Certainly! Here’s a step-by-step approach to addressing your scenario, followed by a sample email you can use to communicate the non-conformance to your team. --- **Step-by-Step Solution and Explanation:** **Step 1: Identify the Non-Conformance** - During an ISO 9001:2015 audit, you found a discrepancy in the HLD document (High-Level Design or similar), specifically in clause 5.3 – Medical Engineering Department Organisation Chart. - The chart lists the role as "Office Manager," but the actual current title is "Medical Equipment Maintenance Contract Manager" (possibly retaining responsibilities as Office Manager). **Step 2: Assess the Impact** - The documentation does not match current practice. - This discrepancy can lead to confusion, non-compliance with ISO requirements for documented information, and potential audit findings. **Step 3: Determine Corrective Action** - Update the HLD/Organisation Chart to accurately reflect the current title and responsibilities. - Communicate the change and the need for document control to the team. **Step 4: Communicate to the Team** - Inform relevant team members about the non-conformance. - Assign responsibility for updating the document. - Set a deadline for corrective action. - Remind the team about the importance of keeping documentation up to date for ISO compliance. --- **Sample Email to the Team:** --- **Subject:** Action Required: Non-Conformance Raised – Update to Department Organisation Chart (ISO 9001:2015) **Dear Team,** During our recent ISO 9001:2015 review, a non-conformance was identified in the HLD document, specifically under clause 5.3 – Medical Engineering Department Organisation Chart. **Issue:** The organisation chart lists the title "Office Manager." However, this role has since been updated to "Medical Equipment Maintenance Contract Manager" (with responsibilities that may also include office management). This discrepancy between our documentation and actual practice does not comply with ISO 9001:2015 requirements for maintaining accurate and up-to-date documented information. **Action Required:** 1. Please review and update the HLD document and the organisation chart to reflect the correct title: **"Medical Equipment Maintenance Contract Manager"** (and include "Office Manager" if this is still part of the role). 2. Ensure all related documents and records are consistent with this change. 3. Confirm completion of this action by [insert deadline, e.g., MM/DD/YYYY]. Maintaining accurate documentation is critical for our ongoing ISO compliance and ensuring clarity within the team. Please prioritise this update and let me know if you have any questions or require assistance. Thank you for your attention to this matter. Best regards, [Your Name] [Your Position] --- **Final Answer Summary:** You should notify your team of the non-conformance, explain the nature of the discrepancy (wrong title in the organisation chart), instruct the update of the document to reflect the correct title, and set a deadline for completion. Use the sample email above to communicate this clearly and professionally.

1. Maintaining accurate and up-to-date documented information is essential for ensuring compliance with ISO 9001:2015 requirements. 2. Discrepancies in organizational documentation can lead to non-conformance issues and impact overall quality management effectiveness.