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Client Records

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This article explains what records Assurco keeps, why we keep them, how long they are retained, and how confidentiality is protected throughout the certification lifecycle.

1. Our Commitment to Accurate and Secure Records

Assurco maintains comprehensive records for all organisations involved in certification activities, including:

  • Organisations that submit applications
  • Organisations that are audited or certified
  • Organisations whose certification is suspended, withdrawn, or reduced in scope

These records support the credibility, transparency and integrity of certification and ensure compliance with international accreditation requirements.

2. What Client Records We Maintain

For certified clients, Assurco maintains records that include, as applicable:

  • Application information
  • Initial, surveillance and recertification audit reports
  • The certification agreement
  • Justification of audit methodologies, including:
    • Site sampling approaches (where applicable)
    • Multi‑site audit rationale
  • Justification for audit time determination
  • Records of corrections and corrective actions
  • Records of complaints and appeals, including any resulting actions
  • Certification committee deliberations and decisions (where applicable)
  • Documentation of certification decisions
  • Certification documents, including:
    • Certificate details
    • Approved scope of certification
  • Records supporting certification credibility, such as:
    • Evidence of auditor and technical expert competence
  • Audit programmes covering the certification cycle

Together, these records provide a complete and auditable history of certification activities.

3. Confidentiality and Information Security

All records relating to applicants and certified clients are handled as confidential information.

Assurco ensures that:

  • Records are stored securely
  • Access is restricted to authorised personnel
  • Records are transported, transmitted or transferred in ways that protect confidentiality
  • Electronic systems and controls are used to prevent unauthorised access, loss or misuse of information

These controls apply equally to paper‑based and electronic records.

4. Records Retention Periods

Assurco operates under a documented records retention policy.

Records for certified clients and previously certified clients are retained for:

  • The current certification cycle, plus
  • One full additional certification cycle

This retention period ensures that certification decisions, surveillance activities and historical performance can be reviewed if required by accreditation bodies or other authorised parties.

5. Why Record‑Keeping Matters

Maintaining accurate and secure records allows Assurco to:

  • Demonstrate compliance with ISO/IEC 17021‑1 requirements
  • Support fair and impartial certification decisions
  • Respond effectively to complaints and appeals
  • Provide confidence to accreditation bodies and other interested parties
  • Protect the integrity and value of certification