Frequently Asked Questions.

• Why has the shift to remote audits been made?
  United Wheat Growers and AsureQuality are committed to minimising cost increases as much as possible. With the programme facing significant price increases, it was agreed to trial a shift to remote audits this year to mitigate the impact of these price increases on the programme's delivery. 

• On which platform will the remote audit be conducted? (Zoom, MS Teams, etc.)
  We prefer to use Microsoft Teams and can support traditional phone calls. To learn more about Microsoft Teams, click here.
  

• Will a test call be available ahead of the audit date to check my tech setup?
  Yes, feel free to request this when your auditor gets in touch.

• Will I need to share or show live video of records, paddocks, storage areas, etc.?
  This is not a requirement, though if you are comfortable using the technology, we welcome its use.

• What are the document sharing requirements? Can I email or upload in advance?
  If you could email us your documentation and any other supporting evidence, such as photos or scans, that would be best. Please ensure you do this as soon as possible to give your auditor ample time to review the material. 

• Are there any changes in audit criteria or format due to the remote nature?
  Please read the 2024 Grower Manual for the current audit criteria. The format of the audit will be slightly different; there will be more phone calls, and you will have to prepare your data. The first call will be to agree on what is required and a date for the actual audit, along with any follow-up questions. We won't be coming on-site, so we will need a clear overview of your operation from your documentation and photos.

• Can I have a support person or tech help with me during the audit?
  Absolutely, yes. We want you to be as comfortable as possible during this process.

• I have mostly paper records. How can I get these to you?
  Public libraries are a great resource; they can help you scan documents and even email them for you. Have a chat with your friendly local librarian. 

• How long do you expect the audit to take?
  It should take no longer than an hour, provided you are well-prepared.

• Will I get a pre-audit checklist, and when?
  A checklist is provided at the back of the 2024 Grower Manual. Your auditor can send you one when they book the audit with you.
  

• What are the most common non-conformances from past audits I should be aware of?
  See below.

• What file formats are preferred for digital records (PDF, Word, Excel, etc.)?
  All common file formats are accepted.

• What changes should I expect to see on my invoice for a remote audit?
  The audit price will stay the same; the trial for remote auditing is an attempt to mitigate price increases.

Advice for a Smooth Remote Audit

• Do a tech check early – Get someone to help test your internet, camera, and microphone.
• Set up a quiet, private space – Avoid background noise and interruptions.
• Digitise your records now – Scan or photograph paper records in high quality.
• Organise files by category – Easier to retrieve under pressure.
• Label everything clearly – Auditors appreciate well-organised documentation.
• Practice sharing your screen or documents – Even just once will help reduce nerves.

Common Non-Conformances to Watch For

• Silo content records and numbering not being maintained
• Drying records and movements
• Incomplete spray diaries (missing operator name, rate, or weather)
• Chemical storage non-compliance (unsecured, outdated labels)
• No calibration record for the sprayer or harvester
• Gaps in traceability (e.g., can’t match paddock to silo)
• Outdated or missing training certificates
• No documented pest control or silo cleaning prior to harvest

If you have any further questions, please feel free to submit a request.