Checklist for Audit in HR/Admin
👥 Checklist for Audit in HR / Admin (Pharmaceuticals)
1. Organization & Policies
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✅ Organization chart updated and approved.
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✅ HR policies documented (recruitment, promotion, disciplinary action).
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✅ Job descriptions (JDs) defined, approved, and role-specific.
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✅ Confidentiality and integrity agreements signed by all employees.
2. Recruitment & Onboarding
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✅ Recruitment process aligned with approved SOP.
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✅ Personnel files complete with CVs, qualifications, experience records.
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✅ Verification of educational and professional qualifications.
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✅ Medical fitness certificate for each employee.
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✅ Orientation/induction training records available.
3. Training & Competency
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✅ Annual training calendar prepared and approved.
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✅ Training on GMP, GDP, safety, and data integrity conducted.
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✅ Training attendance records available.
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✅ Post-training effectiveness assessments documented.
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✅ Qualification of trainers verified.
4. Personnel Records
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✅ Updated personal files for each employee.
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✅ Attendance and leave records maintained.
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✅ Work permits, contracts, and renewal records for contract staff.
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✅ Exit interviews and clearance records for resigned employees.
5. GMP & Compliance Aspects
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✅ Gowning and hygiene training records available.
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✅ Periodic medical check-ups conducted (especially for production/QC staff).
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✅ No expired medical fitness certificates.
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✅ Compliance with regulatory requirements for personnel qualifications.
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✅ Confidentiality agreements in place for sensitive data.
6. Administration & Facility Management
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✅ Access control system records maintained (ID cards, biometrics, entry logs).
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✅ Cafeteria, restrooms, and change rooms maintained hygienically.
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✅ Housekeeping staff trained in hygiene and safety practices.
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✅ Safety drills, evacuation plans, and security checks documented.
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✅ Visitor management system records maintained.
7. Health, Safety & Welfare
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✅ PPE issued and records maintained.
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✅ First-aid kits available and inspected regularly.
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✅ Safety induction for all employees and contractors.
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✅ Fire safety training and mock drills conducted.
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✅ Records of occupational health & safety incidents.
8. Data Integrity & Confidentiality
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✅ Employee access rights reviewed periodically.
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✅ Policy for handling company laptops, emails, and electronic records.
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✅ No shared login credentials.
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✅ Records of disciplinary actions for violations (if any).
📌 Quick Pre-Audit Checks
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Personnel files complete and updated.
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Training & medical records current.
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HR/Admin SOPs controlled and accessible.
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Safety & access controls in place.
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Contract and temporary staff records maintained.
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