Last Updated on October 30, 2025 by Melissa Lazaro

Why a Strong Management System Protects Your Accreditation

I’ve seen many certification bodies do a great job developing exams, competence criteria, and impartiality controls—only to stumble when it comes to management systems and records control.

Here’s the truth: no matter how strong your certification scheme is, it won’t stand without a controlled, traceable, and well-documented system behind it. Clauses 8 and 9 of ISO/IEC 17024 are what keep everything consistent, defendable, and ready for audit.

These clauses make sure your procedures are followed, your records are complete, and your improvements are documented.

In this article, I’ll show you how to build a management system that meets ISO/IEC 17024’s requirements, avoids common audit findings, and proves that your certification body operates with integrity and discipline.

You’ll learn how to:

• Structure your management system for consistency and continual improvement
• Control documents and records effectively
• Protect data integrity and confidentiality

Understanding Clauses 8 & 9 in Context

Clauses 8 and 9 are the backbone of operational control under ISO/IEC 17024.

• Clause 8 defines how you run, monitor, and improve your management system.
• Clause 9 ensures that all your certification records are secure, accurate, and retrievable.

Together, they create a closed-loop system: you plan, you do, you check, and you improve.

Here’s what I’ve noticed:
Some organizations treat these clauses as paperwork. But assessors don’t just want to see policies—they want to see how those policies are applied, reviewed, and updated.

Pro Tip: Think of your management system as your organization’s operating manual. If someone new joined tomorrow, they should be able to run certification processes exactly the same way by following it.

Common mistake: Copying a generic ISO 9001 system without tailoring it to the certification process. ISO 17024 has specific expectations around impartiality, confidentiality, and record control that 9001 doesn’t cover in detail.

Management System Options

ISO/IEC 17024 gives you two choices for your management system setup:

1. Develop a dedicated management system that meets all Clause 8 requirements, or
2. Integrate it into an existing ISO 9001-certified management system.

Both work—but only if you can demonstrate coverage of every Clause 8 requirement.

If you already have ISO 9001, you can absolutely leverage it, but don’t assume it’s automatic compliance. Assessors will look for cross-references or mappings showing where 17024-specific elements are addressed.

Pro Tip: Create a “Clause Cross-Reference Table” linking each 17024 clause to your management system documents. It shows readiness and saves you from lengthy explanations during audits.

Pitfall: Assuming ISO 9001 certification automatically satisfies 17024 requirements. It doesn’t. You still need impartiality controls, exam security, and candidate data management documented.

Document Control & Version Management

Clause 8.2 is very clear: you must control your documents.

That means procedures, policies, forms, manuals, and templates must all be approved, current, and available to the right people at the right time.

Document control includes:

• Version numbering and revision history
• Approval before issue
• Distribution and access control
• Regular review and update schedules

Example: One certification body used an electronic document-control platform where each procedure had a version number, approval signature, and change log. During their assessment, the evaluator said, “This is exactly what we expect to see.”

Pro Tip: Maintain a master list of controlled documents with the latest revision date and approval record. It’s one of the first items assessors ask for.

Common mistake: Letting outdated forms float around in shared folders or email chains. Once you lose version control, you lose audit control.

Internal Audits & Corrective Actions

Clause 8.3 requires you to conduct internal audits to verify that your management system works and that your certification activities comply with ISO/IEC 17024.

Audits aren’t about catching people—they’re about catching weaknesses before assessors do.

You should audit:

• Certification operations (application, evaluation, decision)
• Impartiality and conflict-of-interest processes
• Training and competence management
• Document and records control

Pro Tip: Make internal audits operational, not theoretical. Review real candidate files, examiner reports, and impartiality records.

In one project, an internal audit revealed missing examiner training certificates. The team corrected it before the accreditation visit—and avoided what would have been a major nonconformity.

Common mistake: Treating internal audits as “box-ticking.” Without findings or follow-up actions, assessors will assume you aren’t auditing effectively.

Management Review & Continuous Improvement

Management review (Clause 8.4) is your formal opportunity to step back and ask: Is our system working?

It’s more than a meeting—it’s a strategic health check of your certification body.

Your management review should cover:

• Internal audit results
• Complaints and appeals
• Impartiality committee feedback
• Resource adequacy (staff, technology, subcontractors)
• Certification performance data (exam results, trends)
• Opportunities for improvement

Pro Tip: Schedule at least one full management review per year and include measurable actions. Show evidence of follow-ups in meeting minutes—it demonstrates active improvement.

Example: A certification body noticed rising failure rates during management review. They launched an item-analysis project, found poorly worded questions, and corrected them. That’s the kind of continuous improvement assessors love to see.

Common mistake: Holding a review but not documenting decisions or tracking actions. Assessors will flag it as “no evidence of implementation.”

Records Control Requirements

Clause 9 focuses on records control — ensuring your certification body maintains complete, secure, and retrievable data.

This includes:

• Candidate applications and results
• Certification decisions and approval logs
• Examiner competence records
• Impartiality committee minutes
• Complaint and appeal records

Pro Tip: Assign retention periods to each record type. For example, retain certification records for at least five years after expiration or withdrawal.

Example: One certification body used encrypted cloud storage with access logs and backups. When assessors asked how they’d retrieve a 3-year-old certification file, they pulled it up in 15 seconds—zero findings.

Pitfall: Storing records across multiple personal drives or emails. Without centralized control, retrieval and traceability become impossible.

Handling Data Security & Confidentiality

Clause 9 also expects you to protect sensitive data—everything from candidate information to exam content.

Confidentiality is critical because breaches destroy trust and accreditation confidence.

Here’s what assessors expect to see:

• Confidentiality agreements for staff, subcontractors, and committee members.
• Controlled access to candidate and exam data.
• Secure disposal of obsolete or sensitive information.
• Backup and recovery procedures.

Pro Tip: Review user access at least quarterly and revoke permissions for inactive users.

Common mistake: Allowing temporary or external staff to retain access after project completion. It’s an easy gap to overlook—and assessors check it closely.

FAQs

Q1: Can we integrate our 17024 management system into our ISO 9001 system?
Yes. Integration is efficient, but you must still demonstrate that every 17024 requirement is addressed—especially impartiality, data security, and certification decisions.

Q2: How long should we retain certification records?
At least five years after certificate expiration or withdrawal, unless your accreditation body specifies a longer period.

Q3: Do electronic records need physical backups?
Yes. You must show that records are secure, retrievable, and protected against loss or tampering. Backups and cloud redundancy count as valid controls.

Consistency Creates Credibility

Clauses 8 and 9 may seem procedural, but they’re what make your certification body credible.

A strong management system and record-control process prove you’re consistent, transparent, and accountable—qualities that accreditation bodies value most.

After guiding numerous organizations through ISO/IEC 17024 accreditation, I’ve seen the same pattern: those who treat document and record control seriously always have smoother audits and stronger reputations.

Next step:
Review your management system documentation and record-control procedures this week. Make sure every process has evidence, every record is traceable, and every improvement is documented. That’s what turns compliance into confidence.