National Wood Products, Inc. FSC Chain of Custody NWP CENTRAL OFFICE Standard Operating Procedure REVIEW DATE: August 17, 2013
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1 National Wood Products, Inc. NWP CENTRAL OFFICE Standard Operating Procedure REVIEW DATE: August 17, 2013 ORIGINAL DOCUMENT DATE: August 11, 2008 Prepared By: Tanya Coy C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 1 of 6
2 1. ELIGIBLE OPERATIONS 1.1. National Wood Products, Inc. Central Office (NWP Central Office) will act as an independent legal entity which represents the multi site organization NWP s central office shall document and implement clear rules regarding eligibility for the participation of sites in the certificate. See NWP s Central Office Standard Operating Procedure NWP CENTRAL OFFICE COC consent forms must be signed by the General Manager of each location to be included in the scope of the certificate. By the consent form the General Manager: a) Acknowledges and agrees to the general obligations and responsibilities of participation in the multisite certificate for the full period of validity of the certificate, as stipulated by this standard and the NWP Central Office documented procedures; b) Agrees to comply with the relevant certification standard(s); c) Authorizes the NWP Central Office to apply for certification on his or her behalf The following minimum membership requirements shall be met: a) All participating sites are a division of NWP s Central Office requiring regular reporting. b) All participating sites use Prism inventory software which is administered by the NWP Central Office. c) All participating sites will follow NWP s Central Office Standard Operating Procedure and handle products according to fundamentally the same methods and procedures. 2. DOCUMENTED PROCEDURES 2.1. The NWP Central Office shall have documented procedures covering all requirements of this standard. See NWP FSC Standard Operating Procedure Each procedure shall define the responsibilities, authorities as well as required qualifications and/or training measures for its implementation A copy of these procedures shall be stored centrally and made available to all site managers. The procedures along with FSC Standard for Multi Site certification and FSC Standard for Chain of Custody Certification will also be available on the NWP Intranet site under Forms. 3. PROVISION OF GUIDING MATERIALS 3.1. The NWP Central Office shall provide each site manager with documentation, or access to documentation, specifying the relevant terms and conditions of participation and certification. The documentation shall include: a) Access to a copy of the relevant Chain of Custody standard(s) to which the NWP Central Office and participating sites are committed; C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 2 of 6
3 b) NWP s Central Office and a sampling of other NWP sites will be audited annually by SCS. c) SCS has the right to access the participating site for the purposes of external evaluation and external surveillance with or without prior notice; d) Explanation of SCS requirements with respect to public information as required by FSC standards, NWP will make available as requested the scope of FSC activities by volume as public information. e) Explanation of any obligations with respect to participation, such as: i. NWP s inventory system is backed up every weeknight to a backup tape. ii. NWP will use our inventory software Prism for tracking and tracing of FSC certified materials or products; iii. NWP will conform with corrective actions issued by SCS; iv. NWP will provide product group reports covered by the certificate; v. NWP will only use the multi site certificate code for sites included within the certificate and audited by NWP; f) NWP s Central Office will divide the annual cost of certification by the sites covered in the certification. For example, the initial audit cost is $7365 divided by the 6 sites = $ charged to each site for initial certification. 4. RESPONSIBILITY AND AUTHORITY OF THE NWP CENTRAL OFFICE Responsibilities of personnel 4.1. Tanya Coy has the overall responsibility for the company s compliance with all aspects of this standard All key personnel will be trained to know and understand their specific responsibilities in order to implement all the requirements of this standard. Implementation of requirements and conditions 4.3. The NWP Central Office has the legal or management authority and technical support necessary to implement the responsibilities specified below, and to manage all NWP sites The NWP Central Office shall be contractually responsible to SCS for ensuring that all the requirements of certification (including the relevant Chain of Custody certification standard(s) and any other relevant requirements of Scientific Certification Systems (SCS) are fully implemented by all NWP participating sites within the scope of the certificate NWP s Central Office will provide any NWP reports required at site audits for SCS, including, FSC Product Group Purchasing, Sales & Inventory levels. NOTE: The requirements of the relevant Chain of Custody certification standard(s) apply individually to each participating site included in the scope of the certificate. Responsibilities for meeting criteria may not be 'traded' between different participating sites, e.g. with one participating site meeting certain requirements whilst another participating site meeting others. However, responsibilities for meeting certification requirements may be divided between the NWP Central Office and the participating sites. Requirements that are applicable to the whole multi site organization may be implemented by the NWP Central Office or by each individual participating site The NWP Central Office shall be responsible for ensuring that any conditions on which certification is dependent and any corrective actions issued by SCS thereafter are fully implemented. C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 3 of 6
4 4.7. The NWP Central Office shall have the authority to issue internal corrective actions to any participating site and to enforce their The NWP Central Office shall have the authority to remove participating sites from the scope of the certificate if the requirements of participation or any corrective actions issued by SCS or by the NWP Central Office itself, are not complied with by the participating site The NWP Central Office shall be able to collate and access data on an annual basis and/or upon request of SCS If a participating site is added to or removed from the multi site certification scheme, the NWP Central Office shall inform SCS in writing within three working days A new site shall only be added to an existing multi site certificate as the result of surveillance or reassessment audits by the responsible certification body. Internal audits The NWP Central Office shall carry out an initial audit of each applicant participating site to ensure that they comply with all the requirements of the applicable Chain of Custody certification standard(s) and with any additional requirements for participation prior to being admitted as a participating site and their inclusion within the scope of the multi site certificate The NWP Central Office shall carry out an annual audit of each participating site to confirm continual compliance with all the requirements of certification The NWP Central Office may defer or waive on site audits for those participating sites employing processes or handling products where the risk of mixing certified with uncertified material is inexistent (e.g. No FSC material purchased within the audit period) following the results of document checks NWP s Central Office internal audit of each site procedure will include: a) Confirming the site has a hard copy of the NWP FSC Standard Operating Procedure. b) Confirming the site has knowledge of how to access the NWP Intranet and locate the following documents or has hard copies 1. FSC Multi Site Certification of Chain of Custody document FSC STD ; 2. FSC Standard for Chain of Custody Certification document FSC STD c) NWP s Central Office will run reports showing the sites FSC sales, purchases and inventory for the audit period. d) NWP s Central Office will choose two to three test samples to track from purchase of FSC material to sale, verifying the FSC Claim has stayed intact. e) NWP s Central Office will also choose two to three test samples to track from sale to purchase of FSC material, verifying the FSC Claim has stayed intact. f) Interview warehouse, purchasing, sales to confirm their familiarity with NWP s FSC procedures. g) Complete a walkthrough of the warehouse to verify any FSC material in stock for FSC identification. Use of the FSC Trademarks The NWP Central Office shall: a) Submit requests for use of the FSC trademarks to SCS; b) Ensure that all use of the FSC trademarks by the sites comply with FSC requirements; c) NWP will not produce any kind of document confirming participation in the multi site scheme similar to FSC certificates issued by SCS; C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 4 of 6
5 d) Not issue sub licenses for use of the FSC trademarks. Training The NWP Central Office shall provide training for branch/general managers so they can train their key personnel in order to enable participating sites to fully meet the relevant Chain of Custody certification standard(s) The NWP Central Office shall provide training for internal auditors as to assessment of compliance with the relevant Chain of Custody certification standard(s) The NWP Central Office shall provide ongoing opportunities for learning (such as periodic trainings) in areas requiring strengthening (i.e. based on non compliances found in both internal and external audits) and shall conduct the necessary training for continual compliance of the system. Annual report and management review The NWP Central Office shall prepare an internal annual report on the results of all internal audits as well as on any upcoming changes of the Chain of Custody management system The annual report shall be discussed, reviewed and approved by each site branch/general manager and the NWP Central Office. NOTE: The review may take place either individually for each participating site or in a joint committee meeting. The purpose is to ensure the continual compliance, adequacy and effectiveness of the Chain of Custody management system. Payments of certification costs The NWP Central Office shall be fully responsible to SCS for paying all the costs of evaluation and monitoring throughout the period of validity of the certificate. NOTE: The NWP Central Office will divide these costs amongst participating sites as it deems appropriate. 5. Records 5.1. The NWP Central Office shall keep centralized records of all participating sites documents and shall be responsible for maintaining the following records up to date at all times: a) List of all participating sites covered by the multi site certificate, with their names, addresses and appointed site managers, together with the date of entry into the certification scheme and the assigned identifier; b) Evidence of consent from each site manager in the form of a signed 'consent form'; c) Records of FSC Product Group Purchases and Sales; d) Records of the initial internal audit demonstrating that each participating site meets the eligibility criteria (as outlined in Section 1), the requirements of the applicable Chain of Custody certification standard(s), and any additional applicable requirements; e) Records demonstrating the implementation of standardized use of NWP s Prism inventory software for purchasing and selling FSC material. Such records shall include records of annual internal audits, non compliances identified in such audits, and actions taken to correct them; C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 5 of 6
6 f) Relevant documentation as required by the applicable Chain of Custody certification standard(s) in accordance with the particular multi site procedures regarding FSC purchases and sales for each site. g) Records of training and awareness raising activities provided by the NWP Central Office and of participation therein; h) Records of the annual reports and management reviews; i) The date of withdrawal of any participating site from the scope of the certificate, and an explanation why the participating site was removed; j) Records of SCS s approval of FSC trademark use by participating sites and the NWP Central Office. NOTE: Data should be stored centrally wherever possible, with copies at individual offices or participating sites Records shall be archived for at least 5 years and shall be made available to SCS on request computer print screens are acceptable The NWP Central Office and/or participating sites shall provide buyers with adequate information or confirmation about the FSC certified status of participating sites and their products in order to demonstrate that claims related to FSC certification and available products are truthful and correct. A copy of NWP s Chain of Custody Certification which can be printed from info.org. NOTE: Such information should describe the scope of the multi site certificate and, where applicable, the specific scope of the relevant participating site(s), and include details on the available FSC product groups. C:\Users\tcoy\Documents\FSC CERTIFICATION\NWP FSC CENTRAL OFFICE.docx Page 6 of 6
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