Operational Guide — Supplier Documentation Verification
AA-PROC-DOCS-REC — Supplier Documentation Verification
This artifact provides evidence that required supplier documentation is current, complete, reviewed, and approved.
Minimum evidentiary expectations include:
- Identification of required supplier documents (e.g., COAs, certifications)
- Verification of document completeness and validity
- Alignment with approved specifications
- Quality review and approval of documentation
- Identification and resolution of documentation gaps
Auditor focus: confirmation that material quality and compliance are supported by controlled and reviewed supplier documentation.
WIN-PROC-DOCS-VERIFY
Governs collection, review, and approval of required supplier documentation.
Identify required supplier documents based on material and risk.
Verify documentation completeness, validity, and authenticity.
Confirm alignment with approved specifications.
Document Quality review and approval or escalation.
Control outcome: Supplier documentation reliably supports material quality, compliance, and regulatory expectations.
Authority resides in the applicable Family Pack.
The AA and WIN above are reproduced verbatim for reference only and are
maintained under formal change control in the Family Pack.
This Operational Guide is non-authoritative and provides execution guidance
only. It does not modify, reinterpret, or replace governing documentation.
Process: Supplier Documentation Verification
Business Process Owner: Supplier Quality / Quality Operations
Primary Systems: QMS, Supplier Portal, Document Management System
Applies When: Supplier documentation is required to support qualification, purchasing, or material release
Operational Step Sequence
This sequence supports controlled collection, review, and approval of
supplier documentation in alignment with the Family Pack.
- Identify the required supplier documents based on material, service, and assigned risk level.
- Collect the required documentation from the supplier or designated source.
- Review documentation for completeness, validity, and authenticity.
- Confirm documentation aligns with approved material or service specifications.
- Document any gaps, discrepancies, or expirations identified during review.
- Route documentation for Quality review.
- Document Quality approval or escalate unresolved documentation issues.
- Retain approved documentation in the designated system of record.
Operational Ownership & Change Flexibility:
The operational steps described above are owned by the Business Process
Owner (BPO). These steps may be updated without formal change control,
provided execution remains aligned with the intent and outcomes defined
in the governing Family Pack.
Escalation:
Any supplier documentation that is incomplete, invalid, misaligned with
specifications, or not approved by Quality is escalated prior to supplier
use or purchasing.
Completion Criteria
Execution is complete when required supplier documentation is identified,
reviewed for completeness and validity, aligned with approved specifications,
approved by Quality or escalated as necessary, and retained as evidence.