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welcome to the e-learning on the
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application of iso 9001
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14001 17025
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and the vca checklist in the operations
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environment
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let's have a closer look to what type of
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requirements you must respect related to
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the iso 9001 standard when you work in
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the operations department
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well
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first of all the activity is carried out
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by your department so the way you
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execute and document the effective
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measurements must be briefly represented
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in a process flow or described in a
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procedure
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you can find the procedure for your
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activity on the intranet under the iso
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management system tab
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linked to every process
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a number of related process risks and
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opportunities are defined
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this means things that can go wrong for
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which there are some preventive actions
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defined
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or on the other hand some benefits or
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gains that are possible when running the
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process as well as possible
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finally for each department one or more
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objectives are defined that should help
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to continually improve the process
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make sure you know about the objective
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or objectives that are set every year so
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go and ask your manager or supervised
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the second set of required quality items
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that is applicable to you is everything
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related to your job itself
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know that there is a job description
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that outlines your role your
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responsibilities and tasks
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next to that all the competences and
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skills that are required to do the job
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are defined as well
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in case you are missing a competence or
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it is underdeveloped you may require
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some extra training
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the level of your competences and the
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status of all the required trainings is
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grouped in a training matrix
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last but not least the iso 9001 standard
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requires the sniffers to follow up on
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your performance
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so therefore there is the annual
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performance appraisal interview during
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which your training needs and competence
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improvements will also be discussed
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although it is significantly reduced
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since the 2015 version of the iso 9001
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standard the company still needs to keep
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some records available as written
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evidence that what is required by the
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standard is effectively done
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examples are your personal employee
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record your appraisal review report
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but it may also be planning files
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project summaries checklists by the
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eldar checklist measurement reports
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validation records and evidence of
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changes to reports
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when using measurement equipment
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please make sure to check the
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calibration is still valid
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so when you get a request to turn in
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your equipment for recalibration please
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do not hesitate to do so as soon as
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possible
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as the customer is key for iso 9001
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complaint management must be well
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organized
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make sure you open a new record in sniff
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task for every customer complaint
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you and your supervisor are then
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required to analyze the complaint and
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look for system related items that did
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not work
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or errors that were not remarked in time
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the purpose of this analysis is to avoid
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repetition of the complaint also with
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other customers
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please keep in mind also that whenever
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you request assistance from external
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operational parties
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you must be able to show
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based on what criteria
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the contractor is selected and you must
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also have a signed contract available
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that outlines the scope of work
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it speaks for itself that an external
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contractor also must sign the code of
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conduct and that all his employees must
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accept and respect the confidentiality
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agreement
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every year all important subcontractors
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as well as suppliers of course have to
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be evaluated on their performance
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so make sure that you communicate any
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positive or negative findings to your
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supervisor or manager so that it can be
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included in the assessment
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to conclude the iso 9001 part you may
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one day be asked to participate in an
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internal audit that we plan from time to
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time to find out how things go and to
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learn from what went wrong or not as
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planned
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every year there's also an external
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auditor that visits the sniffers to
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check that we apply our process as well
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so maybe that auditor will ask you some
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questions about how you do your job as
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well
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okay
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so let's have a look how your activities
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are impacted by the iso 14001
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requirements
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as you should remember iso 14001 is
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about environment and in your case more
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precisely about the environmental
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aspects of your job
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in fact these are quite limited and
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that's good news
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but nevertheless there are some
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to start some of you will travel to and
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from work with a company owned vehicle
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well that vehicle consumes fuel and that
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means there are emissions that impact
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the company's co2 footprint
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a more important impact comes from your
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eventual travel by air
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a second one is energy consumption
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think about the air conditioning office
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lighting and so on
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so please switch those off as soon as
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practicable and think about checking
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those before leaving your office and the
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building
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also relevant is your paper consumption
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thank you for considering before hitting
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the print button
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and or choose recto versa printing
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whenever you can
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and in the same category there's waste
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prevention and reduction
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be aware that we sort waste streams like
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paper and drinking cans for instance
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good to know also is that the company
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has had objectives on reducing energy
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consumption and co2 footprint
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that means your daily attention is
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required
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during the measurements on the client's
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premises occasionally a spill may occur
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if that happens
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stop your work
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inform the client clean up the spill if
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you can and make sure you put the
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contaminated aids in the right wave bin
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and report is filled to the client and
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to the ehs manager of our company
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coincidentally it can happen that you
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are with the client when you organize an
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emergency response exercise
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perhaps there may really be something
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wrong
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in that case do whatever you are told
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and apply what you eventually learned
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during the video or other instructions
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before you were granted access to the
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plant
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to end an external auditor can also ask
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you some questions about your knowledge
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about these topics
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so it's good to keep this information in
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mind
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let's move on with what your implication
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is in iso 17025
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well
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first of all and very important is that
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you must act in an impartial way
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so whatever happens and whatever it
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takes you will never give in on any
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commercial financial or any other
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pressure from customers or third parties
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you've also signed a confidentiality
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agreement
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why
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well
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whilst doing the measurements at the
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customer's site to detect if there are
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any leaks in the installations we obtain
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and collect information related to that
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customer
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that information cannot be shared with
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others except in case of official
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investigations and requests from
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official bodies
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if it is nevertheless the intention to
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make information public you must always
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inform the customer of that act
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unless that is prohibited by law
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the sniffers shall also inform a client
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in advance of the information it needs
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to place in the public domain
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except for information that the client
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makes publicly available
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or when agreed between the sniffers and
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the client
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for instance for the purpose of
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responding to complaints
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all other information is considered
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proprietary information and shall be
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regarded as confidential
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information about the client obtained
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from sources other than the client
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itself for instance complaints or
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regulators shall be confidential between
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the client and the sniffers
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as already said the sniffers uses a
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measurement protocol which must be
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applied whenever measurements are
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carried out under the black or israc iso
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17025 accreditation
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if for some reason there must be
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deviated from that accredited method the
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deviation then must be documented
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technically justified authorized and of
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course accepted by the customer
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so make sure the validation records are
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retained
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all this must also be clearly mentioned
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in the reporting
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to do the measurements we use calibrated
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equipment
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you will remark the equipment
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identification and calibration tags on
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every piece of equipment
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please make sure that you check the
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calibration validity date of your
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equipment at regular intervals
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so that you can bring it to the
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warehouse in time for recalibration
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the iso 17025 standard also says that
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there must be a procedure for the
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transportation receipt handling
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protection storage retention and
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disposal or return of test or calibrated
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items
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this is dealt with by our warehouse and
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laboratory professional
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equipment that is no longer usable
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because of an outdated calibration is
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stored in a special area so never use
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equipment that sits in that
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area as measurements are never 100
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accurate due to various aspects and
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influences another important aspect is
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the measurement uncertainty and the
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decision rules that go along with it
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that's why we include the decision rules
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in the measurement reports
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the measurement uncertainty must also be
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evaluated for every calibration
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furthermore the standard needs us to
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have a procedure for monitoring the
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validity of measurement results
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the resulting data is in such a way that
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trends are detectable and where
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practicable statistical techniques are
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applied to review the results
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this monitoring is also planner reviewed
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for more information please discuss with
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your manager how this is done here at
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the sniffers
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to make sure our measurement results are
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reliable iso 17025 foresees to do
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comparison tests which are also called
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ring tests
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aim is to do the same measurements in
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two different companies and then to
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compare results
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as what we do at the sniffers is quite
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unique
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ring tests are not possible as there is
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no other party
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therefore we organize on second line
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checks
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the measurement results are represented
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in a report for the customer
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it contains the date or dates of
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sampling
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the unique identification of the items
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or material samples the location of
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samplings like diagrams sketches or
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photos
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a reference to the sampling plan and
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sampling methods
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details of environmental conditions
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during the sampling that affect the
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interpretation of the results and so on
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before you can send the measurement
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results to the customer they must be
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reviewed first
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when an issued report needs to be
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changed amended or reissued
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any change of information
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shall clearly be identified and where
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appropriate the reason for the change
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will be included in the report
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so version management is very important
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all right there's one left and that's
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vca
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please note that vca is applicable for
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our operations in belgium and the
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netherlands
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but not necessarily if you are based in
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another country
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you will remember that this checklist
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includes requirements on safety
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environmental risk management
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a first quite risky act you will do
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almost daily is commuting to and from
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home or to and from clients
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so be careful when on the road
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watch all the traffic don't text or use
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your smartphone and respect the speed
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limits
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but during the measurements you can also
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be exposed to dangers and fake risks
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linked to clients operational
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environments
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these can be trips or falls
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cuts by sharpening installations hitting
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your head falling from height and so on
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so always apply the preventive measures
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as set out in our risk assessment and
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perform a last minute risk assessment
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prior to any new task to make sure you
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spot as much as possible potential
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dangerous situations or objects for
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which you then take additional
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preventive measures
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of course you should stop work if you
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feel the situation isn't safe
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in that case discuss with the client and
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cause help from your supervisor if the
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dangerous situation cannot be resolved
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so always think before you act
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depending on the type of project you are
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on
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sometimes an hse plan is applicable
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this plan is prepared by your supervisor
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or manager and if the case it should be
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applied all the time as it sets out how
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your health safety and our care for the
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environment is guaranteed as much as
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possible
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chapter 7 of the vca checklist deals
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with the site inspections
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it says your manager needs to perform
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one site visit per month
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so you may get a visit one day
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use it to discuss about hz topics
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related to your job like things that
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could get improved or to answer
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questions and so on
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have you ever heard of an htc related
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toolbox
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well
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that's a small informative talk you will
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have with your team led by your
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supervisor or manager to increase or
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refresh your awareness
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in order to meet these vca requirements
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at least 10 toolboxes must be organized
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every year
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are you an operational supervisor or
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manager
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then your contribution and support of
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hse at the sniffers is evaluated and
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discussed annually during your appraisal
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interview
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now in case things eventually went wrong
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in case of a near miss and when you see
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a potentially dangerous situation please
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report it immediately to the prevention
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advisor hse manager
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that way we can involve our insurance
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and correct any unsafe situation as good
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and as quickly as possible
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when it is decided to call in some help
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from subcontractors then be aware that
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vca requires you to perform an annual
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evaluation of the subcontractor's
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performance
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but hey
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you will remember we are already making
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that point at the start of this
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e-learning when discussing the iso 9001
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requirements
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so that's about it
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but there are two more things
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first of all when you hear the sound of
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the evacuation signal
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stop your work close windows and doors
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switch off the lights and go to the
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nearest accessible regular or emergency
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exits
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wait at a master point so that we can
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find out that everybody is safe and
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hopefully you will be told that it was
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just an exercise
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and finally you may get an invitation
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from time to time to pass a medical
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examination related to the health risks
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related to your professional activities
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to check that you are fit for the job
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well this almost concludes this
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e-learning on the introduction to the
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certification requirements that are of
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importance to your activities
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on this last slide you can see a
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snapshot of sniff task
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this is a tool we use to lock and assure
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follow-up on unconformities complaints
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and many other items
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i advise you to visit sniff task and
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browse through the reported items to get
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an id about how you can use it yourself
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thank you for your attention and good
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luck with the small test that must prove
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that you know and can remember the most
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essential aspects related to our iso
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management system and vca
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