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ISO 9001: Property Belonging To Customers Or External Providers

Property, be it physical or electronic, must be kept safe ...

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In this series of helpful blog posts, commonly called a 101, I will be taking a look at the main sections of ISO 9001, what they are, why they are important to your business and a few tips on how to implement the standard ...

With ISO 9001, we need to make sure that property, be it physical or electronic, is kept safe!

With ISO 9001, we need to make sure that property, be it physical or electronic, is kept safe!

copyright: auremar / 123rf

This 101 is looking into Section 8.5.3 Property belonging to customers or external providers. Why is this important to my business? To some extent, we all look after property belonging to customer or external providers.

"As a consultant, I look after my client information
which is often confidential!"

In a manufacturing business, you may be given drawings to work from and documentation that you need to keep. In a storage business, you will literally look after your customer's property, be that their sofa or storage for old stock.

External providers may include hiring vehicles for a construction site or a printer for an office. Maybe it is their intellectual property? If you as a customer were to allow the vehicles etc to be damaged or stolen, then they would probably not hire them to you again.

We need to make sure that this property, be it physical or electronic, is kept safe. If it isn't, we will lose the trust of our customers and external providers pretty quickly. How do I do this?

If the customer or external providers' property is physical, measures may include:

  • Identification of the items via labels

  • Physical locks, CCTV and access control

  • Stock control

If the items are electronic, you may:

  • Identify via document name or folder structure

  • Use password protect on documents and folders

  • Have GDPR or information security processes in place

How do I manage this? There are a variety of ways you can manage this. Personally, I use Teamwork to help me manage my identification and traceability of my client's property.

Each client has their own private portal with which to store documents we need to share, and it is all automatically tracked, and document controlled. Privacy settings enable me to choose who has access to what project, file, or even down to individual task level. There are a lot of options to suit whatever process you decide on.

Many of the companies I have worked with have found it useful to have an independent person to work with them to help understand the requirements and how to implement them.

"Would you like to know more?"

If you'd like to find out more about ISO 9001 then do give me a call on 01858 414226 or click here to ping me an email and let's see how I can help you.

Until next time ...


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More about Ellen Willoughby ...

I'm Ellen, Director of All About Quality and All About Productivity. I have over 20 years experience as professional in the quality world and 17 years as a practising Buddhist. As a result of this, I have a passion for improvement. in both business and personal life.


01858 414226