Understand The Difference Between Audits, Inspections and Checks

Published on: October 24, 2024

In any business, the ability to consistently monitor and evaluate operational processes is crucial for achieving its goals. In the context of ISO Management System Standards and Certifications, audits, inspections and checks are vital components of an organisation’s toolkit to safeguard against risks, uphold standards and continually improve.

While there are distinct differences in their approach and execution, all of these tools play a critical role in the overarching framework of effective organisational governance. Understanding the difference between an audit and inspection including their nuances can help businesses better organise their internal processes and meet requirements.

In this blog, we’ll delve deeper into the unique applications and the difference between an audit and inspections or checks in the ISO world. You’ll learn:

A quick overview of audits, inspections and checks
Audits – The differences between Internal and External Audits
Inspections – Understanding the role of these in organisations
Checks – Ensuring consistency on a routine basis

A quick overview of audits, inspections and checks

Audits: In the ISO context, audits evaluate the effectiveness of an organisation against the requirements of its management systems and for conformance with ISO standard(s). Audits can be internal or external, in which they are typically formal and periodic.
For example, a business undergoes regular internal audits to assess how well its Quality Management System (QMS) is being implemented and if it meets the requirements of ISO 9001:2015.

Inspections: Observe specific products or places to ensure they meet relevant requirements. In the context of a product, they are focused on quality and defects. In the context of a place, they are commonly used to determine whether or not a workplace is meeting health and safety and/or environmental compliance requirements.
For instance, a construction site undergoes a weekly WHS (Work Health and Safety) site inspection to identify and address potential safety hazards and ensure compliance with health and safety regulations.

Checks: Verify that specific tasks or processes are performed correctly and routinely, focusing on day-to-day operations.
To give an example, a Warehouse Manager ensures that every order is checked by someone other than the person who picked and packed the order, to verify accuracy prior to orders leaving the warehouse.

Audits – The differences between Internal and External Audits

In the ISO context, audits are critical in ensuring that businesses meet the chosen ISO Standards requirements, and are mainly divided into two types: Internal Audits and External Audits.

Internal Audits:

Internal audits are conducted by or on behalf of the organisation for internal review. Their primary intent is to assess the effectiveness of a company’s processes, internal controls, and corporate governance. Internal audits are required by the ISO Management System Standards and need to be conducted regularly. Evidence of these audits (the reports) will be checked by the Certification auditor during the external audits.

Internal audits are pivotal in facilitating continual improvement of a business and its management systems by:

Identifying Non-Conformities: Revealing areas where the organisation is not meeting their own and/or the ISO standard(s) requirements.
Improving Processes: Highlighting opportunities for process improvements and efficiency gains.
Boosting Employee Awareness: Enhanceing understanding of requirements among staff.

External Audits:

External audits, on the other hand, are performed by an independent organisation. In the context of ISO and Certification, they are conducted by a CAB (Conformity Assessment Body), a third-party accredited organisation, commonly known as Certification Bodies or Certifiers.

Certification to ISO Standards, such as ISO 9001 for Quality Management, ISO 14001 for Environmental Management, ISO 45001 for Occupational Health and Safety Management, and ISO 27001 for Information Security Management, can only be achieved if the business has a successful external/Certification Audit with a CAB. The primary purpose of these audits is to certify that the organisation’s management systems are effectively implemented and are meeting the requirements of the ISO Standard(s).

In summary, key aspects of external audits in the ISO certification context include:

Verification of System Implementation: Auditors examine the processes and systems in place to ensure they meet the requirements of the ISO standard(s). They look for evidence of systematic management and continual improvement.
Assessment of Conformance and Effectiveness: The audit assesses the business’s ability to consistently adhere to the standards over time, ensuring that practices are not only followed but are sustainable and effective.
Recommendations for Improvement: External auditors also provide feedback on potential areas for improvement, helping organisations enhance their processes and performance on an ongoing basis.

Once a business has obtained ISO Certification(s), a three-year certification cycle commences. Throughout this period, the Certification Body will conduct annual Surveillance Audits to ensure that the Business Management System is still meeting the ISO Standard(s) requirements and the company’s operational needs. At the end of the three years, a re-certification audit is conducted to renew the Certification, and the cycle starts again.

difference between audits, inspections and checks

Inspections – Understanding the role of these in organisations

An inspection generally involves observing a location or a product to confirm it meets applicable standards and other defined requirements. A typical example is site safety inspections, which primarily identify hazards and potential risks in a given setting and ensure that health and safety measures in a business premises are properly implemented and effective.

Inspections tend to focus on specific elements, such as physical conditions, safety, and/or equipment.

Here are some critical aspects of inspections within the ISO framework:

Regularity and Focus: They can focus on specific areas such as manufacturing processes, construction sites, safety equipment, or environmental waste management.
Operational Conformance: Inspections can verify that the operational aspects of an organisation meet relevant requirements on a day-to-day basis. This regular monitoring is crucial for maintaining ISO Certification.
Identification of Non-conformities and Opportunities for Improvement: Regular inspections help identify non-conformities or deviations from standard procedures before they evolve into more significant issues. They also offer real-time insights into operational efficiencies and inefficiencies, enabling process optimisation.

Checks – Ensuring consistency on a routine basis

Checks are routine evaluations performed to ensure that the day-to-day operations of a business align with processes and relevant requirements. These are less formal than audits or inspections but are critical for maintaining consistent operational integrity.

Regular checks help organisations monitor ongoing conformance with established protocols. They identify issues before they become significant problems and ensure that operational outputs consistently meet quality standards.

An example could be checklists that an organisation implement for verification of processes, such as a checklist for employee onboarding, to ensure all steps of the process are covered and nothing is missed.

Here are some benefits of performing checks:

Ensure successful implementation: Routine checks are a practical way to ensure that processes are implemented properly in real time.
Continual Improvement: By regularly checking their processes, companies can immediately identify and correct deviations from the set standards before they lead to major issues, continually improving their processes.
Employee Engagement: Engaging employees in routine checks can foster a positive quality culture. This involvement helps to raise awareness about internal process requirements and encourages employees to take ownership of maintaining high standards.

If you’d like to learn more about other ISO terminology, check out this blog: Common ISO Terminology and Acronyms Explained.

Understanding common ISO terminology and the difference between an audit and inspection or checks is essential for any business aiming to uphold high standards of operational excellence.

The effective integration of audits, inspections and checks ensures that businesses conform to the standards and are well-prepared for future challenges. Embracing these processes is not merely an ISO requirement but a strategic asset that drives continual improvement and competitive advantage.

You can learn more about Internal Audits with our Management System Internal Auditor Training. This is a practical eLearning course that teaches how to conduct effective Internal Audits of the main ISO Management System Standards. Delivered via video lessons, this training combines theory, practical real-life examples, and templates, so even those new to the internal audit world can succeed when performing management system Internal Audits! Click here to find out more, or give us a call at 1300 614 897 for more details.

Erica Smith

Managing Director at ICExperts Academy and ISO Certification Experts

Erica is the Managing Director of ISO Certification Experts and ICExperts Academy. She has been helping businesses with their ISO Certification needs for over 20 years. Erica is also a Certified trainer, implementer and auditor for ISO 9001, ISO 14001, ISO 45001 and ISO 27001 standards. Erica primarily heads up the day-to-day operations of the businesses, and is also a current member of the Australian Organisation for Quality and Brand Integrity Committee.

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