When documents are received, place
them in the files, then check them off the list. Never put the file up until it is completed, and you won’t have any problems furnishing what the inspector needs for the audit of each individual person. You might think this is too much
trouble; but trust me, it is worth it. Te last few times we had an audit, our inspectors took notes on how we presented our files, and had very positive comments about the organization and contents for each employee. Comments included that our system was a “best practice.” Te audit went smoothly, and even took one day less than the time they had originally planned. Te key to a good audit is being
organized and following the instructions on the leter sent to you. Review your files and, if something is missing, find it. Reserve a private room for the auditors, including internet access and a phone
to beter allow them to do their job. Be prepared to answer questions at the start of the inspection. Some of the questions they will ask are: Part 1—How many safety-sensitive
employees do you have and what are their job categories? Further questions regarding mandatory and random drug and alcohol testing, and reasonable cause will be asked. If you have a return-to-duty and follow-up process, you will need to explain how it works. You can get the “FAA Drug Abatement Program Inspection Guide” from the FAA website, and review it. I would suggest you go through all of the questions at least two weeks ahead of the scheduled inspection so that you are able to answer the questions freely. Part 2—Tis will involve the “Records
for Review.” Tis is the guide the inspectors use to grade the inspection and make notes. Again, all of this is available on the FAA website.
Part 3—Tis pertains to the “Collection
Site Review Guide.” Ensure your collection site—whether it be on-site or off-site—is set-up according to the regulations. Several years ago, one of our off-site collection sites had a leaking pipe in the ceiling, and they were writen up for that. Te inspectors felt a urine sample could be diluted from the water dripping from the ceiling. Te site called maintenance and had the problem fixed by the end of the inspection. Be prepared to perform a mock drug
screen collection and alcohol test. Questions will be asked about shy bladder, temperature out of range, etc. Know your procedure well, and step-by-step. Do not deviate from the writen collection process. Te same type of questions will be asked regarding a simulated alcohol test. It is a good idea to send a copy of collection procedures to your collectors to ensure they don’t leave out any steps. Te inspectors are precise on this process.
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