Inspection Process and Application

Guardian follows a structured process to ensure that each food inspection is properly defined, planned, performed and reported. An inspection begins only after Guardian confirms the applicable requirements, competence, resources, timing and contractual conditions.

Guardian's inspection accreditation is currently under process. Inspection activities and reports are not represented as accredited unless and until accreditation is formally granted for the relevant activity and location.

The applicant submits an inspection request containing sufficient information to understand the required service. The request should include:

• applicant and client details;
• identification of the food product, process, facility, lot or consignment;
• inspection location;
• requested date and inspection stage;
• applicable law, standard, specification, contract or checklist;
• required sampling, testing or witnessing;
• expected report or certificate;
• site-access and safety conditions; and
• confidentiality or regulatory requirements.

An enquiry does not become an accepted inspection assignment until Guardian completes its review and issues written confirmation.

Guardian reviews whether:

• the requested scope and criteria are clear and agreed;
• the activity is within Guardian's defined food-sector scope;
• suitable inspection methods are available;
• competent and independent personnel are available;
• required equipment, sampling arrangements and laboratory support are available;
• statutory, safety and site requirements have been identified;
• the requested timeline is achievable; and
• any subcontracting is necessary and acceptable.

Unclear or conflicting requirements will be resolved with the applicant before acceptance. Guardian may refuse work that is outside its competence, creates an unacceptable impartiality risk, cannot be performed safely or cannot be completed using a suitable method.

After satisfactory review, Guardian provides a quotation or agreement describing:

• the subject and scope of inspection;
• applicable inspection criteria;
• location and proposed schedule;
• sampling and testing arrangements;
• deliverables and reporting language;
• fees and payment conditions;
• responsibilities of the parties; and
• applicable terms and conditions.

The assignment is confirmed after acceptance of the agreement and completion of any required commercial formalities.

Guardian prepares an inspection plan appropriate to the assignment. Planning may address the inspection team, date and location, inspection sequence, sampling plan, required equipment, records to be reviewed, safety controls and reporting arrangements.

The plan may be revised where site conditions or new information require a change. Any material change to the agreed scope or criteria must be authorized and recorded.

Guardian assigns personnel who are competent for the food category, inspection activity and applicable criteria. Before assignment, relevant independence, confidentiality and conflict-of-interest conditions are reviewed.

The client may raise a documented concern about an assigned inspector. Guardian will evaluate the concern but retains responsibility for personnel authorization and assignment.

The inspector performs the agreed activities using approved methods. Activities may include observation, examination, measurement, record review, interviews, sampling, photography or witnessing of tests, as applicable.

Inspection personnel record objective evidence and any departures from the agreed plan. The inspected organization must provide safe access, relevant records, responsible personnel and truthful information.

Where appropriate, factual findings may be discussed with the client's authorized representative to confirm accuracy and resolve misunderstandings. This does not permit the client to influence, negotiate or remove valid findings.

If the inspection cannot be completed, Guardian will record the reason and determine whether the work should be rescheduled, partially reported, suspended or terminated.

Inspection records are reviewed as required before the report is authorized. The report identifies the inspected item or activity, location, date, scope, applicable criteria, significant limitations and inspection results.

Reports are issued through authorized channels. Corrections or amendments are controlled so that the relationship with the original report remains clear.

A client or interested party may submit a complaint about Guardian's inspection service. Where Guardian has made an inspection conclusion that is eligible for appeal, the affected party may use the published appeals process. See Complaints and Appeals.