OEM Repair Procedure File Audit

Quality audit for closed collision repair files to confirm OEM repair procedures were identified, documented, and followed for each completed repair.

Audit Setup and File Identification

• Closed repair file identified and audit scope confirmed
  Confirm the file is closed and the audit scope matches the repair order, vehicle, and final invoice.
• Vehicle and repair order details match across file documents
  Check that VIN, year/make/model, and repair order information are consistent across the file.
• Audit date and auditor recorded
  Record when the audit was completed and by whom.
• Repair type documented
  Select the primary repair category for the audited file.
• Reference documents available for review
  Select the documents present in the file.

OEM Procedure Retrieval and Traceability

• OEM repair procedures pulled for the repair are present in the file
  Confirm the file contains the OEM procedures used to plan and perform the repair.
• OEM source identified and traceable
  Verify the OEM source, vehicle-specific publication, or service information system is documented.
• Procedure applicability matches the repaired operation
  Confirm the pulled procedure applies to the actual repair performed.
• Procedure revision or publication date recorded
  Record the revision level, publication date, or access date of the OEM procedure used.
• Supporting screenshots, printouts, or PDFs retained
  Confirm evidence of the OEM procedure retrieval is retained in the file.

Repair Execution Alignment

• Repair documentation shows OEM procedures were followed
  Verify the repair notes, labor operations, and supporting records align with the OEM procedure requirements.
• Required safety steps documented and completed
  Confirm any OEM safety-related steps were documented and completed.
• Required calibrations, scans, or post-repair checks documented
  Verify that any OEM-required electronic or functional checks are documented in the file.
• Parts and operations align with OEM procedure requirements
  Check that parts used and operations billed are consistent with the OEM procedure.
• Repair notes identify any deviations from OEM procedure
  Confirm any deviation, exception, or alternate method is documented and justified.

File Completeness and Closeout

• Before-and-after photos support the repair record
  Verify photo evidence is present and supports the completed repair.
• Customer authorization and supplement approvals are documented
  Confirm approvals for additional operations or supplements are in the file.
• Final invoice matches completed operations
  Verify the final invoice reflects the actual repair operations and approved supplements.
• File contains no unresolved non-conformances
  Confirm all identified deficiencies have been corrected or escalated.
• Corrective action or follow-up required
  Select the required follow-up action if deficiencies were found.

Auditor Sign-Off

• Overall audit result
  Record the final audit outcome.
• Summary of deficiencies or non-conformances
  Summarize any missing documents, procedure gaps, or deviations found during the audit.
• Auditor signature
  Auditor confirms the audit findings and outcome.
• Management review required
  Indicate whether management review is needed for this file.