EB SPEC 2678Q Page 5 of 28
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e) The supplier must submit the required test data, including material certification data – chemical analysis, mechanical and physical testing, etc. – on the testing company's letterhead. 1) When testing is performed by a third party, the supplier may provide a test report under their letterhead listing the results of all tests performed. In such cases, the supplier's report shall clearly denote that the data is transcribed data. Suppliers must include copies of the original testing results on testing activity letterhead. f) Using ditto marks and continuation arrows for repeated data, initials, or signatures is prohibited. 3.2 Corrections to Official Records a) The supplier must establish a process to correct Official Records. b) Erasure or obliteration of information on Official Records is prohibited. Corrected information must remain legible. 1) Corrections to Official Records shall be marked by drawing a single line through the incorrect entry, entering the correct information, and clearly annotating the person making the correction and the date of the correction. c) The supplier’s process must restrict corrections of Official Records to the person who made the original entry, a supervisor, or person assigned by a supervisor. d) The supplier is prohibited from correcting another supplier’s official record without written authorization from the Purchaser. e) If the supplier reproduces OQE documents to correct or add information, the supplier must mark the revised OQE documents with “ CORRECTED COPY ” and identify all changes. Both the original date and corrected date must exist on the revised document. f) When additional information is added to a document ( PO & line item, for example) or re-identified, or any other additions that do not affect data on the OQE, it shall be initialed and dated. 3.3 Official Record Retention a) The supplier must retain all test and inspection records not provided to the Purchaser that support purchase order deliverables, reports of nonconformance and any record identified in this document as an Official Record for a period of ten (10) years after accepted delivery of the last item of the purchase order. Where work is performed under continuing contracts or on other than a contractual basis, these records shall be retained for ten (10) years from the date the work was performed. b) Official Records shall be made available to the Purchaser as soon as practical upon request, but not exceeding 3 business days from the date of the request without justification. 3.4 Destruction of Records All records must be destroyed pursuant to their data sensitivity controls. 3.5 Electronic Record Retention a) Suppliers may elect to retain Official Records on electronic media, if allowed by data sensitivity controls. b) If suppliers elect to retain Official Records on electronic media, a documented process must be established to periodically review records generated and retained in the supplier's information systems. The supplier’s review must, at a minimum, evaluate for appropriate information access control, password protection, backup protection, data integrity, and legibility.
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