Those who have implemented a quality management system like the ISO 9001 requirement can be approved by a certification body, also known as an ISO registrar. The registrar is a professional with experience in ISO registration for many organizations. The plus side of receiving ISO 9001 certification for your management system is to show value and trustworthiness in your organization’s quality assurance protocols.
As the International Organization for Standardization (ISO) only develops standards, ISO certification is handled by third-party organizations, which can be accredited or non-accredited. A non-accredited registrar is not necessarily less helpful than an accredited registrar, but an accredited certification body can assure stakeholders that your organization has adopted a high-quality and independently certified management system.
You should be sure in choosing the right registrar to evaluate your company’s management system. Some registrars can assess your quality system to see if it lives up to its documentation for ISO 9001 certification. Other registrars go further to see that not only does your quality system match your documentation, but the registrar also can suggest improvements.
When Should I Consult a Registrar?
Before hiring the right registrar from a certification body, make sure that your organization has performed an internal audit of how well it is the ISO standard.
If you decide to pursue ISO certification, when, exactly, should you consult an ISO 9001 registrar? Although you might want to wait until your quality management system is operating for a while, you should consider selecting a registrar early in the ISO certification process. Doing so can help you scope out your certification timeline and decide whether your registrar can meet your deadlines. What’s more, prompt responses from potential registrars can ensure that they’re reliable in answering questions and scheduling audits quickly.
What Factors Should You Consider to Find the Right Registrar?
Cost
An ISO registrar can be expensive depending on the size of your business, how many facilities are involved, and the location of your organization. Registration and certification for larger businesses will be more costly:
- Registrars charge you depending on how long an audit will take. If the right registrar isn’t local, you’ll incur travel costs along with other fees. It’s best if you obtain quotes from registrars to help your organization get a sense of the overall cost. There are cost estimators that can help you determine initial (ball park) cost ranges.
- Your internal costs will involve ensuring that employees have properly implemented your quality management system.
- If you’re still unclear about achieving certification, you may need an outside consultant or other guides to assist you.
- Be sure to find out if any registration, application, or annual fees will apply in addition to the initial cost.
- Conformance1 has a service that will anonymously “shop” various registrars for price, availability and actual experience in a given area. These can help you get firm pricing faster and without having to even identify yourself if you prefer not to.
Time
The length of ISO 9001 certification depends on your organization and its size. Accredited certification bodies often use the International Accreditation Forum (IAF) guidelines to process the intricacy and size of your organization and determine the proper timeframe to conduct the audit. Larger organizations are expected to have longer audit times at a higher cost.
Credentials and experience
Your organization should look into the credentials, experience, and knowledge of an ISO registrar. Consider the auditor’s qualifications and whether you can select an auditor with the experience best suited to your organization. For example, find out if the auditor has quality management experience similar to your organization’s system. Also, ask whether a potential auditor has implemented a quality management system similar to your own and whether that auditor has also worked to certify that system.
Other factors include the registrar’s reputation. Consulting a registrar’s references will give you a better grasp of the registrar’s fitness for your organization. The registrar should also be able to provide references on the spot. These references will help determine that a particular registrar or auditor’s approach matches well with how your organization operates.
Consider also the registrar’s specific experience and aptitude. How many years of prior experience does this registrar have in your industry? How many clients have they helped get ISO certification? Use all these factors to determine if that registrar has the right competencies and an experienced auditor network that will work well with your organization.
Selection of Auditors
Beyond the registrar and its ISO auditor network, you’ll need to consider whether a specific auditor fits well. Make sure to evaluate the auditor’s resume and conduct interviews. Because ISO standards are international, figure out if any cultural or language barriers exist, and whether the auditor is easy to communicate with. An auditor’s attitude should conform to the culture of your organization.
Note an auditor’s style:
- Does the auditor seek to improve your organization’s management principles or just go through the motions of checking the right boxes?
- Do potential auditors see the same problems you do? Do they acknowledge them?
- Can your auditor provide ongoing support?
After a certification audit, auditors should visit the organization once or twice a year if it’s important to maintain certification. This will also ensure a stronger, more reliable relationship between the auditor and your organization.
Accreditation
The accreditation of an ISO certification body is an important topic. While an accredited registrar isn’t a necessity, accreditation can ensure that your organization is getting the quality you need for what you’re paying for.
In the United States, the ANSI National Accreditation Board (ANAB) is the main non-governmental organization that provides accreditation services related to ISO 9001 standard.
Organizations should look out for whether your registrar is part of a “certificate mill,” an unaccredited organization that appears to be accredited through a shady accreditation body that is essentially bogus.
Make sure that any certification body has received accreditation from ANAB and is listed on its website. Once you find a registrar, double-check to see if the listing is the specific registrar you’re requesting by searching for its name and office location.
If you’re seeking an accredited registrar but it’s not listed on ANAB’s website, ask the registrar why it isn’t. Sometimes, a registrar is accredited with a legitimate certification body in another country. Always be sure that the registrar’s accreditation appears genuine and with a legitimate accrediting organization.
Find an ISO Registrar That Fits With Your Organization
All in all, your goal is to find a registrar that works well with your organization. Look to the registrar’s communication skills, experience, professionalism, and feedback. ISO registrars are professionals who are responsible for evaluating companies and helping you improve. For more information on what procedures registrars must follow, consult the ANAB and its requirements.