Accreditation Doesn’t End with the Certificate

Getting accredited under ISO 17034 feels like crossing a finish line — but it’s really the start of an ongoing cycle.
Surveillance assessments are how accreditation bodies check that your system continues to perform, not just that it passed once.

I’ve helped many RMPs maintain their accreditation over multiple cycles, and here’s the pattern: the ones that treat surveillance as routine maintenance, not a surprise event, never panic. The ones that ignore it for 11 months scramble when reminders arrive.

This guide explains what happens during surveillance, how to prepare, and how to stay audit-ready all year.

Understanding the Surveillance Cycle

Every ISO 17034 accreditation body — whether SANAS, ANAB, or DAkkS — has its own rhythm, but the logic is the same.
Surveillance audits happen regularly (usually every 12 to 18 months) to confirm you still meet all requirements.

Typical cycle looks like this:

• Year 1: Surveillance visit 1
• Year 2: Surveillance visit 2
• Year 3–4: Full reassessment

Pro tip:
As soon as you get your certificate, note the surveillance dates in your internal calendar. Don’t wait for reminders. It keeps you in control of planning.

What Assessors Focus on During Surveillance

Surveillance isn’t a full re-audit, but assessors still cover the essentials that prove you’re maintaining technical competence.
They typically focus on:

• Changes in your scope, staff, or production methods.
• Evidence of ongoing quality control, homogeneity, and stability testing.
• Complaint handling, corrective actions, and how you’ve managed them.
• Internal audits and management reviews completed since the last visit.

Pro tip:
Keep a single “Surveillance-Ready” folder — updated throughout the year — that holds all records assessors might ask for.

Common mistake:
Waiting until two weeks before the visit to compile everything. You’ll waste hours chasing signatures, calibration reports, and meeting minutes.

Preparing for Your Surveillance Assessment

Think of surveillance as your system’s annual health check. The better you maintain it, the smoother it goes.

Here’s how to prepare:

1. Run an internal audit 1–2 months before the visit.
2. Update your management-review minutes with data on performance, complaints, and improvements.
3. Check calibration and PT records — nothing should be expired or missing.
4. Inform your accreditation body early about any major changes (staff, location, new matrices).

Example:
One RMP client I worked with cut their on-site time by 30% because they kept their records indexed by clause. The assessors finished faster simply because everything was easy to find.

Pro tip:
Treat this prep as a mini initial assessment. It shows assessors that your system isn’t just compliant — it’s alive.

Handling Nonconformities and Follow-Ups

Even well-managed systems get findings. The difference between stress and success is how you handle them.

When you receive a corrective-action request (CAR):

• Acknowledge quickly and confirm your understanding.
• Identify the root cause, not just the symptom.
• Submit objective evidence — revised procedures, training logs, or test records.

Pro tip:
Don’t rush to reply within hours just to “close” it. Take time to analyze properly. Superficial responses usually get rejected and delay closure.

What assessors appreciate:
Honest explanations and clear evidence of improvement. They’re looking for control, not perfection.

Keeping Your System Audit-Ready All Year

The best way to ace surveillance is simple: never fall out of compliance.

Here’s what that looks like in practice:

• Review key procedures quarterly.
• Keep staff training and competency logs current.
• Record deviations, complaints, and CARs as they happen.
• Conduct small, focused internal audits on high-risk processes every few months.

Pro tip:
Assign one person — usually the Quality Manager — as your “compliance coordinator.” Their job is to ensure records stay current, even when projects get busy.

A consistently maintained system saves weeks of panic before every audit.

When Changes Require Notification or Extension

Not every change can wait until the next surveillance. Some require immediate notification to your accreditation body.

You must inform them if you:

• Add new material types or matrices.
• Move to a new facility or lab.
• Change key personnel like the Technical Manager or Quality Manager.

Pro tip:
Be transparent early. Accreditation bodies appreciate it and often integrate the change into your next scheduled visit rather than launching an extra audit.

Common Mistakes That Trigger Extra Surveillance

A few recurring issues tend to attract unplanned follow-ups or short-notice assessments:

• Adding new scopes without notifying the accreditation body.
• Skipping proficiency-testing participation.
• Delaying closure of previous nonconformities.
• Letting calibration certificates expire.

Pro tip:
Keep an Improvement Log — one place to track updates, CARs, and improvements. It helps prevent repeat findings and shows assessors your system is evolving.

FAQs: Maintaining ISO 17034 Accreditation

Q1: How often are surveillance assessments done?
Usually once a year or every 18 months, depending on your accreditation body’s policy and risk profile.

Q2: Can surveillance be done remotely?
Partially. Document reviews and interviews can be remote, but production verification still requires on-site visits.

Q3: What happens if I miss my surveillance?
Your accreditation may be suspended or withdrawn until the visit is completed. Always reschedule quickly.

Conclusion – Make Surveillance Work for You

Maintaining ISO 17034 accreditation isn’t about surviving annual audits — it’s about proving that your competence is consistent.

From my experience working with RMPs worldwide, those who integrate ISO 17034 into daily operations never fear surveillance. They see it as confirmation that their systems are robust and their materials reliable.

If you’d like to stay ahead of every visit, download QSE Academy’s ISO 17034 Surveillance Checklist or book a consultation. I’ll help you design a maintenance plan that keeps your accreditation secure, compliant, and stress-free year after year.