) shall not be left unattended in cars or other locations; g) Confidential information that is no longer required shall be shredded and electronic copies deleted from the computer system, or returned to the client if applicable. Except for information that the client makes publicly available, or when agreed between OSS and the client (e.g. for the purpose of responding to complaints), all other information is considered proprietary information and shall be regarded as confidential.
Documentation relating to any agreements made with the client regarding exceptions to confidentiality as per this clause shall be kept. Clients shall be informed in advance of the information OSS Middle East intends placing in the public domain. Wherever possible, clients shall be informed in writing. Where this is not feasible, clients shall be notified by phone and documentation kept of the conversation including specifics of the information to be placed in the public domain, the client’s representative’s name, the OSS Middle East representative’s name and position, date and any limitations stated by the client. Where OSS Middle East is required by law or authorized contractual arrangements to release confidential information, the client or person concerned shall, unless prohibited by law, be notified of the information to be provided. Wherever possible, clients shall preferably be informed in writing. Where this is not feasible, clients shall be notified by phone and documentation kept of the conversation including specifics of the information to be placed in the public domain, the client’s representative’s name, the OSS Middle East representative’s name and position, date and any limitations stated by the client. Where OSS Middle East wishes to disclose information about a client to its responsible body, it shall first seek the client’s permission. If permission is denied, OSS Middle East shall only disclose this information to the responsible body if it takes the view that to do so would be in the best interests of the client’s consumers, or in accordance with any applicable legislation.
Oss Middle East Company:
Aim to help organization in all sectors in Egypt and Middle East to apply the international standard in Quality Management systems in all fields.
OSS accredited by:-
OSS register by Many Egyptian Organization:
- The Egyptian Organization for Standards & Quality (EOS).
- EGYPTIAN GENERAL PETROLEUM CORPORATION (EGAC).
- Industrial Modernization Centre (IMC).