Log

Log of external property: condition, location, and return (ISO 2015 8.5.3)

A log for tracking external property (materials, equipment, data) owned by clients or suppliers, detailing its condition on arrival, storage, any loss or damage, and return or disposal.

Fill it in online - free, no account needed. 28 questions.

What it is for

This template provides a structured log for managing external property received from clients or external providers.

The full question list

1. Condition on Arrival

  1. The item's visible condition on arrival is free from damage or unexpected wear *
  2. Any damage or discrepancy was noted on arrival *
  3. Details of any damage or discrepancy noted
  4. The owner was informed immediately of any damage or discrepancy
  5. Date and time owner was informed of damage/discrepancy (if applicable)

2. Storage and Handling

  1. Specific location where the item is stored *
  2. Storage conditions (e.g., temperature, humidity, light exposure) are suitable for the item type *
  3. Access to the item is controlled *
  4. Access to the item is restricted to authorised personnel *
  5. Name of person responsible for the item's safekeeping *

3. Monitoring and Status Updates

  1. Date of last check of the item's condition and location *
  2. Item is currently in the specified location *
  3. Item's condition has remained unchanged since the last check *
  4. Item's condition has remained unchanged since receipt *
  5. Any loss of the item identified since receipt? *
  6. Any damage to the item identified since receipt? *
  7. Any unsuitability of the item identified since receipt? *
  8. Details of any new loss, damage, or unsuitability
  9. Date and time owner was informed of new loss, damage, or unsuitability (if applicable)

4. Return or Disposal

  1. Item has been returned to its owner as per agreement *
  2. Item has been disposed of as per agreement *
  3. Date and time of item return or disposal
  4. Method of return (e.g., courier, personal collection) or disposal method
  5. Name of person returning/disposing of the item
  6. Proof of return or disposal (e.g., tracking number, signed receipt, certificate of destruction)

5. Sign-off

  1. Name of person completing this log *
  2. Date and time of completion *
  3. Signature of person completing this log *

References

How the score works

The score is the share of scored questions that pass. N/A is left out of the score; text, dates and signatures are recorded but not scored. A completed template is a record of what you checked; it is not an inspection by a regulator or an accreditation body.

Questions

What is 'external property'?

External property refers to items, materials, equipment, or even personal data owned by clients or external providers that are under your organization's control for processing, use, or safekeeping.

Why is logging external property important?

Logging external property is crucial for maintaining accountability, preventing loss or damage, ensuring proper handling, and meeting quality management system requirements like ISO 9001:2015 clause 8.5.3.