Documentation Entails for GRS Inspection & Certification

General Documentation
1 Contract Letter ✓
2 GRS Applied Product list with composition ✓
3 Valid GRS Scope Certificate ✓
4 Previous Audit Report & Corrective Action Taken ✓
5 Labeling Approval for GRS (if any) ✓
Ginning/ Weaving Dyeing/ Garmen
Spinning / Printing/ ting
Knitting Washing/
Finishing
Technical Part
1 Approved Factory Layout Plan ✓ ✓ ✓ ✓
2 Unit Map/Floor Layout (With GRS Marking) ✓ ✓ ✓ ✓
3 Process Description/ Factory Profile ✓ ✓ ✓ ✓
4 Standard Operating Procedure (SOP) & Work Instruction (GRS ✓ ✓ ✓ ✓
Production Procedure)
5 Process Flow Chart ✓ ✓ ✓ ✓
6 Process Flow Diagram indicating the point of risk ✓ ✓ ✓ ✓
7 Valid contract/agreement with each subcontracted unit ✓ ✓ ✓ ✓
8 Records of customer compliant relating to a product’s compliance and ✓ ✓ ✓ ✓
corrective action taken (if any), Customer Complaints Handling
Procedure
9 Management Organogram/ Organizational Chart/ Clearly defined roles ✓ ✓ ✓ ✓
and responsibilities for all staff and
management for implementation of the Standard.
10 Management Representative (MR) Assignment letter for GRS Standard ✓ ✓ ✓ ✓
Implementation
11 GRS Standard Training Record for staff management ✓ ✓ ✓ ✓
12 Reclaimed Material Supplier Agreement (Appendix B) Recycling units
13 Reclaimed Material Declaration Form (Appendix C) Recycling units
14 GRS material Stock Details (Raw Material/In process material/Finished ✓ ✓ ✓ ✓
Goods)
15 Documents of purchasing GRS materials. (Invoice, bill of lading, ✓ ✓ ✓ ✓
receiving challan & gate pass, TC)
16 Documents of selling GRS materials. (Invoice, bill of lading, delivery ✓ ✓ ✓ ✓
challan & gate pass, TC)
17 Production Record of GRS product with process loss for each process ✓ ✓ ✓ ✓
18 Cleaning Records (All processing Area Including store); Blank Cleaning ✓ ✓ ✓ ✓
format for first audit
19 Traceability exercise on comparable product (Sales record, raw ✓ ✓ ✓ ✓
material purchase record, production record)
Environmental Part
1 EMS Manual, Environmental policy, Waste management policy ✓ ✓ ✓ ✓
2 Management Representative (MR) Assignment letter for ✓ ✓ ✓ ✓
Environmental Management System (EMS)
3 Environmental Clearance (Up to date) ✓ ✓ ✓ ✓
4 Environmental Parameter Test Report (Air Emission, Ozone Depleting ✓ ✓ ✓ ✓
Substances (ODS))
5 Environmental Assessment Report (EIA/EMP/ESIA) ✓ ✓ ✓ ✓
6 Annual plan to reduce environmental impacts on energy use ✓ ✓ ✓ ✓
(Electricity, gas, diesel), emissions to air, waste generation

Revision: 1.0; Date: 30.07.2021

7 Annual plan to reduce environmental impacts on water use, ✓
wastewater discharge
8 Procedures and training records of relevant staff in environmental ✓ ✓ ✓ ✓
issues (energy use, water use, wastewater treatment, emissions to air,
waste management)
9 Staff training records on Environmental Management ✓ ✓ ✓ ✓
10 Signed document to comply with the GRS Environmental Requirements ✓ ✓ ✓ ✓
11 Legal requirements related to energy use (Generator & Boiler permit) ✓ ✓ ✓ ✓
12 Monthly record of energy (Electricity, gas, diesel) consumption, ✓ ✓ ✓ ✓
generation of waste
13 Monthly record of water consumption, wastewater discharge ✓
14 Water using permit ✓ ✓ ✓ ✓
15 Legal documents on ETP capacity ✓
16 Drainage plan of wastewater flow direction and discharge points. ✓
17 Valid wastewater test reports (not older than 6 months & meet ✓
parameters with GRS Standard: Appendix D)
18 Daily measure and monitoring record of wastewater ✓
19 For External ETP (Valid ETP test report, Agreement & Environmental ✓
clearance)
20 Agreement with waste collector (Sludge/Jhut), Legal license of waste ✓ ✓ ✓ ✓
collector, Waste Disposal Record (challan)
21 Awareness training for relevant worker on handling and separation of ✓ ✓ ✓ ✓
hazardous and non‐hazardous waste
22 Waste inventory & stock record ✓ ✓ ✓ ✓
Chemical Part
1 Chemical Management System (CMS) Manual ✓
2 Management Representative (MR) Assignment letter for Chemical ✓
Management System (CMS)
3 Training record of relevant staff in chemical management (CMS) ✓
4 Chemical Handling Training Record for related worker ✓
5 Chemical supplier details (Chemical name, Supplier Name, Contact ✓
person, Address, Mail address, Purchase invoice)
6 Accurate lists of all chemical inputs with CAS number used in GRS ✓
products, approval letter/test report, Chemical recipe used
7 Valid MSDS (Not more than 3 years) for all GRS chemicals & ✓
preparation used in local & English language
8 Signed document to comply with the GRS Environmental Requirements ✓

Social & Compliance Part

1 Up to date Factory License, Trade License, Fire License, Certificate of ✓
Incorporation, Export & Import License, Group Insurance, Boiler
License, Generator License
2 Building Safety Certificate/Assessment report, Maintenance record of ✓
Equipment (Boiler, Generator, Compressor, MDB,
washing/dyeing/stenter/compactor/knitting/weaving M/C)
3 Previous social Audit Reports & CAP (BSCI, SEDEX, SA 8000, WRAP) ✓
4 Signed document to comply with the GRS Social Requirements ✓
5 Drinking water test reports (Up to date) ✓
6 Fire Fighting Training Record, Evacuation Drill Record ✓
7 First Aid Training Record ✓
8 PPE Training Record ✓
9 Health & Safety Training Record ✓
10 Social Awareness Training, New worker orientation ✓
11 Grievance Handling Training Record ✓
12 Toilet list & toilet cleaning record ✓

Revision: 1.0; Date: 30.07.2021

13 Trade Union/WWA/PC (Participation Committee) Formation and ✓
Meeting Record
14 Safety Committee Formation and Meeting Record ✓
15 Accident & Injury Register, Disciplinary Measures ✓
Record, Grievance record & corrective action taken
16 Boiler Operator permit, Competence Certificate of Electrician ✓
17 Personal File (Doctor, Nurse, Electrician, Boiler Operator, Sample ✓
Worker)
18 Salary Sheets, Timecard & Overtime Records of 3 months ✓
19 Attendance Record ✓
20 Workplace Risk assessment for all sections ✓
21 Management Representative (MR) Assignment letter for GRS, EMS, ✓
CMS, Social Accountability, Health & Safety
Social Policy
Environmental Policy, Waste management
policy
Health & Safety Policy
PPE Policy
Imminent Danger Policy/ Emergency response
plan
Job Recruitment Policy
Wages Policy
Anti-Harassment & Abuse Policy
Anti-Discrimination Policy
22. Policy & Procedure Working Hour Policy, Overtime policy
Child Labor and Remediation Policy, Young ✓
labour policy, Forced labour policy
Freedom of Association & Collective Bargaining
Policy
Disciplinary Action Policy
Grievance Policy
Disclosure Policy/ Termination policy
Vulnerable Individuals Policy/ Disable workers
policy, Maternity policy, Migrant worker policy
Customer Complaint Handling Procedure
23. Other Documents Required for Audit ✓ ✓ ✓ ✓

Revision: 1.0; Date: 30.07.2021