SDAB Strategy on Approved Signatories

Changed December 2016

This strategy frames the SDAB strategy in regards to research facility and review office staff approved to sign test reports, adjustment authentications and additionally assessment reports.

Reference:
ISO/IEC 17020:Latest, Congruity appraisal — Prerequisites for the Activity of Different Sorts of Bodies Performing Assessment.
ISO/IEC 17011 : Latest, Congruity appraisal — General prerequisites for authorization bodies certifying similarity evaluation bodies.
ISO/IEC Standard 17025 : Latest, General prerequisites for the capability of testing and alignment research facilities.

Necessities:

Certify research centers and review offices are answerable for guaranteeing that their faculty, whether full-time, part time or under agreement, are directed and capable, and that they work as per the lab’s or examination organization’s administration framework. Also, ISO/IEC Standard 17025 and ISO/IEC Standard 17020 expect the board to approve explicit faculty to give test reports, adjustment declarations and additionally assessment reports.

These prerequisites are additionally articulated in ISO/IEC 17011. License bodies are expected to keep a rundown of faculty that their certify research centers and investigation organizations have approved to sign test reports, adjustment endorsements or potentially examination reports (approved signatories).

Approved signatories should show a sound information on the tests, adjustments or reviews, and the research center’s or investigation office’s own administration framework prerequisites. Approved signatories are faculty liable for supporting test reports, alignment endorsements and additionally investigation reports, and are generally administrative or administrative staff. Giving the name of each and every test or alignment professional or auditor that signs reports isn’t required. Just faculty in the research center’s or assessment office’s own hierarchical design who are liable for the information and for answering inquiries from clients or administrative authorities should be distinguished.

Licensed research facilities and examination organizations should keep a rundown of their momentum approved signatories. At the point when massive changes happen,
(i.e., changes at an administrative or the board level influencing certification status) SDAB will be speedily told. SDAB assessors will audit this rundown during ordinary reconnaissance evaluations and reassessments.

Document Control: Strategy Document
Version: Changed December 2016
Status: Approved for Implementation

1.0 Introduction and Purpose

This strategy document establishes the formal position of the SDAB (Standards and Development Accreditation Board) regarding personnel within accredited testing laboratories, calibration facilities, and inspection bodies who are approved to sign and issue authoritative technical documents. These documents include test reports, calibration certificates, and inspection reports. The act of signing such documents is a critical procedural and technical gate, representing the final verification of data integrity, methodological correctness, and compliance with both client requirements and international standards. It is the ultimate attestation of the body’s competence.

The purpose of this strategy is to:

Provide a clear, consistent, and rigorous framework for SDAB’s expectations of Accredited Bodies concerning authorized signatories.
Ensure that the process of authorizing signatories within laboratories and inspection bodies meets the highest levels of integrity and technical accountability.
Define the responsibilities of both the Accredited Bodies and SDAB in the approval, maintenance, and surveillance of these personnel.
Harmonize the implementation of relevant ISO/IEC standard requirements into a unified operational strategy.

The authority of a signature on a conformity assessment document is not merely administrative; it is a professional and legal endorsement. This strategy aims to safeguard the validity and global recognition of reports and certificates issued under SDAB accreditation, thereby protecting end-users, facilitating regulatory acceptance, and enhancing international trade.

2.0 Reference Standards

This strategy is explicitly framed within the requirements of the following international standards, referenced herein in their latest applicable editions:

ISO/IEC 17011: Conformity assessment — General requirements for accreditation bodies accrediting conformity assessment bodies. This standard mandates accreditation bodies like SDAB to maintain specific oversight over the personnel authorization processes of the bodies they accredit.
ISO/IEC 17025: General requirements for the competence of testing and calibration laboratories. This standard places the direct responsibility on laboratory management to authorize specific personnel for the issuance of reports and certificates.
ISO/IEC 17020: Conformity assessment — Requirements for the operation of various types of bodies performing inspection. This standard sets forth analogous requirements for inspection bodies regarding the authorization of personnel signing inspection reports.

3.0 Core Principles and Definitions

3.1 Definition of an Approved Signatory
An Approved Signatory is defined as a person within the accredited body’s permanent organizational structure who has been formally empowered by management to review, validate, and sign specific categories of test reports, calibration certificates, and/or inspection reports on behalf of the organization. This individual carries the ultimate responsibility for the technical content of the document and serves as the primary point of contact for technical inquiries from clients, regulators, or other stakeholders.

3.2 Scope of Authorization
Authorization is specific and bounded. An individual may be approved to sign:

Reports for a defined range of tests, calibrations, or inspection activities (e.g., mechanical testing, electrical calibration, pressurized equipment inspection).
Within a particular department or technical section of the organization.
Up to a certain level of complexity or risk.

Blanket authorizations to sign any and all reports issued by the body are contrary to the principle of demonstrated competence and are not permitted.

3.3 Key Principle: Responsibility vs. Execution
It is crucial to distinguish between responsibility for the work and execution of the work. The Approved Signatory is responsible for the verification of the report. The actual tests, calibrations, or inspections may be performed by other competent technicians, technologists, or inspectors. The signatory must have sufficient knowledge and oversight to verify that:

The work was performed according to validated methods.
The equipment used was calibrated and fit for purpose.
The personnel performing the work were competent.
The results are accurate, correctly calculated, and properly interpreted.
The report format meets all required criteria (standard, accreditation, client-specific).

Therefore, while every technical staff member must be competent for their tasks, not every technician, calibrator, or field inspector needs to be an Approved Signatory. The role is typically, but not exclusively, held by supervisory, technical manager, or quality manager personnel.

4.0 Requirements for Accredited Bodies

Accredited testing laboratories, calibration laboratories, and inspection bodies bear the primary responsibility for implementing and maintaining a robust system for the appointment and control of Approved Signatories. This system must be an integral part of the management system.

4.1 Establishment of Competence Criteria
The Accredited Body must establish, document, and implement clear, objective, and verifiable criteria for authorizing signatories. These criteria must, as a minimum, require the demonstration of:

Technical Competence: A sound, practical, and theoretical understanding of the specific tests, calibrations, or inspections for which authorization is sought. This includes knowledge of relevant standards, methods, equipment, and uncertainty principles.
Management System Knowledge: A thorough understanding of the laboratory’s or inspection body’s own management system, as per ISO/IEC 17025 or 17020. This includes the policies and procedures for document control, record keeping, non-conforming work, corrective actions, and the handling of complaints and appeals.
Experience: A defined period of relevant practical experience in the technical field.
Judgment and Integrity: The ability to exercise professional judgment, understand the limitations of methods, and act with impartiality and integrity.
Communication Skills: The ability to effectively communicate the contents and limitations of reports to clients and other parties.

4.2 Authorization Process
The process for granting signatory authority must be formal and documented. It should include:

Nomination: By a relevant department head or technical manager.
Assessment: A formal evaluation of the candidate against the established competence criteria. This may involve review of qualifications and training records, interviews, practical assessments, review of past work, or witnessed report review exercises.
Approval: Formal approval by top management or a designated authority (e.g., Technical Manager, Quality Manager, Laboratory Director).
Documentation: Issuance of a formal document (e.g., an authorization letter, memo, or an updated job description within the management system) specifying the individual’s name, signature, scope of authorization (clearly defined technical fields), and effective date.

4.3 Maintenance of the Master List
The Accredited Body must maintain a current, controlled Master List of Approved Signatories. This document is a key record for both internal management and external assessment. It must include, for each signatory:

Full name.
Unique identifier (e.g., employee ID).
Position/title.
Specific scope of authorization (e.g., “Calibration of dimensional hand tools up to 300mm,” “Inspection of non-destructive testing for welds,” “Chemical analysis of potable water for heavy metals”).
Date of initial authorization.
Signature specimen (or a reference to where it is stored).
Any limitations or notes.

This list must be readily available and subject to the organization’s document control procedures.

4.4 Ongoing Monitoring and Competence Maintenance
Authorization is not indefinite. The Accredited Body must have a process for:

Periodic Review: Re-evaluating the competence and performance of Approved Signatories at planned intervals (e.g., annually or biennially).
Continuous Professional Development: Ensuring signatories maintain and update their knowledge through training, participation in technical committees, review of new standards, etc.
Performance Evaluation: Monitoring the accuracy and quality of reports issued under their signature, including feedback from clients and outcomes of internal audits.

4.5 Handling Changes
The Accredited Body must have procedures to promptly update the Master List in cases of:

New Authorizations: Adding newly approved personnel.
Change in Scope: Expanding or reducing an individual’s authorized scope.
Suspension: Temporary suspension of authority (e.g., due to extended leave, performance concerns).
Withdrawal/Revocation: Permanent removal of authority (e.g., upon termination of employment, repeated errors, change in job role, failure to maintain competence).

4.6 Notification to SDAB
The Accredited Body has a contractual obligation to inform SDAB promptly of significant changes that could affect its accredited status. Changes to Approved Signatories that must be notified to SDAB without delay include:

The departure or removal of the sole Approved Signatory for a specific accredited scope of activity.
Changes at a senior management level that impact the technical management chain (e.g., the departure of the Technical Manager or Quality Manager who also hold signatory authority).
Any change that leaves a significant area of accredited activity without a currently authorized signatory.

Routine additions, retirements, or scope adjustments that do not create a critical gap in capability may be reported during the next routine surveillance visit, unless they constitute a major change as defined above.

5.0 SDAB’s Role and Oversight Strategy

SDAB, as the accreditation body, acts as the independent validator of the Accredited Body’s system for approving signatories. SDAB’s strategy is one of assessment and verification, not direct appointment.

5.1 Assessment During Evaluations
SDAB assessors will rigorously examine the Approved Signatory system during:

Initial Accreditation Assessments: The system’s design and implementation will be thoroughly reviewed.
Surveillance Visits: The operation and maintenance of the system will be a standard agenda item. Assessors will verify that the Master List is current and that the authorization process is being followed.
Reassessments: A comprehensive re-evaluation of the entire system, including the competence of individual signatories, will be conducted.

5.2 Assessment Activities
SDAB assessors will typically:

Request and review the current Master List of Approved Signatories.
Select a sample of signatories from the list, often focusing on those covering key or high-risk scopes of accreditation.
Review the records of competence for the selected signatories. This includes CVs, training records, evidence of experience, and documentation of the authorization decision.
Interview the signatories to assess their understanding of:
- The technical methods within their scope.
- The relevant standards (ISO/IEC 17025/17020, method standards).
- The laboratory’s/inspection body’s management system procedures.
- Their specific responsibilities in reviewing and signing reports.
- The concept of measurement uncertainty (where applicable).
Review reports/certificates signed by the interviewed individuals to trace the link between their demonstrated knowledge and their practical output. Assessors may look for evidence of their review (checkmarks, initials, electronic audit trail).
Observe the signatory, where possible, in the act of reviewing a report (for reassessments or during extended assessments).

5.3 Outcomes of Assessment
Findings related to Approved Signatories will be recorded in the assessment report and may lead to:

No Findings: The system is effective.
Minor Nonconformity: A lapse in documentation, an outdated list, or a minor gap in a signatory’s recorded training. Requires correction.
Major Nonconformity: A critical failure, such as:
- A person signing reports without proper authorization.
- A signatory demonstrably lacking fundamental knowledge of their scope.
- The absence of a documented authorization process.
- Failure to notify SDAB of a significant change leaving a scope uncovered.
  Major nonconformities require immediate corrective action and may impact the continuity of accreditation for the affected scope until resolved.

5.4 Maintenance of SDAB Records
In accordance with ISO/IEC 17011, SDAB will maintain its own records related to the Approved Signatories of its accredited bodies. This typically involves retaining copies of the Master Lists submitted during assessments and noting significant changes reported. The primary repository for current information, however, remains the Accredited Body itself.

6.0 Specific Considerations for Different Body Types

6.1 Testing and Calibration Laboratories (ISO/IEC 17025)

Emphasis on understanding measurement uncertainty, traceability, and method validation for their specific scope.
Signatories for calibration certificates must possess a deep understanding of the calibration process, uncertainty budgets, and statement of conformity.

6.2 Inspection Bodies (ISO/IEC 17020)

Emphasis on understanding the inspection process, codes, and standards, and the exercise of professional judgment in forming inspection findings and conclusions.
The signatory’s responsibility extends to verifying that the inspection was performed by competent personnel under defined procedures and that the conclusions are objectively supported by the recorded evidence.

6.3 Multi-Site and Subcontracted Operations

For multi-site organizations, each site (covered under the accreditation) must have its own identified Approved Signatories, or a clear, documented system showing how centralized signatories have the necessary competence and oversight for remote site activities.
Work performed by subcontractors cannot be signed by the subcontractor’s personnel under the main body’s accreditation. The accredited body’s own Approved Signatory takes full responsibility for the subcontracted work and must review and verify the subcontractor’s data before incorporating it into their own signed report.

7.0 Transitional Arrangements and Implementation

For existing accredited bodies at the time of this strategy’s issuance (December 2016), SDAB expects immediate alignment with these requirements. Findings related to non-compliance will be raised at the next scheduled assessment activity. New applicants for accreditation must demonstrate full compliance with this strategy as part of the initial assessment.

8.0 Conclusion

The strategy for Approved Signatories is a cornerstone of SDAB’s accreditation framework. It ensures that the final step in the reporting chain—the signature—is performed by individuals who are demonstrably competent, thoroughly informed, and fully accountable. By mandating a rigorous, documented, and transparent process for the authorization of these key personnel, SDAB upholds the credibility of the accreditation process, protects the interests of all stakeholders, and reinforces the global trust placed in reports and certificates issued under its auspices. Accredited bodies are therefore reminded that the effective implementation of this strategy is not optional but a fundamental requirement for maintaining the integrity and recognition of their accredited status.

Branches

SDAB Accreditation

SDAB Head Office

SDAB Sanatan Dharma Accreditation Board
SDAB House
C/O Mr.Garry 54, Glengarnock Avenue,
E-14 3BP Isle Of Dogs, London UK
Tel .: +44-8369083940
email: info@sanatanboards.com
Website: www.sanatanboards.com

MUMBAI Head Office

Sanatan Dharma Accreditation Board (SDAB)
SDAB House
B-401, New Om Kaveri Chs. Ltd., Nagindas pada,
Next To Shiv Sena Office, Nallasopara (E)
Tel .: +91-7499991895
email: info@sanatanboards.com
Website: www.sanatanboards.com

DELHI-NCR Regd. Office

Sanatan Dharma Accreditation Board (SDAB)
SDAB House
Asaoti, Dist Palwal
Faridabad Delhi NCR, Haryana
Tel .: +91-7979801035
Fax: +91-250 2341170
Website: www.sanatanboards.com

sanatanboards