CERTIFICATION CONTACT LIST - June 2017

Transcription

1 CERTIFICATION CONTACT LIST - June 2017 Location Corporate Manager Asst. Corporate Manager Wheeling D.C. Addison D.C. Denver D.C. Chicago D.C. Tinley Park D.C. South Bend D.C. Portage D.C. Contact Yvonne Jewson Brandon Dai Mike Horvitz Tony Garcia Bernard Perez Christine Brown Laura Perkins Diane Grice Steven Block

2 List of Documents In Use For Chain of Custody 1. Certification Procedures 2. Training, Audit, Record Keeping Procedures 3. Detailed Product List 4. Vendor List by Grade 5. Verified Vendor List 6. Environmental Statement 7. Internal Audit Checklist 8. Certification Contact List 9. Employee Handout: COC Guide 10. Safety Procedures and Training June 2017

3 Certification Procedures Purchasing Purchase Orders are generated by the General Manager, Assistant General Manager or Customer Service Representative. Each product has its own Lewis sku. The description flags the product as either FSC or SFI certified. This information carries over to the purchase order. FSC status of the supplier is verified through SFI certificates are on file. Verifying certified status of material purchased is done by checking mill acknowledgement against the purchase order. Receiving Warehouse personnel confirm that the bill of lading matches the purchase order. All receiving documents go to accounts payable where they are matched with the vendor invoice. All FSC and SFI information needs to match. Material Handling 1. Warehouse personnel put stock away; each sku has its own bin location. Products are not mixed. If an item is recently certified, older stock gets sold first and is identified by a not certified label. 2. Cutting is done by qualified warehouse personnel. FSC and SFI folio product cut to size is indicated on the sales order with a memo line. The cut product is appropriately labeled as FSC or SFI certified on the rewrapped material. 3. Warehouse personnel pull orders from computer generated pick tickets. Each certified item is identified individually. Out-put Documents Purchase Orders, Sales Orders and Invoices are all generated by the FACTS computer system. Certified material is identified by line item. Bill of Ladings are manually generated and the certification claims need to be copied from the pick ticket or invoice. Customer Returns A return authorization form detailing reason for return, stock information and customer signature is used. Credit is issued using the original invoice for pricing and certification information. Non-Conforming Products In case non-conforming products are detected after they have been delivered, Lewis shall: a) immediately cease to sell any non-conforming products held in stock; b) identify all relevant customers, and advise those customers in writing within three (3) business days of the non-conforming product and maintain records of that advice; c) analyze causes for occurrence of non-conforming products and implement measures to prevent its reoccurrence. d) notify their certification body;

4 e) cooperate with the certification body in order to allow the certification body to confirm that appropriate action is taken to correct this non-compliance. Customer Service Inside and outside sales representatives are able to access FSC and SFI information for each product using the Z field on the preference tab in our FACTS computer system. The Certification Item Report shows all certified items. Warehouse personnel need to notify CSR s to take off the certification memo line on the invoice if old not certified stock is used to fill the order. Due Diligence Lewis will exercise appropriate due diligence to ensure paper sourced for FSC or SFI projects does not come from controversial sources. Materials will be sourced only from FSC or SFI certified suppliers. Suppliers will be required to provide proof of FSC or SFI certification. Suppliers will be required to provide evidence of having conducted appropriate due diligence to avoid supplying materials from controversial sources. All suppliers scope and certificate will be confirmed via use of FSC or SFI database.

5 PRODUCT LIST Lewis sells P2, P3, P4, P5, P6, P7 paper, paperboard, envelopes, labels and household/industrial items in rolls or sheets, using the transfer system and physical separation method. This includes FSC 100%, FSC Mix and FSC Recycled. Also, SFI certified paper in rolls or sheets, envelopes or labels using the transfer system and physical separation method.

6 Training, Audit, and Record Keeping Procedures Training All necessary employees will be trained by the project or assistant project leader. Continuous training will be done as required. The internal audit process is as follows: Internal Audit Process 1. Maintain audit list per D.C. for yearly inspection 2. Management personnel traveling to D.C. s a. Obtain latest product list of certified items from the Project Manager b. At the D.C. contact the person in charge of the Certification Procedure c. Check Purchasing procedures Receiving procedures Material Handling procedures Customer Service certification procedures 3. Results of the internal audit will be used to rectify infractions and to revise the procedure if necessary by the management project leader 4. Project leader checks mill certification status yearly. All new suppliers will be verified. 5. Reports will be kept on file for inspection by auditors Record Keeping Records are kept for 7-10 years by our Finance & Accounting Department. The master list of all certified products is continually updated. A list of certified suppliers is continually kept up to date. Reports will be generated on a monthly/yearly basis showing: 1. All certified items shipping by the vendor 2. All certified items in Lewis inventory 3. All certified items sold to Lewis customers Labeling Labeling is controlled by the corporate office. The marketing department is responsible for the logo use in compliance with FSC and SFI requirements. Proofs will be submitted for approval to SGS for FSC use and to SFI for SFI use.