Factory audit general requirements

To manufacture items for Omnia Technologies a facility must comply with rigorous standards. These ensure high-quality, hygienic, reliable, and sustainable production of complex component mainly paper and plastic. Below a general vademecum with the basic requirements to follow and to implement for a successful start of production.

Security and gate procedures

The factory gate must remain closed at all times, except for authorized entry or exit.

Security personnel must be present at the gate before the expected arrival of the audit team.
Upon arrival, every visitor (including Ferrero representatives, consultants, or inspectors) must be registered in the Visitor Entry Log, recording:
- Full name
- Principal company or organization
- Reason for visit
- Valid identification number or document reference
- Signature of the visitor
- Time of entry
Each visitor must be assigned a unique visitor badge.
- The badge number must be logged in the visitor register together with the above details.
- The badge must be worn visibly at all times during the visit.
Security must verify outgoing visitors at the gate, collecting badges and recording exit time and signature.

Factory Cleanliness

All external areas (entrances, loading zones, driveways, parking, etc.) must remain free from garbage, packaging waste, or scrap materials.
Designated garbage collection areas must be:
Clearly delimited on the floor with visible painted markings (for example, yellow or red boundary lines).
Identified with a fixed, weather-resistant sign or plate, explicitly stating the area’s purpose (e.g., “GARBAGE COLLECTION AREA – AUTHORIZED USE ONLY”).
Kept clean, organized, and without overflow, with waste stored in properly closed and labeled containers.
No loose waste or unidentified materials should appear outside the marked garbage zones.
All floor markings and plate signage must be clean and legible at all times.
Standing water or accumulated dirt must be removed unless caused by ongoing rainfall.

Ensure security, reception, and line personnel are aware of the audit schedule and visitor protocol.
Display safety and hygiene notices in visible areas at the entrance and along main paths.
Conduct a final grounds inspection on the morning of the audit to confirm compliance with cleanliness, signage, and safety rules.

General readiness

Key Responsibilities

Security team: Manage access control, visitor registration, and badge distribution.
Maintenance/cleaning staff: Keep factory surroundings clean and dry.
Quality or audit coordinator: Ensure all procedures are followed and documentation is up to date.

doors

All factory doors (including production area entrances, warehouse access, and storage gates) must be fully closed at the time of the audit visit.
Every door must be equipped with a self-closing mechanism (spring or hydraulic closer) to ensure it shuts automatically and completely after use.
No gaps should remain between the door panels and frames once closed — ensure proper alignment and sealing to prevent pest entry or foreign contamination.
Damaged or misaligned doors must be repaired immediately and checked for smooth operation.
Access doors should only be opened when personnel or materials pass through, and must not be held open unnecessarily during operations or inspections.

Personnel Hygiene

All factory personnel must wear clean work blouses or uniforms without buttons.
Blouses must be zippered to prevent the risk of physical contamination from loose buttons.
Hair nets or caps must be worn by every worker inside production, packing, or quality areas.
Visitors must also wear hair nets (and, if required, protective clothing) before entering the production floor.
Hair nets and visitor protective gear should be provided and managed by security or QA staff at the entrance to the controlled area.
The factory must have separate changing rooms for male and female employees, equipped with lockers for personal clothing and work garments.
Dedicated toilets for male and female staff must be available, clean, and well indicated.
Toilets should not open directly into production or storage areas.

Ink Storage

All chemicals, inks, solvents, and cleaning agents must be kept in dedicated, locked storage cabinets located in a controlled area away from production lines.
Only one designated responsible person (authorized by the factory management or QA department) may hold the cabinet keys and manage access.
The identity of the responsible person must be clearly indicated in the chemical control register.
Each cabinet must display a clear and legible label or plate on the door specifying:
The type of materials stored inside (e.g., printing inks, cleaning chemicals).
Safety symbols or hazard pictograms, if applicable.
A chemical inventory list must be updated regularly, including batch numbers, quantities, and usage dates.
Cabinets should be kept clean, dry, and locked at all times when not in use, with no open containers allowed outside designated areas.

The factory must maintain an active pest monitoring system, covering both mosquitoes and rodents.
Mosquito traps must be:
- Mounted on walls, operational, and connected during the audit visit.
- Included in a monitoring register showing dates of inspections, observations, maintenance, and responsible personnel.
- Equipped with identification codes for traceability, marked clearly on the device and in the register.
- The lifespan of each lamp must be tracked with clear installation and replacement dates.
Mice traps must be:
- Installed both inside and outside the factory perimeter, flush against the walls.
- Mechanical only — no chemical or poison-based traps are permitted.
- Identified with individual trap codes, consistent with the pest control map and register.
- Checked and recorded regularly, noting date, time, and the name of the person performing the inspection.
Both mosquito and mice trap records must be maintained in a dedicated register or digital log, available for examiner review during the audit.
The entire pest control system should comply with SMETA and Ferrero standards, and the plan should be signed or validated by the authorized pest control contractor.

Pest and Mosquito Control

The warehouse layout and identification should be clearly defined and controlled for the audit.
The warehouse must be physically and visually divided into clearly separated areas.
Each area must have large, readable labels/signs indicating at least:
- “Raw Material Warehouse”
- “Work in Progress (WIP) Warehouse”
- “Accessories / Buy Parts Warehouse”
- “Finished Goods Warehouse”
Floor markings, rack labels, and hanging signs should all be consistent with the same naming to avoid confusion.
Materials must be stored only in the corresponding, identified area, with no mixing between raw materials, WIP, accessories, and finished goods.

Loading bay requirements

The loading bay must be covered, providing protection from rain, direct sun, and outside environmental conditions.
The loading/unloading area should not be directly exposed to outside temperature; wherever possible, use:
- A roof or canopy over the full loading area
- Dock shelters or dock seals to reduce open gaps between truck and dock
The floor must be clean, dry, and free of debris, and the area should allow smooth, safe transfer of goods from warehouse to vehicle without weather impact.

Warehouse