# Management Review Report

**Company:** Viamed

**Type:** Role: IT Controller

**Report Date:** 14 Aug 2026

---

## Index

1. IT Controller (ID #31)
1. **Conclusion / Executive Summary**

---


---

## Role: IT Controller (ID #31)

**Reports To:** Director 2 (Helen) → Managing Director → Share Holder

**Assigned Employees:** Steve Nixon

**Processes Assigned:** 62 (41 active, 21 responsibility-only)

### Role Risk Indicators - IT Controller

- **41** linked processes
- **2** overdue rolling tasks/audits
- **5** processes not reviewed >24 months
- **7** processes with only one trained user
- **13** processes with no audit configured

### Dependency / Single-Point-of-Failure Risk

- Derek Lamb linked to 98% (40 of 41) of role processes - single point of failure risk
- 7 process(es) have only 1 trained employee - no backup coverage


---

### Process ID #7701 — AWS Amazon Web Services

**Last Reviewed:** 10 Oct 2025 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Amazon | Derek Lamb 23 May 2016 |
| Outputs to the Process | Web Sites | Derek Lamb 23 May 2016 |
| Risks to the Process | No risks as its used for development and backups of working websites | Derek Lamb 23 May 2016 |
| Steps to Minimise Process Risks | Keep up to date with issues. | Helen Lamb 22 Jul 2019 |
| Scope / Definition of Process / Objective | Amazon Web Services, is an online service, which basically simply provides a Linux PC out on the Web.<br>Viamed uses this, for Web development of Websites:<br>It hosts a working backup of many websites.<br>Viamed / vst / vandagraph etc.. | Derek Lamb 23 May 2016 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Derek Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 8.4.1 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.4.1 

**Interested Parties**

- Internal Systems
- Finance Banks
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Vandagraph
- Viamed
- VST

**Trained Staff (3)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 16 Sales and Marketing (Doc ID: 22078)
- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- VM3COP27.15 Amazon Web Services Invoice Pickup (Doc ID: 16949)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #511**

- **Subject:** AWS Amazon Web Services Collect Invoice
- **Target User:** Michael Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Collect the previous 12 Months Invoice and Send all on an Issue to Accounts





**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 377820 | AWS Amazon Web Services Collect Invoice (511) | 13 Oct 2025 | 20 Nov 2025 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Nov 2025 10:22 | Completed | Michael Lamb | done | |
| 377307 | AWS Amazon Web Services Collect Invoice (511) | 07 Oct 2025 | 16 Oct 2025 | 9 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2025 11:17 | Completed | Michael Lamb | done | |
| 374735 | AWS Amazon Web Services Collect Invoice (511) | 08 Sep 2025 | 16 Oct 2025 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2025 11:17 | Completed | Michael Lamb | done | |
| 372019 | AWS Amazon Web Services Collect Invoice (511) | 07 Aug 2025 | 04 Sep 2025 | 28 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Aug 2025 09:38 | Completed | Michael Lamb | done | |
| 369045 | AWS Amazon Web Services Collect Invoice (511) | 07 Jul 2025 | 18 Jul 2025 | 11 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:25 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:25 | Completed | Michael Lamb | 
 Done | |
| 366485 | AWS Amazon Web Services Collect Invoice (511) | 09 Jun 2025 | 18 Jul 2025 | 39 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:25 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:25 | Completed | Michael Lamb | 
 Done | |
| 363425 | AWS Amazon Web Services Collect Invoice (511) | 07 May 2025 | 03 Jul 2025 | 57 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 26 Jun 2025 16:04 |  | Michael Lamb | 
 Done | |
| | - 26 Jun 2025 16:04 | Completed | Michael Lamb | 
 Done | |
| 360760 | AWS Amazon Web Services Collect Invoice (511) | 07 Apr 2025 | 02 May 2025 | 25 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 01 May 2025 10:19 |  | Michael Lamb | 
 Done | |
| | - 01 May 2025 10:19 | Completed | Michael Lamb | 
 Done | |
| 357785 | AWS Amazon Web Services Collect Invoice (511) | 07 Mar 2025 | 25 Mar 2025 | 18 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 18 Mar 2025 13:37 |  | Michael Lamb | 
 Done | |
| | - 18 Mar 2025 13:37 | Completed | Michael Lamb | 
 Done | |
| 354861 | AWS Amazon Web Services Collect Invoice (511) | 07 Feb 2025 | 07 Mar 2025 | 28 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Feb 2025 22:39 |  | Michael Lamb | 
 Done | |
| | - 28 Feb 2025 22:39 | Completed | Michael Lamb | 
 Done | |
| 351404 | AWS Amazon Web Services Collect Invoice (511) | 07 Jan 2025 | 30 Jan 2025 | 23 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Jan 2025 11:17 |  | Michael Lamb | 
 Done | |
| | - 29 Jan 2025 11:17 | Completed | Michael Lamb | 
 Done | |
| 349095 | AWS Amazon Web Services Collect Invoice (511) | 09 Dec 2024 | 30 Jan 2025 | 52 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Jan 2025 11:17 |  | Michael Lamb | 
 Done | |
| | - 29 Jan 2025 11:17 | Completed | Michael Lamb | 
 Done | |
| 346246 | AWS Amazon Web Services Collect Invoice (511) | 07 Nov 2024 | 04 Dec 2024 | 27 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Nov 2024 14:03 |  | Michael Lamb | 
 Done | |
| | - 22 Nov 2024 14:03 | Completed | Michael Lamb | 
 Done | |
| 343045 | AWS Amazon Web Services Collect Invoice (511) | 07 Oct 2024 | 11 Nov 2024 | 35 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Oct 2024 18:49 |  | Michael Lamb | 
 Done | |
| | - 29 Oct 2024 18:49 | Completed | Michael Lamb | 
 Done | |
| 340387 | AWS Amazon Web Services Collect Invoice (511) | 09 Sep 2024 | 14 Oct 2024 | 35 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2024 18:41 |  | Michael Lamb | 
 Done | |
| | - 10 Oct 2024 18:41 | Completed | Michael Lamb | 
 Done | |


---

### Process ID #7918 — Backup Jeans Local Folder

**Last Reviewed:** 19 Nov 2021 by Derek Lamb

**Process Maturity:** 2 of 6 (33%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Jeans Folder | Derek Lamb 08 Nov 2018 |
| Outputs to the Process | Network T Drive | Derek Lamb 08 Nov 2018 |
| Risks to the Process | documents maybe lost of their is an issue with PC | Helen Lamb 02 Nov 2021 |
| Steps to Minimise Process Risks | review of issues | Helen Lamb 02 Nov 2021 |
| Scope / Definition of Process / Objective | To backup Jeans files<br>NO LONGER REQUIRED JEAN DOES NOT HAVE FOLDER ANYMORE | Derek Lamb 19 Nov 2021 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 08 Nov 2018 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 08 Nov 2018 |
| Measurable Objective | THIS JOB IS NO LONGER CARRIED OUT AS JEAN NO LONGER WORKS IN THE OFFICE | Helen Lamb 02 Nov 2021 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is affected by Covid 19 or other extreme national or international circumstance / crisis and this will flag up when the person responsible for the job completes the issue, it will then be reviewed at the final completion of this task. It will be the job of the person who finally completes the task, to implement a new task, update the task should any problems occur or make the decision that the task can be put on hold while the crisis is occurring. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Interested Parties**

- Internal Systems

**Linked Companies**

- Vandagraph

**Trained Staff (1)**

- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 18 Management Review Viamed (Doc ID: 159471)
- Audit 18 Management Review VST (Doc ID: 159473)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #7832 — Cleardown Emailed Invoices

**Last Reviewed:** 21 Oct 2025 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Main Email Box | Derek Lamb 27 Oct 2020 |
| Outputs to the Process | Invoices being EMailed out checked for validity,<br>Clear down of Emails to save space in private box | Derek Lamb 20 Sep 2017 |
| Risks to the Process | that we may loose some emails | Helen Lamb 13 Nov 2021 |
| Steps to Minimise Process Risks | regular issues to remind to do job | Helen Lamb 13 Nov 2021 |
| Scope / Definition of Process / Objective | Backup of all Sent Emails sent to External Address for Verification | Derek Lamb 20 Sep 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 20 Sep 2017 |
| Measurable Objective | Emails out get copied to a Holding Email box,<br>Checking the last two Invoices have the correct Invoice Attached. | Derek Lamb 12 Jul 2018 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 6.1.2 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 6.1.2 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Customer
- Internal Systems
- VST OEM Customers
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #731**

- **Subject:** Emailed Invoices Cleardown
- **Target User:** Michael Lamb
- **Recurrence:** 0 Month(s) 2 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Check the top 2 Emails in the copy of sent Invoices, 

check the Linked Invoice number it the same as the one in the Subject Line.





**Rolling Audit #1243**

- **Subject:** Cleardown Emailed Invoices
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed Backup of all Sent Emails sent to External Address for Verification Main Email Box

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405444 | Emailed Invoices Cleardown (731) | 12 Aug 2026 |  | Outstanding (2 days) | Michael Lamb |
| 404186 | Emailed Invoices Cleardown (731) | 29 Jul 2026 | 10 Aug 2026 | 12 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 31 Jul 2026 14:05 | Completed | Michael Lamb | Done | |
| 402924 | Emailed Invoices Cleardown (731) | 15 Jul 2026 | 30 Jul 2026 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 15 Jul 2026 16:27 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 401414 | Emailed Invoices Cleardown (731) | 01 Jul 2026 | 30 Jul 2026 | 29 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 15 Jul 2026 16:27 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 400225 | Emailed Invoices Cleardown (731) | 17 Jun 2026 | 30 Jul 2026 | 43 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 15 Jul 2026 16:27 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 398961 | Emailed Invoices Cleardown (731) | 03 Jun 2026 | 12 Jun 2026 | 9 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 11:06 | Completed | Michael Lamb | Done | |
| 397795 | Emailed Invoices Cleardown (731) | 20 May 2026 | 04 Jun 2026 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 May 2026 13:06 | Completed | Michael Lamb | Done | |
| 396570 | Emailed Invoices Cleardown (731) | 06 May 2026 | 28 May 2026 | 22 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 May 2026 13:10 | Completed | Michael Lamb | Done | |
| 395238 | Emailed Invoices Cleardown (731) | 22 Apr 2026 | 30 Apr 2026 | 8 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Apr 2026 11:08 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 393897 | Emailed Invoices Cleardown (731) | 08 Apr 2026 | 30 Apr 2026 | 22 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Apr 2026 11:08 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 392760 | Emailed Invoices Cleardown (731) | 25 Mar 2026 | 09 Apr 2026 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2026 12:57 | Completed | Michael Lamb | Done | |
| 391431 | Emailed Invoices Cleardown (731) | 11 Mar 2026 | 26 Mar 2026 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Mar 2026 11:22 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 389990 | Emailed Invoices Cleardown (731) | 25 Feb 2026 | 26 Mar 2026 | 29 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Mar 2026 11:22 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 388577 | Emailed Invoices Cleardown (731) | 11 Feb 2026 | 19 Feb 2026 | 8 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Feb 2026 11:46 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 387137 | Emailed Invoices Cleardown (731) | 28 Jan 2026 | 19 Feb 2026 | 22 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Feb 2026 11:46 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 385869 | Emailed Invoices Cleardown (731) | 14 Jan 2026 | 19 Feb 2026 | 36 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Feb 2026 11:46 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 384588 | Emailed Invoices Cleardown (731) | 31 Dec 2025 | 08 Jan 2026 | 8 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 05 Jan 2026 09:40 | Completed | Michael Lamb | done | |
| 383727 | Emailed Invoices Cleardown (731) | 17 Dec 2025 | 22 Dec 2025 | 5 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Dec 2025 13:47 | Completed | Michael Lamb | done | |
| 382473 | Emailed Invoices Cleardown (731) | 03 Dec 2025 | 22 Dec 2025 | 19 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Dec 2025 13:47 | Completed | Michael Lamb | done | |
| 381231 | Emailed Invoices Cleardown (731) | 19 Nov 2025 | 20 Nov 2025 | 1 day | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Nov 2025 10:22 | Completed | Michael Lamb | done | |


---

### Process ID #7700 — Domain Name Management

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 4 of 6 (67%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Fasthost Domain name Management sytem | Derek Lamb 20 Jul 2018 |
| Outputs to the Process | Renewal of Domains | Derek Lamb 01 Feb 2017 |
| Risks to the Process | Loss of website presense | Derek Lamb 01 Feb 2017 |
| Steps to Minimise Process Risks | rolling Issue to check domains | Derek Lamb 01 Feb 2017 |
| Scope / Definition of Process / Objective | Maintain Domains for websites | Derek Lamb 01 Feb 2017 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Procedural , Required Reading and Hands on | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 8.4.1 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.4.1 

**Interested Parties**

- Internal Systems
- Internet Providers

**Linked Companies**

- Viamed
- Vandagraph
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VM3COP27.14 Domain Name Management (Doc ID: 26744)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #510**

- **Subject:** Domain Name Management
- **Target User:** Michael Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Loginto Fasthosts can

check for outstanding Invoiced

check for domains going out of date





**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 403239 | Domain Name Management (510) | 20 Jul 2026 | 10 Aug 2026 | 21 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 07 Aug 2026 13:14 | Completed | Michael Lamb | Done | |
| 400517 | Domain Name Management (510) | 22 Jun 2026 | 30 Jul 2026 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Jul 2026 11:11 | Completed | Michael Lamb | Done | |
| 397777 | Domain Name Management (510) | 20 May 2026 | 12 Jun 2026 | 23 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 10:45 | Completed | Michael Lamb | Done | |
| 394974 | Domain Name Management (510) | 20 Apr 2026 | 28 May 2026 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 May 2026 13:05 | Completed | Michael Lamb | Done | |
| 392343 | Domain Name Management (510) | 20 Mar 2026 | 09 Apr 2026 | 20 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2026 12:55 | Completed | Michael Lamb | Done | |
| 389546 | Domain Name Management (510) | 20 Feb 2026 | 26 Feb 2026 | 6 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 20 Feb 2026 14:14 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| | - 20 Feb 2026 14:14 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 386332 | Domain Name Management (510) | 20 Jan 2026 | 26 Feb 2026 | 37 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 20 Feb 2026 14:14 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| | - 20 Feb 2026 14:14 | Completed (Bulk) | Michael Lamb | Bulk completed | |
| 384030 | Domain Name Management (510) | 22 Dec 2025 | 22 Dec 2025 | 0 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Dec 2025 13:47 | Completed | Michael Lamb | done | |
| 381313 | Domain Name Management (510) | 20 Nov 2025 | 22 Dec 2025 | 32 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Dec 2025 13:47 | Completed | Michael Lamb | done | |
| 378498 | Domain Name Management (510) | 20 Oct 2025 | 20 Nov 2025 | 31 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Nov 2025 10:22 | Completed | Michael Lamb | done | |
| 375835 | Domain Name Management (510) | 22 Sep 2025 | 16 Oct 2025 | 24 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2025 11:16 | Completed | Michael Lamb | done | |
| 373158 | Domain Name Management (510) | 20 Aug 2025 | 04 Sep 2025 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Aug 2025 09:41 | Completed | Michael Lamb | done | |
| 370277 | Domain Name Management (510) | 21 Jul 2025 | 31 Jul 2025 | 10 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 30 Jul 2025 13:10 |  | Michael Lamb | 
 Done | |
| | - 30 Jul 2025 13:10 | Completed | Michael Lamb | 
 Done | |
| 367623 | Domain Name Management (510) | 20 Jun 2025 | 18 Jul 2025 | 28 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:25 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:25 | Completed | Michael Lamb | 
 Done | |
| 364796 | Domain Name Management (510) | 20 May 2025 | 03 Jul 2025 | 44 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 26 Jun 2025 16:04 |  | Michael Lamb | 
 Done | |
| | - 26 Jun 2025 16:04 | Completed | Michael Lamb | 
 Done | |
| 362056 | Domain Name Management (510) | 21 Apr 2025 | 02 May 2025 | 11 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 01 May 2025 10:19 |  | Michael Lamb | 
 Done | |
| | - 01 May 2025 10:19 | Completed | Michael Lamb | 
 Done | |
| 359096 | Domain Name Management (510) | 20 Mar 2025 | 07 Apr 2025 | 18 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 02 Apr 2025 09:53 |  | Michael Lamb | 
 Done | |
| | - 02 Apr 2025 09:53 | Completed | Michael Lamb | 
 Done | |
| 356078 | Domain Name Management (510) | 20 Feb 2025 | 07 Mar 2025 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Feb 2025 22:40 |  | Michael Lamb | 
 Done | |
| | - 28 Feb 2025 22:40 | Completed | Michael Lamb | 
 Done | |
| 352967 | Domain Name Management (510) | 20 Jan 2025 | 06 Feb 2025 | 17 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 03 Feb 2025 18:36 |  | Michael Lamb | 
 Done | |
| | - 03 Feb 2025 18:36 | Completed | Michael Lamb | 
 Done | |
| 350276 | Domain Name Management (510) | 20 Dec 2024 | 30 Jan 2025 | 41 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Jan 2025 11:17 |  | Michael Lamb | 
 Done | |
| | - 29 Jan 2025 11:17 | Completed | Michael Lamb | 
 Done | |


---

### Process ID #53 — Emails

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Training Course Required:** Office Procedures

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Email Boxes | Derek Lamb 02 Mar 2016 |
| Outputs to the Process | Setup correctly | Helen Lamb 29 Aug 2018 |
| Risks to the Process | incorrect email routing can lead to emails not getting to were they are supposed to be | Derek Lamb 02 Mar 2016 |
| Steps to Minimise Process Risks | Email is a common tool, any problems with emailing is apparently quickly. | Derek Lamb 09 Mar 2016 |
| Scope / Definition of Process / Objective | Maintain the Online Email boxes<br>currently Google and Goldmine | Helen Lamb 29 Aug 2018 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 29 Aug 2018 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 29 Aug 2018 |
| Measurable Objective | checking that all emails are clear / forwarded from the main Gmail box daily. <br>This can be done by accessing the Main Google Mail Inbox and checking it does not have emails older than a working day in it. | Helen Lamb 29 Aug 2018 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1

**Interested Parties**

- Internal Systems
- Customer
- Supplier
- VST OEM Customers
- VST Supplier

**Linked Companies**

- VST
- Viamed Properties
- Viamed
- Vandagraph
- Human Med

**Trained Staff (9)**

- Derek Lamb (trained by Helen Lamb)
- Emily Hanson (trained by Helen Lamb)
- Zoey Teal (trained by Helen Lamb)
- Kate Griffiths (trained by Helen Lamb)
- Helen Lamb (trained by Helen Lamb)
- Sophie Lines (trained by Helen Lamb)
-  (trained by Helen Lamb)
-  (trained by Helen Lamb)
- Catrin Hird (trained by Helen Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- Viamed Vandagraph VST Email addresses and Routing to Gmail Accounts (Doc ID: 12269)
- VM3COP26.01 Email Routing Hotchilli (Doc ID: 8574)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Audit #902**

- **Subject:** Emails - check they have been done
- **Target User:** Catrin Hird
- **Recurrence:** 0 Month(s) 1 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed 

Have all the emails in the main Gmail inbox been done. List any older than a day. 

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405531 | Emails - check they have been done (902) | 13 Aug 2026 |  | Outstanding (1 day) | Catrin Hird |
| 404947 | Emails - check they have been done (902) | 06 Aug 2026 | 10 Aug 2026 | 4 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 06 Aug 2026 08:34 | Completed | Catrin Hird | 17.18 05/08 oldest email in main inbox | |
| 404285 | Emails - check they have been done (902) | 30 Jul 2026 | 30 Jul 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 30 Jul 2026 08:31 | Completed | Catrin Hird | Done, only emails after 5pm yesterday are showing. | |
| | - 30 Jul 2026 08:31 | Read | Catrin Hird |  | |
| 403657 | Emails - check they have been done (902) | 23 Jul 2026 | 30 Jul 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 23 Jul 2026 08:33 | Completed | Catrin Hird | Done | |
| 403053 | Emails - check they have been done (902) | 16 Jul 2026 | 30 Jul 2026 | 14 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Jul 2026 09:48 | Completed | Catrin Hird | Done | |
| 402426 | Emails - check they have been done (902) | 09 Jul 2026 | 30 Jul 2026 | 21 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 09 Jul 2026 09:06 | Completed | Catrin Hird | Done | |
| 401552 | Emails - check they have been done (902) | 02 Jul 2026 | 09 Jul 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 02 Jul 2026 08:39 | Completed | Catrin Hird | Done | |
| 400919 | Emails - check they have been done (902) | 25 Jun 2026 | 09 Jul 2026 | 14 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 25 Jun 2026 08:35 | Completed | Catrin Hird | Done | |
| 400332 | Emails - check they have been done (902) | 18 Jun 2026 | 09 Jul 2026 | 21 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Jun 2026 08:53 | Completed | Catrin Hird | Done | |
| 399697 | Emails - check they have been done (902) | 11 Jun 2026 | 12 Jun 2026 | 1 day | Catrin Hird |
| | **History Log:** | | | | |
| | - 11 Jun 2026 13:15 | Completed | Catrin Hird | Done | |
| 399088 | Emails - check they have been done (902) | 04 Jun 2026 | 04 Jun 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 04 Jun 2026 08:41 | Completed | Catrin Hird | Done | |
| 398472 | Emails - check they have been done (902) | 28 May 2026 | 04 Jun 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 28 May 2026 08:46 | Completed | Catrin Hird | Done | |
| 397897 | Emails - check they have been done (902) | 21 May 2026 | 28 May 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 21 May 2026 10:17 | Completed | Catrin Hird | Done | |
| 397267 | Emails - check they have been done (902) | 14 May 2026 | 28 May 2026 | 14 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 14 May 2026 13:05 | Completed | Catrin Hird | Done | |
| 396682 | Emails - check they have been done (902) | 07 May 2026 | 14 May 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 07 May 2026 12:18 | Completed | Catrin Hird | Done | |
| 396033 | Emails - check they have been done (902) | 30 Apr 2026 | 07 May 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 30 Apr 2026 09:21 | Completed | Catrin Hird | Done | |
| 395378 | Emails - check they have been done (902) | 23 Apr 2026 | 23 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 23 Apr 2026 08:35 | Completed | Catrin Hird | Done | |
| 394772 | Emails - check they have been done (902) | 16 Apr 2026 | 16 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Apr 2026 09:03 | Completed | Catrin Hird | Done | |
| 394021 | Emails - check they have been done (902) | 09 Apr 2026 | 16 Apr 2026 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 09 Apr 2026 11:43 | Completed | Catrin Hird | Done | |
| 393440 | Emails - check they have been done (902) | 02 Apr 2026 | 02 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 02 Apr 2026 08:32 | Completed | Catrin Hird | Done | |


---

### Process ID #7755 — Fast Hosts Invoice

**Last Reviewed:** 24 Nov 2025 by Derek Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Fast Hosts web pages | Derek Lamb 01 Feb 2017 |
| Outputs to the Process | Invoice sent to Helen | Derek Lamb 01 Feb 2017 |
| Risks to the Process | No risks to system. Accounting excersise | Derek Lamb 01 Feb 2017 |
| Steps to Minimise Process Risks | Rolling Issue no audit required as Accounts will chase up for the invoice when they find they don`t have it | Derek Lamb 01 Feb 2017 |
| Scope / Definition of Process / Objective | To Send Invoices for online services to Helen every 12 months on the issue | Helen Lamb 10 Oct 2025 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 8.4.1 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.1 General
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.4.1 

**Interested Parties**

- Finance Banks
- Internet Providers
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Internal Systems
- Regulations

**Linked Companies**

- Viamed
- VST
- Vandagraph
- Human Med
- Viamed Properties

**Trained Staff (3)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 16 Sales and Marketing (Doc ID: 22078)
- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #597**

- **Subject:** Fast Hosts Invoice
- **Target User:** Michael Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Collect Invoice and forward to Helen

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 377835 | Fast Hosts Invoice (597) | 13 Oct 2025 | 26 Feb 2026 | 136 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 20 Feb 2026 14:42 | Completed | Michael Lamb | Done | |
| 377448 | Fast Hosts Invoice (597) | 08 Oct 2025 | 16 Oct 2025 | 8 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2025 11:17 | Completed | Michael Lamb | done | |
| 374749 | Fast Hosts Invoice (597) | 08 Sep 2025 | 16 Oct 2025 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2025 11:17 | Completed | Michael Lamb | done | |
| 372122 | Fast Hosts Invoice (597) | 08 Aug 2025 | 04 Sep 2025 | 27 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Aug 2025 09:38 | Completed | Michael Lamb | done | |
| 369192 | Fast Hosts Invoice (597) | 08 Jul 2025 | 18 Jul 2025 | 10 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:25 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:25 | Completed | Michael Lamb | 
 Done | |
| 366498 | Fast Hosts Invoice (597) | 09 Jun 2025 | 18 Jul 2025 | 39 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:25 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:25 | Completed | Michael Lamb | 
 Done | |
| 363739 | Fast Hosts Invoice (597) | 08 May 2025 | 03 Jul 2025 | 56 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 26 Jun 2025 16:04 |  | Michael Lamb | 
 Done | |
| | - 26 Jun 2025 16:04 | Completed | Michael Lamb | 
 Done | |
| 360916 | Fast Hosts Invoice (597) | 08 Apr 2025 | 02 May 2025 | 24 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 01 May 2025 10:19 |  | Michael Lamb | 
 Done | |
| | - 01 May 2025 10:19 | Completed | Michael Lamb | 
 Done | |
| 357962 | Fast Hosts Invoice (597) | 10 Mar 2025 | 25 Mar 2025 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 18 Mar 2025 13:37 |  | Michael Lamb | 
 Done | |
| | - 18 Mar 2025 13:37 | Completed | Michael Lamb | 
 Done | |
| 355044 | Fast Hosts Invoice (597) | 10 Feb 2025 | 07 Mar 2025 | 25 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Feb 2025 22:39 |  | Michael Lamb | 
 Done | |
| | - 28 Feb 2025 22:39 | Completed | Michael Lamb | 
 Done | |
| 351551 | Fast Hosts Invoice (597) | 08 Jan 2025 | 30 Jan 2025 | 22 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Jan 2025 11:17 |  | Michael Lamb | 
 Done | |
| | - 29 Jan 2025 11:17 | Completed | Michael Lamb | 
 Done | |
| 349108 | Fast Hosts Invoice (597) | 09 Dec 2024 | 30 Jan 2025 | 52 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Jan 2025 11:17 |  | Michael Lamb | 
 Done | |
| | - 29 Jan 2025 11:17 | Completed | Michael Lamb | 
 Done | |
| 346366 | Fast Hosts Invoice (597) | 08 Nov 2024 | 04 Dec 2024 | 26 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 22 Nov 2024 14:03 |  | Michael Lamb | 
 Done | |
| | - 22 Nov 2024 14:03 | Completed | Michael Lamb | 
 Done | |
| 343222 | Fast Hosts Invoice (597) | 08 Oct 2024 | 11 Nov 2024 | 34 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 29 Oct 2024 18:49 |  | Michael Lamb | 
 Done | |
| | - 29 Oct 2024 18:49 | Completed | Michael Lamb | 
 Done | |
| 340400 | Fast Hosts Invoice (597) | 09 Sep 2024 | 14 Oct 2024 | 35 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2024 18:41 |  | Michael Lamb | 
 Done | |
| | - 10 Oct 2024 18:41 | Completed | Michael Lamb | 
 Done | |


---

### Process ID #7916 — Google Webmaster Tools

**Last Reviewed:** 22 Oct 2025 by Catrin Hird

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Googles Webmaster Tools | Derek Lamb 16 Oct 2018 |
| Outputs to the Process | Complient web site to googles current requirements | Derek Lamb 16 Oct 2018 |
| Risks to the Process | Job not carried out <br>Google analytics errors | Helen Lamb 02 Nov 2021 |
| Steps to Minimise Process Risks | regular review of issues | Helen Lamb 02 Nov 2021 |
| Scope / Definition of Process / Objective | To check the webmaster tools to see our websites from googles point of view.<br>fix any errors it may flag up | Derek Lamb 16 Oct 2018 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 16 Oct 2018 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 16 Oct 2018 |
| Measurable Objective | Google analytics errors to be zero | Derek Lamb 16 Oct 2018 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | No verification required or assessment of effectiveness required. This is an internal review only. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Interested Parties**

- Internal Systems

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Catrin Hird (trained by Derek Lamb)

**Associated Documents**

- Audit 16 Sales and Marketing Viamed (Doc ID: 159461)
- Audit 16 Sales and Marketing VST (Doc ID: 159463)

**Rolling Task #919**

- **Subject:** Google Search Console
- **Target User:** Catrin Hird
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

**Rolling Audit #1235**

- **Subject:** Google Webmaster Tools
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed To check the webmaster tools to see our websites from googles point of view.fix any errors it may flag up Googles Webmaster Tools

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 403056 | Google Search Console (919) | 16 Jul 2026 | 30 Jul 2026 | 14 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Jul 2026 09:56 | Completed | Catrin Hird | Done | |
| 400119 | Google Search Console (919) | 16 Jun 2026 | 30 Jul 2026 | 44 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 Jul 2026 17:04 | Completed | Derek Lamb | no, i only glance at the report in all hosnestly, I intend to shove them through AI at some point see what  it thinks, so lets leave it as is for now | |
| | - 14 Jul 2026 11:09 | Update | Catrin Hird | No security issues detected.

Few more reports for the website - let me know if these are of interest and I`l add to the issue to generate each month.

Vitals last 28 days
Performance on search 1st Jan to 30th June. | |
| 397552 | Google Search Console (919) | 18 May 2026 | 28 May 2026 | 10 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 21 May 2026 13:35 | Completed | Catrin Hird | Done | |
| 394775 | Google Search Console (919) | 16 Apr 2026 | 16 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Apr 2026 13:34 | Completed | Catrin Hird | Done | |
| 391788 | Google Search Console (919) | 16 Mar 2026 | 16 Apr 2026 | 31 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 09 Apr 2026 12:32 | Completed | Catrin Hird | Done | |
| 389010 | Google Search Console (919) | 16 Feb 2026 | 19 Feb 2026 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 17 Feb 2026 08:53 | Completed | Catrin Hird | Reviewed ongoing | |
| 388345 | Google Webmaster Tools (1235) | 09 Feb 2026 | 10 Feb 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Feb 2026 11:13 | Completed | Derek Lamb | not donet he same way, catrin now gets monthly reports and sends to me | |
| 386127 | Google Search Console (919) | 16 Jan 2026 | 29 Jan 2026 | 13 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 27 Jan 2026 13:24 | Completed | Catrin Hird | Done | |
| 383571 | Google Search Console (919) | 16 Dec 2025 | 22 Dec 2025 | 6 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Dec 2025 13:00 | Completed | Catrin Hird | Done | |
| 381007 | Google Search Console (919) | 17 Nov 2025 | 20 Nov 2025 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Nov 2025 13:27 | Completed | Catrin Hird | Done | |
| 378266 | Google Search Console (919) | 16 Oct 2025 | 24 Oct 2025 | 8 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 22 Oct 2025 12:59 | Completed | Catrin Hird | Done | |
| 375434 | Google Search Console (919) | 16 Sep 2025 | 22 Sep 2025 | 6 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Sep 2025 13:27 | Completed | Catrin Hird | On going | |
| 372934 | Google Search Console (919) | 18 Aug 2025 | 12 Sep 2025 | 25 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 10 Sep 2025 14:16 | Completed | Catrin Hird | Done | |
| | - 10 Sep 2025 14:15 | Re-Read | Catrin Hird |  | |
| 369960 | Google Search Console (919) | 16 Jul 2025 | 18 Jul 2025 | 2 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Jul 2025 13:34 |  | Catrin Hird | 
 Done Ongoing | |
| | - 16 Jul 2025 13:34 | Completed | Catrin Hird | 
 Done Ongoing | |
| 367134 | Google Search Console (919) | 16 Jun 2025 | 19 Jun 2025 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 19 Jun 2025 09:19 |  | Catrin Hird | Done, review required by DL as I do not understand some of the issues. | |
| | - 19 Jun 2025 09:19 | Completed | Catrin Hird | Done, review required by DL as I do not understand some of the issues. | |
| 364523 | Google Search Console (919) | 16 May 2025 | 22 May 2025 | 6 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 21 May 2025 13:44 |  | Catrin Hird | Not currently in use | |
| | - 21 May 2025 13:44 | Completed | Catrin Hird | Not currently in use | |
| 361753 | Google Search Console (919) | 16 Apr 2025 | 24 Apr 2025 | 8 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 17 Apr 2025 13:26 |  | Catrin Hird | Awaiting meeting with DL, do not think it is any longer valid.
 Done | |
| | - 17 Apr 2025 13:26 | Completed | Catrin Hird | Awaiting meeting with DL, do not think it is any longer valid.
 Done | |
| 358705 | Google Search Console (919) | 17 Mar 2025 | 25 Mar 2025 | 8 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Mar 2025 14:00 |  | Catrin Hird | Not currently in use, awaiting meeting with DL to discuss going forwards. | |
| | - 18 Mar 2025 14:00 | Completed | Catrin Hird | Not currently in use, awaiting meeting with DL to discuss going forwards. | |
| 355737 | Google Search Console (919) | 17 Feb 2025 | 20 Feb 2025 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Feb 2025 09:32 |  | Catrin Hird | 
 Done | |
| | - 18 Feb 2025 09:32 | Completed | Catrin Hird | 
 Done | |
| 354893 | Google Webmaster Tools (1235) | 07 Feb 2025 | 27 Mar 2025 | 48 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 12 Mar 2025 11:44 |  | Derek Lamb | this no loger works, but catrin supplies similar data, so nothing to chage currently | |
| | - 12 Mar 2025 11:44 | Completed | Derek Lamb | this no loger works, but catrin supplies similar data, so nothing to chage currently | |


---

### Process ID #7739 — Intrastats Amendment Log

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Intrastats Amendment Log | Derek Lamb 01 Feb 2017 |
| Outputs to the Process | Notes added to log to indicate what has changed and why. | Derek Lamb 01 Feb 2017 |
| Risks to the Process | None, The updates are automatically logged and stored for easy retrieval.<br>This process is simply to add notes to new updates | Helen Lamb 26 Oct 2020 |
| Steps to Minimise Process Risks | Rolling Issue to add notes | Derek Lamb 01 Feb 2017 |
| Scope / Definition of Process / Objective | Intrastat Changes updates.<br>Logging system to enable roll back should anything break | Derek Lamb 01 Feb 2017 |
| Likelihood of Risk (1-5) | 2.Remote | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Derek Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 5.1.1 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 5.1.1 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies

**Linked Companies**

- Human Med
- Vandagraph
- Viamed Properties
- Viamed
- VST

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #562**

- **Subject:** Intrastats Amendment Log
- **Target User:** Derek Lamb
- **Recurrence:** 0 Month(s) 1 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

Click the X
Click Intrastats Amendment log

Update notes on file changes

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405621 | Intrastats Amendment Log (562) | 14 Aug 2026 |  | Outstanding (0 days) | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 Aug 2026 11:26 | Completed | Derek Lamb | Overall Weekly Conclusion

The changes reviewed this week are appropriate system-development and maintenance activities with no significant adverse concerns identified.

The strongest QMS impact is within Post Market Surveillance and Supplier Returns, where the changes improve data accuracy, traceability and access to historic records. The Issue system update improves record keeping, while the Order Pricing changes correct and strengthen a business-process function without materially affecting the QMS.

A recurring theme across the week is the continued migration of older IntraStats functionality away from legacy MySQL/PHP code toward PDO and PHP 5.6/8.x-compatible implementations. This reduces the future risk of older parts of the system becoming unusable as the server environment is modernised.

No development item reviewed this week currently appears to require escalation or separate corrective action. The updates should remain within the normal software-change/audit history, particularly those affecting PMS, Supplier Returns and Issue records.
Done | |
| | - 14 Aug 2026 11:05 | Read | Derek Lamb |  | |
| 405067 | Intrastats Amendment Log (562) | 07 Aug 2026 | 10 Aug 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Aug 2026 08:17 | Completed | Derek Lamb | was on holiday non to log
Done | |
| | - 10 Aug 2026 08:17 | Read | Derek Lamb |  | |
| 404417 | Intrastats Amendment Log (562) | 31 Jul 2026 | 10 Aug 2026 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 31 Jul 2026 09:20 | Completed | Derek Lamb | This week?s development work focused on modernising older database code, improving PHP compatibility and strengthening data security. Key functional improvements included clearer ISO document searching and Markdown exports, more accurate management and returns reports, better CRM contact merging, improved invoice processing, and enhanced lost-customer follow-up with mandatory action notes.
Done | |
| | - 31 Jul 2026 09:19 | Read | Derek Lamb |  | |
| 403802 | Intrastats Amendment Log (562) | 24 Jul 2026 | 30 Jul 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 24 Jul 2026 09:15 | Completed | Derek Lamb | This week?s system improvements focused on making IntraStats clearer, more reliable and easier to use. Supplier management was expanded from a simple Critical/Non-Critical classification into Critical, Secondary and Support levels, with the supplier review screen reorganised around these categories and inactive suppliers automatically moved into an archive. Order checking now displays separate Goods Out instructions, task-management screens retain the correct navigation context, and several management reports can now be copied or downloaded as Markdown files.

There were also significant technical improvements. The stock turnover report was modernised for PHP 8, moved to committed invoice data, separated results by company and added stronger sales and customer analysis. The audit roles report now removes duplicated risk-assessment entries and provides clearer issue totals, while the QA form designer was updated to reduce PHP warnings, improve input handling and correct problems when cloning form questions. Overall, the changes improve reporting accuracy, supplier oversight, audit traceability and future compatibility. | |
| | - 24 Jul 2026 08:41 | Read | Derek Lamb |  | |
| 403141 | Intrastats Amendment Log (562) | 17 Jul 2026 | 30 Jul 2026 | 13 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 17 Jul 2026 14:55 | Completed | Derek Lamb | Weekly Development Summary

This week focused mainly on completing PHP 8 compatibility updates, correcting data-display issues, and improving operational workflows.

Key progress included:

Continued PHP 8 upgrades across ISO and document-management areas.
Improved sales-drop reporting with consistent regional filtering and clearer AI-export options.
Added B2B/B2C/C2C delivery information and Goods Out memo visibility for UPS shipments.
Corrected delivery-number creation within stock picking to prevent blank or duplicate delivery records.
Improved returns analysis by comparing supplier returns against actual sales volumes.
Fixed company-name display issues within Returns Status.
Improved purchase-order estimated delivery-date handling.
Clarified stock-order and returns-screen information to support more accurate operational decisions.

Overall, the updates show steady progress in modernising legacy code, improving data accuracy, and making key information more visible to operational users. | |
| 402540 | Intrastats Amendment Log (562) | 10 Jul 2026 | 30 Jul 2026 | 20 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Jul 2026 14:23 | Completed | Derek Lamb | Over the course of the week, development focused on three main areas: PHP 8 modernisation, AI-assisted management reporting, and operational improvements across the IntraStats platform. A number of legacy modules, including Serial Search, Customer Orders, Overview Entry and Supplier Repair Statistics, were migrated to use PDO prepared statements with improved input validation and safer variable handling, increasing security, stability and long-term compatibility. Several reporting enhancements were also introduced, including multi-company stock valuations, total order values on Started Orders, production document links within Completed Job Statistics, insurance charge recommendations on Order Details, and improved filtering for customer orders and process history. A number of minor usability improvements and spelling corrections were also completed across the CRM, purchasing and reporting modules.

A significant theme throughout the week was the continued integration of AI into management processes. New AI Prompt Builders were added for Agenda reviews and ISO Non-Conformance reviews, allowing standardised prompts to be generated, compressed, previewed and copied directly into AI systems such as ChatGPT. Process History reporting was enhanced with configurable history ranges and simplified AI workflows, while supplier purchasing received a coordinated set of updates to ensure tracking numbers and delivery confirmation statuses are now recorded against the correct Purchase Order Log records rather than purchase order detail records, eliminating inaccuracies where multiple deliveries exist against a single order line. Together, these changes improve reporting accuracy, streamline management review processes, and continue the strategic transition of IntraStats towards AI-assisted operational intelligence while completing further migration to the modern PHP 8 platform. | |
| 401673 | Intrastats Amendment Log (562) | 03 Jul 2026 | 09 Jul 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Jul 2026 16:24 | Completed | Derek Lamb | Across this release cycle, updates focused on improving usability, data accuracy, and regulatory capability across core modules: UI refinements were made to chat controls, supplier dashboards were significantly enhanced with profile and compliance visibility, and supplier classification fields were added with audit tracking to support better governance. Reporting improvements included more accurate supplier identification and the addition of unresolved returns tracking to improve operational visibility. Regulatory components were updated across forms, shared functions, and PDF templates to align with a revised workflow and prepare for a future PHP8 migration, while a security-related fix ensured correct access behaviour for document links. Overall, the changes strengthen supplier management, improve reporting clarity, and lay groundwork for future compliance and platform upgrades. | |
| | - 03 Jul 2026 15:58 | Read | Derek Lamb |  | |
| 401022 | Intrastats Amendment Log (562) | 26 Jun 2026 | 09 Jul 2026 | 13 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 26 Jun 2026 07:24 | Completed | Derek Lamb | Added automatic company lookup for ISO documents linked to quotation files. The system now retrieves the associated company record and displays the standard CRM company banner on the document page, improving traceability and providing immediate customer context.
Done | |
| | - 26 Jun 2026 07:17 | Read | Derek Lamb |  | |
| 400424 | Intrastats Amendment Log (562) | 19 Jun 2026 | 09 Jul 2026 | 20 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 19 Jun 2026 08:08 | Completed | Derek Lamb | Weekly Development Summary (12?19 June 2026)

This week focused on three major areas of development within Intrastats: AI integration, ISO/process management enhancements, and improved visibility of customer and supplier communications. Significant work was also completed on PHP 5.6 / PHP 8.x compatibility and system resilience improvements.

Key Achievements
Expanded the new AI Queue integration, allowing users to submit customer email histories and process review information directly for AI analysis and reporting.
Introduced major enhancements to the ISO Process Review System, including management dashboards, audit gap reporting, risk assessment monitoring, rolling issue controls, historical trend analysis, and AI-assisted process review reporting.
Improved customer communication visibility by integrating email history access directly into order review and order detail screens, reducing the need to manually search correspondence.
Enhanced supplier management workflows by linking purchase orders directly to supplier email history, improving follow-up and overdue order chasing activities.
Extended sales analysis capabilities with new five-year sales, returns, customer purchasing, and trend-analysis datasets to support future AI forecasting and stock intelligence tools.
Updated information request processing to improve handling of outstanding requests and workflow tracking.
Continued modernisation of legacy code through PHP 8 compatibility updates, PDO database conversion, improved error handling, safer variable management, and increased system stability.
Improved email history searching and filtering functionality, including content-based searches and more reliable page behaviour.
Management Summary

Development this week substantially strengthened Intrastats` foundations for AI-assisted decision making, ISO compliance monitoring, process intelligence, customer communication tracking, supplier management, and future sales forecasting, while continuing the long-term programme of modernising the codebase for improved reliability and PHP 8 compatibility. | |
| 399810 | Intrastats Amendment Log (562) | 12 Jun 2026 | 12 Jun 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 12 Jun 2026 06:21 | Completed | Derek Lamb | Update 44410 ? ai_contactlisting.php

Added support for a new Incoming Mail History button within the CRM contact listing system. This enhancement improves access to historical email correspondence directly from contact records, reducing the time required to investigate customer communications and supporting future expansion of integrated email analysis and contact activity tracking.

Update 44414 ? viewfile.php

Modernised the audit file review system for compatibility with both PHP 5.6 and PHP 8.x environments. Legacy database calls were replaced with secure PDO queries, error handling was improved, and direct access to the current LIVE document version was added alongside historical audit copies. These changes improve long-term maintainability, support future server upgrades, and reduce the risk of compatibility-related failures.

Update 44413 ? index.php

Updated the audit document index system to support both PHP 5.6 and PHP 8.x environments. The changes improve database security, error resilience, and compatibility while introducing easier access to LIVE document versions alongside archived audit records. This helps future-proof the audit review process without altering existing functionality.

Update 44415 ? contacts_history.php

Completely redesigned the email history review interface, transforming it from a search-focused tool into a comprehensive email conversation analysis system. New functionality includes threaded email review, incoming/outgoing message identification, attachment tracking, bulk email selection, and clipboard export for AI analysis or investigations. The update significantly improves complaint handling, customer communication reviews, supplier correspondence analysis, and future AI-assisted email assessment workflows.

Update 44416 ? atlas_functions.php

Removed the automatic Email Search shortcut from Atlas-generated action links. This simplifies the generated interface and reduces unnecessary navigation options while retaining manual access to email search functionality. The change helps streamline future Atlas feature development and interface maintenance.

Update 44417 ? productgroupstagstock.php

Added grouped sales analysis links and introduced a JSON export facility for AI-based analysis. This enhancement allows users to review consolidated sales activity more efficiently while providing structured data that can be consumed by reporting, forecasting, and future AI-driven stock management tools.

Update 44419 ? historybarcode.php

Enhanced barcode history displays by adding the product ?Put Into Use By? date. This provides additional lifecycle and traceability information during product reviews, supporting compliance activities, service investigations, and future asset management enhancements.

Update 44418 ? walkthru_linksections.php

Corrected grouped stock linking functionality that had been affected during the PHP 8 migration project. Restoring this functionality ensures stock relationships display correctly within the ISO documentation system and prevents data navigation issues introduced during platform modernisation. This supports continued compatibility improvements while maintaining existing user workflows. | |
| 399220 | Intrastats Amendment Log (562) | 05 Jun 2026 | 12 Jun 2026 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 08 Jun 2026 13:43 | Completed | Derek Lamb | Overall Weekly Summary

The week`s development work focused on system modernisation, PHP 8 migration, repair traceability, supplier performance reporting, stock lifecycle tracking, and ISO compliance administration. The most significant functional enhancements were the introduction of SRS/SRN repair tracking within stock reports and the new supplier delivery performance reporting system, while a large number of supporting improvements improved speed, usability, and long-term maintainability of the Intrastats platform.
Done | |
| | - 08 Jun 2026 11:47 | Read | Derek Lamb |  | |
| 398575 | Intrastats Amendment Log (562) | 29 May 2026 | 04 Jun 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 29 May 2026 11:01 | Completed | Derek Lamb | non to do | |
| 398030 | Intrastats Amendment Log (562) | 22 May 2026 | 28 May 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 22 May 2026 12:51 | Completed | Derek Lamb | AI Review and Management Reporting Updates

Related Updates: 44348, 44347, 44346, 44356, 44360, 44357, 44358, 44359, 44361, 44362
Dates: 15 May 2026 ? 20 May 2026

Update IDFile
44348processrisk.php
44347ri_update_field.php
44346displayroles.php
44356Audit_roles_total.php
44360management_review.php
44357displayroles.php
44358displayrolesresp.php
44359updateprocessarchive.php
44361processrisk.php
44362displayrolesstaff.php

Original Notes:
Updating for AI review of sections, initial indications the output is good, and AI can now summarise the current status of a role. Updated to overall management view of processes to allow for full reports per company role, and global review, all built to enable AI to summarize and find potential issues that humans miss in the noise.

Technical Development Summary:
A large-scale update was carried out across the employee roles and management review systems to improve how process, audit, role, and responsibility data is structured and presented for AI-assisted analysis. The primary aim of the work was to reduce the difficulty of manually reviewing large amounts of operational and ISO-related information spread across multiple systems and pages.

The updated pages now provide a more consolidated management-level view of company roles, linked responsibilities, process risks, audits, and archived process information. Data structures and output formatting were adjusted to make the information significantly easier for AI systems to interpret and summarise consistently.

This development is intended to support several future objectives:

Automated management review summaries
Identification of overloaded or poorly distributed responsibilities
Detection of missing process ownership
Early visibility of operational or compliance risks
Trend analysis across historical process reviews
AI-assisted identification of unusual patterns that may be overlooked during manual review

The work also lays the foundation for future predictive and exception-based reporting once role data and process structures become more refined over time.

Shipment Returns Filter Visibility Update

Related Update: 44345
Date: 15 May 2026

Update IDFile
44345shipmentlist.php

Original Notes:
Added back some filtered boxs for cathy to sort out.

Technical Development Summary:
Filtered shipment box visibility was restored within the returns system after operational review identified that some records were no longer easily visible during processing. The update improves workflow visibility for returns handling and reduces the likelihood of items being overlooked during manual sorting and investigation activities.

The change also improves operational flexibility by allowing filtered exception items to remain accessible without disrupting the standard shipment workflow.

Work List Review Monitoring Page

Related Update: 44350
Date: 18 May 2026

Update IDFile
44350worklists_reviews.php

Original Notes:
Added a quick review page to total up outstanding items in the standard work lists we have, ensure nothing is building up, can add to this page later for other list type tasks.

Technical Development Summary:
A new consolidated review page was developed to provide rapid visibility of outstanding operational work items across multiple internal work lists. The page acts as a lightweight management monitoring tool designed to identify growing backlogs or stalled activities before they become larger operational problems.

The structure has intentionally been designed for future expansion, allowing additional task groups, KPIs, alerts, or AI-driven exception summaries to be added later without requiring major redevelopment.

Memo Logging and History Tracking Fixes

Related Updates: 44353, 44354
Date: 19 May 2026

Update IDFile
44353updateshortmemo.php
44354historybarcode.php

Original Notes:
Fixed bug in the memo field not logging the changes. Fixed bug in memo field not updating correctly.

Technical Development Summary:
Several fixes were applied to the stock memo and barcode history systems after issues were identified with memo updates and change logging. The problems created a risk of incomplete audit trails and inconsistent historical records linked to stock items and repairs.

The corrections restore reliable update tracking and improve long-term traceability of operational notes, repair actions, and servicing information linked to individual barcode records. This is particularly important for future investigation work and historical review of product activity.

Price List Document Link Improvements

Related Update: 44351
Date: 19 May 2026

Update IDFile
44351showactivepricelists.php

Original Notes:
Added docid and download links to the documents that are brought up.

Technical Development Summary:
The active price list display system was updated to include direct document references and download links for associated files. The enhancement reduces time spent manually locating supporting documents and improves traceability between displayed pricing information and linked controlled documentation.

This also improves usability during customer support, audit review, and pricing verification activities.

Backorder and Minimum Stock Reporting Improvements

Related Update: 44352
Date: 20 May 2026

Update IDFile
44352get_report_backorders.php

Original Notes:
Added columns for supplier returns, and a minimum stock level, and updated so items below the minim now show on the reports.

Technical Development Summary:
The backorder reporting system was expanded to include supplier return information and minimum stock level monitoring. Additional reporting columns were introduced to improve visibility of stock risks and supplier-related shortages.

The revised reporting now highlights items falling below defined minimum stock thresholds, allowing purchasing and operational staff to identify potential supply risks earlier and take preventative action before shortages affect customers or production.

Order Memo Display Behaviour Change

Related Update: 44355
Date: 21 May 2026

Update IDFile
44355orderdetails.php

Original Notes:
Fliped the switch to turn memos to show first and then have to be hidden - no actual code changes.

Technical Development Summary:
The default display behaviour for order memos was adjusted so that important notes are now immediately visible when opening order details. The change was introduced to reduce the likelihood of staff overlooking critical operational information hidden behind collapsed sections.

Although no underlying code logic changed, the usability improvement supports faster issue recognition and improved visibility of operational warnings or customer-specific information during order handling.

Insurance Reporting Format Update

Related Update: 44349
Date: 21 May 2026

Update IDFile
44349get_turnovers.php

Original Notes:
Had the insurance company in, wanted the turn overs in a slightly different format, updated the results page accordingly.

Technical Development Summary:
The turnover reporting output was updated to provide financial summaries in a format more suitable for external insurance review requirements. The modification improves readability and presentation of turnover information without changing the underlying calculations or source data.

The change improves flexibility when adapting internal reporting systems for external compliance, insurance, or financial assessment purposes. | |
| 397412 | Intrastats Amendment Log (562) | 15 May 2026 | 28 May 2026 | 13 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 May 2026 10:25 | Completed | Derek Lamb | Management Review Reporting Improvements

Continued development and PHP 8 migration work on management review reporting modules.
Files updated this week included management_review.php, processrisk.php, taskhistory.php, and associated role reporting modules.
Improvements focused on management review visibility, process risk reporting, and continual improvement evidence generation.
Underlying technical amendment logs, timestamps, and version history recorded automatically within the development system.
No impact identified to core ISO/QMS processes. | |
| | - 15 May 2026 10:19 | Read | Derek Lamb |  | |
| 396772 | Intrastats Amendment Log (562) | 08 May 2026 | 14 May 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 11 May 2026 09:52 | Completed | Derek Lamb | done | |
| 396157 | Intrastats Amendment Log (562) | 01 May 2026 | 07 May 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:17 | Completed | Derek Lamb | Done | |
| 395502 | Intrastats Amendment Log (562) | 24 Apr 2026 | 30 Apr 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 24 Apr 2026 09:27 | Completed | Derek Lamb | Done | |
| 394876 | Intrastats Amendment Log (562) | 17 Apr 2026 | 22 Apr 2026 | 5 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 17 Apr 2026 10:15 | Completed | Derek Lamb | Done | |
| 394268 | Intrastats Amendment Log (562) | 10 Apr 2026 | 16 Apr 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Apr 2026 11:41 | Completed | Derek Lamb | Done | |
| 393532 | Intrastats Amendment Log (562) | 03 Apr 2026 | 09 Apr 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2026 08:44 | Completed | Derek Lamb | Done | |


---

### Process ID #7129 — Intrastats Cross Reference Database Tables Updates

**Last Reviewed:** 18 Jun 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Current have to use phpmyadmin on the server to export the XREF tables into sql format,<br>then upload them via the online phpmyadmin to get the dataset into the online tables. | Derek Lamb 22 Aug 2016 |
| Outputs to the Process | Functioning up to date cross reference tables | Derek Lamb 22 Aug 2016 |
| Risks to the Process | The online Cross reference guide not updated | Helen Lamb 30 Oct 2023 |
| Steps to Minimise Process Risks | database maintenance<br>Regular issues | Helen Lamb 30 Oct 2023 |
| Scope / Definition of Process / Objective | Update the online Cross reference guides with latest intrastats data. | Derek Lamb 22 Aug 2016 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- Customer
- Staff
- VST OEM Customers

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Steve Nixon (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #462**

- **Subject:** Intrastats Cross Reference Database Tables Updates
- **Target User:** Derek Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated

Task Resync the Online Cross reference tables with the Intrastat Tables,

Admin Cross Reference Files
Export Files
Select Company
Click Export Files
Rename the download as data.json
FTP to the Server
/xref/data/
copy in the data.json

https://www.viamed.co.uk/xref/admin/
Login admin_password = qhZrLwJvFsXe

Import the data
Follow Istuctions on Screen

**Rolling Audit #457**

- **Subject:** Intrastats Cross Reference Database Tables Updates
- **Target User:** Steve Nixon
- **Recurrence:** 3 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Audit To be Completed

Please check the online website for any new additions you have added before today.

Check its got the latest data.



If not forward Issue to Derek



**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405152 | Intrastats Cross Reference Database Tables Updates (462) | 10 Aug 2026 | 10 Aug 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Aug 2026 12:07 | Completed | Derek Lamb | no updates | |
| 402404 | Intrastats Cross Reference Database Tables Updates (462) | 09 Jul 2026 | 30 Jul 2026 | 21 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 30 Jul 2026 12:15 | Read | Derek Lamb |  | |
| | - 09 Jul 2026 15:15 | Completed | Derek Lamb | no updates since last update - do not need to do | |
| 399468 | Intrastats Cross Reference Database Tables Updates (462) | 09 Jun 2026 | 09 Jul 2026 | 30 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 18 Jun 2026 12:30 | Completed | Derek Lamb | Done, updated the instructions in issue for how to actually perform the update | |
| | - 18 Jun 2026 12:30 | Read | Derek Lamb |  | |
| 398015 | Intrastats Cross Reference Database Tables Updates (457) | 22 May 2026 |  | Outstanding (84 days) | Steve Nixon |
| 396858 | Intrastats Cross Reference Database Tables Updates (462) | 11 May 2026 | 14 May 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 11 May 2026 09:56 | Completed | Derek Lamb | done friday week before last | |
| 393996 | Intrastats Cross Reference Database Tables Updates (462) | 09 Apr 2026 | 16 Apr 2026 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Apr 2026 14:39 | Completed | Derek Lamb | done | |
| 391116 | Intrastats Cross Reference Database Tables Updates (462) | 09 Mar 2026 | 19 Mar 2026 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 16 Mar 2026 13:02 | Completed | Derek Lamb | not done | |
| 389678 | Intrastats Cross Reference Database Tables Updates (457) | 23 Feb 2026 | 26 Feb 2026 | 3 days | Steve Nixon |
| | **History Log:** | | | | |
| | - 24 Feb 2026 09:16 | Completed (Bulk) | Steve Nixon | Being updated on ad-hoc basis, up to date. | |
| 388292 | Intrastats Cross Reference Database Tables Updates (462) | 09 Feb 2026 | 10 Feb 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Feb 2026 10:56 | Completed | Derek Lamb | not done | |
| 385477 | Intrastats Cross Reference Database Tables Updates (462) | 09 Jan 2026 | 19 Jan 2026 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Jan 2026 09:23 | Completed | Derek Lamb | Done | |
| 382923 | Intrastats Cross Reference Database Tables Updates (462) | 09 Dec 2025 | 22 Dec 2025 | 13 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 Dec 2025 17:13 | Completed | Derek Lamb | done i tihknk had a few issues, i think the importer needs uopdating | |
| 381531 | Intrastats Cross Reference Database Tables Updates (457) | 24 Nov 2025 | 26 Feb 2026 | 94 days | Steve Nixon |
| | **History Log:** | | | | |
| | - 11 Dec 643990 09:26 | Read | Steve Nixon |  | |
| | - 24 Feb 2026 09:16 | Completed (Bulk) | Steve Nixon | Being updated on ad-hoc basis, up to date. | |
| 380372 | Intrastats Cross Reference Database Tables Updates (462) | 10 Nov 2025 | 20 Nov 2025 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Nov 2025 12:57 | Completed | Derek Lamb | not done will do next time this occurs | |
| 377555 | Intrastats Cross Reference Database Tables Updates (462) | 09 Oct 2025 | 16 Oct 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Oct 2025 07:34 | Completed | Derek Lamb | not doing this month | |
| 374854 | Intrastats Cross Reference Database Tables Updates (462) | 09 Sep 2025 | 16 Oct 2025 | 37 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Oct 2025 14:49 | Completed | Derek Lamb | not doing just yet | |
| | - 09 Sep 2025 14:20 | Read | Derek Lamb | Issue marked as read | |
| 373352 | Intrastats Cross Reference Database Tables Updates (457) | 22 Aug 2025 | 12 Sep 2025 | 21 days | Steve Nixon |
| | **History Log:** | | | | |
| | - 04 Sep 2025 14:46 | Completed | Steve Nixon | Being updated ad-hoc. | |
| 372236 | Intrastats Cross Reference Database Tables Updates (462) | 11 Aug 2025 | 14 Aug 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 11 Aug 2025 21:29 | Completed | Derek Lamb | not done, want to check the auto system first | |
| 369323 | Intrastats Cross Reference Database Tables Updates (462) | 09 Jul 2025 | 18 Jul 2025 | 9 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 11 Jul 2025 09:15 |  | Derek Lamb | 
 Done | |
| | - 11 Jul 2025 09:15 | Completed | Derek Lamb | 
 Done | |
| 366476 | Intrastats Cross Reference Database Tables Updates (462) | 09 Jun 2025 | 19 Jun 2025 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 12 Jun 2025 15:26 |  | Derek Lamb | 
 Done | |
| | - 12 Jun 2025 15:26 | Completed | Derek Lamb | 
 Done | |
| 364981 | Intrastats Cross Reference Database Tables Updates (457) | 22 May 2025 | 12 Sep 2025 | 113 days | Steve Nixon |
| | **History Log:** | | | | |
| | - 04 Sep 2025 14:46 | Completed | Steve Nixon | Being updated ad-hoc. | |


---

### Process ID #7130 — Intrastats Information for Intrastats and L Drive

**Last Reviewed:** 12 Jun 2024 by Derek Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Intrastats Comparison Screens | Derek Lamb 15 Oct 2017 |
| Outputs to the Process | L Drive and Intrastats in sync | Derek Lamb 15 Oct 2017 |
| Risks to the Process | Documents get out of Sync | Derek Lamb 15 Oct 2017 |
| Steps to Minimise Process Risks | Rolling Task | Derek Lamb 15 Oct 2017 |
| Scope / Definition of Process / Objective | To Review the L Drive Library is in sync with Intrastats Documentation<br><br>TASK DISCONTIUNED, L Drive has been replaced with Intrastats | Derek Lamb 06 Sep 2021 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 15 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 15 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1

**Interested Parties**

- Internal Systems

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Steve Nixon (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VOP 01 Documentation and Records, Control, Creation, Storage, Retrieval, Revision Control and Online Records (Doc ID: 120321)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #7126 — Intrastats Requested Page updates

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Green man top of header bar | Derek Lamb 09 Mar 2016 |
| Outputs to the Process | General fixes to pages | Derek Lamb 09 Mar 2016 |
| Risks to the Process | that a fix is missed<br>or a page does not work | Helen Lamb 30 Oct 2023 |
| Steps to Minimise Process Risks | This page helps to minimise the risk itself<br>also regular review and feedback | Helen Lamb 30 Oct 2023 |
| Scope / Definition of Process / Objective | Fix general errors in intrastats<br>such as Spelling errors or columns not lining up | Derek Lamb 09 Mar 2016 |
| Likelihood of Risk (1-5) | 2.Remote | Helen Lamb 30 Oct 2023 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms.<br>Check issues. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #458**

- **Subject:** Intrastats Requested Page updates
- **Target User:** Derek Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

Check the intrastats Page updates for spelling errors
- green man top of header bar

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404810 | Intrastats Requested Page updates (458) | 05 Aug 2026 | 10 Aug 2026 | 5 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Aug 2026 12:00 | Completed | Derek Lamb | revierw nothing urgent, had holiday and first of month so will do next month | |
| 401802 | Intrastats Requested Page updates (458) | 06 Jul 2026 | 09 Jul 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Jul 2026 12:21 | Completed | Derek Lamb | lots of types fix, see amendment log for more details, | |
| 399203 | Intrastats Requested Page updates (458) | 05 Jun 2026 | 12 Jun 2026 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 08 Jun 2026 13:46 | Completed | Derek Lamb | Done | |
| 396375 | Intrastats Requested Page updates (458) | 05 May 2026 | 07 May 2026 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 May 2026 11:40 | Completed | Derek Lamb | not doing this month | |
| 393590 | Intrastats Requested Page updates (458) | 06 Apr 2026 | 09 Apr 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2026 08:40 | Completed | Derek Lamb | not reviewed | |
| 390878 | Intrastats Requested Page updates (458) | 05 Mar 2026 | 06 Mar 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 Mar 2026 16:55 | Completed | Derek Lamb | dont doing this month | |
| 387865 | Intrastats Requested Page updates (458) | 05 Feb 2026 | 10 Feb 2026 | 5 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Feb 2026 09:41 | Completed | Derek Lamb | reviewed just 6 to find | |
| 384932 | Intrastats Requested Page updates (458) | 05 Jan 2026 | 08 Jan 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 Jan 2026 08:32 | Completed | Derek Lamb | not doing, unble to find the spelling errors, | |
| 382677 | Intrastats Requested Page updates (458) | 05 Dec 2025 | 11 Dec 2025 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Dec 2025 09:05 | Completed | Derek Lamb | 4/5 typo ones in the list i couldnt find lst time, hoping durtin ghte upgrade they will show themselves, nnothing else to do here | |
| 380050 | Intrastats Requested Page updates (458) | 05 Nov 2025 | 20 Nov 2025 | 15 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Nov 2025 18:16 | Completed | Derek Lamb | done a couple couple i couldnt finnd | |
| 377139 | Intrastats Requested Page updates (458) | 06 Oct 2025 | 09 Oct 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Oct 2025 11:02 | Completed | Derek Lamb | not doing until the current update stage is done, | |
| 374612 | Intrastats Requested Page updates (458) | 05 Sep 2025 | 12 Sep 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 08 Sep 2025 13:20 | Completed | Derek Lamb | done | |
| 371766 | Intrastats Requested Page updates (458) | 05 Aug 2025 | 07 Aug 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 Aug 2025 17:39 | Completed | Derek Lamb | done | |
| | - 05 Aug 2025 11:34 | Read | Derek Lamb | Issue marked as read | |
| 369036 | Intrastats Requested Page updates (458) | 07 Jul 2025 | 10 Jul 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 Jul 2025 12:01 |  | Derek Lamb | done a chunk, few i cannot firnd the spelling error so done for this time | |
| | - 07 Jul 2025 12:01 | Completed | Derek Lamb | done a chunk, few i cannot firnd the spelling error so done for this time | |
| 366225 | Intrastats Requested Page updates (458) | 05 Jun 2025 | 12 Jun 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 Jun 2025 11:58 |  | Derek Lamb | not done this month only typos to hunt down nothing systemic | |
| | - 05 Jun 2025 11:58 | Completed | Derek Lamb | not done this month only typos to hunt down nothing systemic | |
| 363212 | Intrastats Requested Page updates (458) | 05 May 2025 | 15 May 2025 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 08 May 2025 13:19 |  | Derek Lamb | 
 Done | |
| | - 08 May 2025 13:19 | Completed | Derek Lamb | 
 Done | |
| 360752 | Intrastats Requested Page updates (458) | 07 Apr 2025 | 07 Apr 2025 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2025 11:18 |  | Derek Lamb | reviewed not doing | |
| | - 07 Apr 2025 11:18 | Completed | Derek Lamb | reviewed not doing | |
| 357475 | Intrastats Requested Page updates (458) | 05 Mar 2025 | 07 Mar 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 Mar 2025 10:39 |  | Derek Lamb | reviewed, speeling errors will be done next time,  | |
| | - 07 Mar 2025 10:39 | Completed | Derek Lamb | reviewed, speeling errors will be done next time,  | |
| 354625 | Intrastats Requested Page updates (458) | 05 Feb 2025 | 25 Mar 2025 | 48 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 17 Mar 2025 15:03 |  | Derek Lamb | 
 Done | |
| | - 17 Mar 2025 15:03 | Completed | Derek Lamb | 
 Done | |
| 351249 | Intrastats Requested Page updates (458) | 06 Jan 2025 | 08 Jan 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Jan 2025 11:01 |  | Derek Lamb | not done, need to sit with catrin to find these pages | |
| | - 06 Jan 2025 11:01 | Completed | Derek Lamb | not done, need to sit with catrin to find these pages | |


---

### Process ID #8108 — IT Controller Review

**Last Reviewed:** 31 Jul 2026 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | IT Controller management review report.<br><br>Current list of active and responsibility-only IT processes.<br><br>Process risk assessments, measurable objectives and review dates.<br><br>Training and backup-person records.<br><br>Outstanding and completed rolling tasks and audits.<br><br>IT procedures, system documentation, backup records, monitoring results and reported IT issues.<br><br>Changes to systems, software, hardware, hosting, suppliers and business requirements. | Helen Lamb 31 Jul 2026 |
| Outputs to the Process | Confirmation that the IT Controller role and associated processes remain suitable and effective.<br><br>Identification of overdue, obsolete, insufficiently controlled or undocumented processes.<br><br>Actions to update processes, risks, objectives, training, audits and supporting documentation.<br><br>Improved business-continuity and backup-person arrangements.<br><br>Closure, continuation or escalation of actions through the Viamed Management Meeting. | Helen Lamb 31 Jul 2026 |
| Risks to the Process | Failure to review IT responsibilities may allow outdated, incomplete or ineffective processes to remain in use.<br><br>High dependency on the IT Controller may result in loss of knowledge, delayed recovery or disruption if the main role holder is unavailable.<br><br>Insufficient backup training or documentation may prevent another person from maintaining essential systems.<br><br>Overdue tasks or audits may allow system, backup, access, hosting or maintenance issues to remain undetected.<br><br>Obsolete processes may create confusion or give an inaccurate picture of current controls.<br><br>Failure of important IT systems may affect access to quality records, customer information, stock, sales, purchasing and other business operations. | Helen Lamb 31 Jul 2026 |
| Steps to Minimise Process Risks | Complete a formal IT Controller review at least annually.<br><br>Review overdue tasks, audits and processes that have not been reviewed within the required period.<br><br>Maintain documented procedures and system information for business-critical IT activities.<br><br>Cross-train suitable staff, with Michael Lamb progressively learning appropriate systems and Helen Lamb providing management-level continuity oversight.<br><br>Prioritise backup arrangements for critical systems rather than requiring full duplicate competence for every minor IT activity.<br><br>Maintain system backups, monitoring, access controls and recovery arrangements.<br><br>Deactivate obsolete processes and introduce proportionate audits where an independent check is beneficial.<br><br>Record identified actions within the issue system and review progress through management meetings. | Helen Lamb 31 Jul 2026 |
| Scope / Definition of Process / Objective | Review the IT Controller role, its assigned processes, responsibilities, training coverage, recurring tasks, audits and associated documentation.<br><br>The objective is to confirm that IT systems and controls remain effective, appropriately maintained and adequately supported, and that risks relating to system availability, information security, business continuity and reliance on individual employees are identified and controlled. | Helen Lamb 31 Jul 2026 |
| Likelihood of Risk (1-5) | 3.Occasional | Helen Lamb 31 Jul 2026 |
| Severity of Risk (1-5) | 3.Serious | Helen Lamb 31 Jul 2026 |
| Measurable Objective | Complete the IT Controller management review at least annually.<br><br>Review all active IT processes within their scheduled review period.<br><br>Investigate overdue IT tasks and audits and return recurring activities to schedule.<br><br>Reduce single-person dependency by documenting critical systems and progressively training suitable backup personnel.<br><br>Archive or deactivate obsolete IT processes where they are no longer required. | Helen Lamb 31 Jul 2026 |
| Training Method Required | Hands-on training from experienced staff, supported by documented procedures, system notes and supervised completion of relevant IT tasks.<br><br>Training should be proportionate to the employee’s responsibilities and verified by successful completion of the applicable task or process. | Helen Lamb 31 Jul 2026 |
| Verification / Effectiveness | Effectiveness will be verified through:<br><br>completion of the annual IT Controller management review;<br>review of overdue tasks and audits;<br>evidence that critical backups and monitoring activities have been completed;<br>successful completion of assigned IT activities by trained backup personnel;<br>review of IT incidents, system failures, recovery actions and internal nonconformances;<br>confirmation that obsolete processes have been removed or deactivated.<br><br>The process will be considered effective where systems remain operational, recoverable and adequately supported, with no unresolved significant IT-related nonconformances. | Helen Lamb 31 Jul 2026 |
| Covid / Pandemic Notes | This process can continue during a pandemic or similar national or international disruption because most IT administration and system monitoring can be performed remotely.<br><br>A prolonged absence of the principal IT Controller could increase the existing key-person dependency risk. Remote access, documented system information, backups and trained support personnel should therefore be maintained as part of business-continuity arrangements. | Helen Lamb 31 Jul 2026 |
| Risk / Benefit Report | The benefits of maintaining centralised and knowledgeable IT control substantially outweigh the risks. The IT environment is actively maintained, monitored and supported by established recurring activities.<br><br>The principal residual risk is dependency on a small number of individuals, particularly Derek Lamb. This risk is being reduced through continued documentation, removal of obsolete processes and progressive cross-training of Michael Lamb and other suitable staff.<br><br>Action required: Continue proportionate cross-training and documentation and complete the identified process reviews and overdue recurring activities. | Helen Lamb 31 Jul 2026 |
| HSE Implications | No significant health and safety implications arise from the management review itself.<br><br>Normal display-screen equipment, electrical safety and manual-handling controls apply when using, installing or moving computer and server equipment. Only competent persons should access electrical equipment, server areas or internal hardware components.<br><br>The form currently links the process to Viamed, ISO 13485 sections 8.5 and 8.2.5, and identifies Internal Systems, Internet Providers, ISO Auditing Bodies and Web Shop Hosting as interested parties. | Helen Lamb 31 Jul 2026 |
| **Calculated Risk Code** | **Unacceptable** (Frequency=3, Severity=3) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 8.2.5 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 8.5 

**Interested Parties**

- ISO Auditing Bodies
- Internal Systems
- Internet Providers
- Web Shop Hosting

**Linked Companies**

- Viamed

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 18 Management Review VST (Doc ID: 159473)
- managerment reviews - Roles Reviews (Doc ID: 220072)
- VOP 13 Process Monitoring, System Reviews, Audits, Management Reviews Analysis Data PMS Post Market (Doc ID: 210961)

**Rolling Task #1329**

- **Subject:** IT Controller Review
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

Roles Titles Processes and Procedures ADMIN Viamed

End column of IT Controller Review Responsibilitys Review

Print to PDF,

**Rolling Audit #1383**

- **Subject:** IT Controller Review
- **Target User:** Helen Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Audit Check task is being completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405545 | IT Controller Review (1329) | 13 Aug 2026 |  | Outstanding (1 day) | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 Aug 2026 11:48 | Read | Derek Lamb |  | |
| 402671 | IT Controller Review (1329) | 13 Jul 2026 | 30 Jul 2026 | 17 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Jul 2026 10:59 | Completed | Derek Lamb | Recommended Actions

Cross-train additional staff to reduce dependency on a single individual and improve business continuity.
 - In Progress with Michael lamb starting to learn the system.
Review and update all IT processes that have not been reviewed within the last 24 months.
Complete outstanding rolling tasks and audits to return all recurring activities to schedule.
Archive or remove obsolete IT processes that are no longer required.
Introduce proportionate annual audits for IT processes that currently have no audit assigned. - this is in progress old processes getting removed, old task only ones getitng an audit
Continue documenting IT systems and procedures to strengthen resilience, knowledge transfer and succession planning.

Overall Recommendation: No major concerns were identified regarding the effectiveness of the IT function. The primary improvement area is reducing key-person dependency through increased cross-training and continued documentation, while maintaining regular reviews and audit compliance.
Done | |
| | - 13 Jul 2026 10:55 |  | Derek Lamb | Added File: findings.md | |
| 399991 | IT Controller Review (1329) | 15 Jun 2026 | 09 Jul 2026 | 24 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 17 Jun 2026 11:38 | Completed | Derek Lamb | new process set up, details need fillingin, rolling issues dates set, | |
| 397364 | IT Controller Review (1329) | 14 May 2026 | 28 May 2026 | 14 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 May 2026 17:17 | Completed | Derek Lamb | IT Controller ? Management Review Summary

Overall, this report presents a technically mature and highly active IT management environment with strong evidence of:

recurring controls,
live monitoring,
internal verification,
system maintenance,
and operational continuity checks.

However, it also exposes the single largest dependency risk seen so far in the management review reports.

Overall Position

This is operationally a very strong report.

The IT systems appear:

actively maintained,
heavily monitored,
regularly reviewed,
and deeply integrated into business operations.

The report demonstrates:

strong process ownership,
mature recurring task structures,
extensive automation,
clear procedural definitions,
and substantial evidence of actual ongoing activity.

Many IT processes score:

83?100% maturity,
which is significantly higher than most operational roles reviewed so far.
Biggest Risk Identified
Extreme Single Point of Failure Risk

This is by far the dominant concern in the report.

The report explicitly states:

Derek Lamb linked to 98% of role processes
41 of 42 active processes linked to Derek
7 processes have only one trained employee

From a management-review perspective, this is the most critical issue in the document.

The business appears highly dependent on:

Derek?s technical knowledge,
system understanding,
maintenance capability,
infrastructure awareness,
and software development capability.

This creates risks relating to:

absence,
illness,
succession planning,
business continuity,
disaster recovery,
support coverage,
and future scalability.
Positive Observation

Although the dependency risk is extremely high, the report also demonstrates that:

systems are well documented,
processes are structured,
recurring controls exist,
audits exist for many critical systems,
and tasks are being actively completed.

So while the knowledge concentration is high, the environment itself is not unmanaged.

This is an important distinction.

Strongest Areas
1. Intrastats Cross Reference Database Updates

This is one of the strongest processes in the report.

Strengths include:

defined update procedure,
recurring audits,
backup staff,
measurable objective,
evidence of rapid completion,
independent audit verification by Steve Nixon.

The process demonstrates:

operational maturity,
cross-checking,
and controlled deployment practices.

2. Email Systems Management

The email management process is extremely mature:

9 trained staff,
weekly audit activity,
measurable controls,
recurring verification,
rapid completion history.

The process is also operationally sensible:

ensuring inboxes are cleared,
routing works,
and customer communication is not missed.

This is a good example of a practical ISO-controlled IT process.

3. Intrastats Amendment Logging

This is particularly strong evidence of software change control discipline.

The process demonstrates:

regular logging,
controlled changes,
rollback capability,
ongoing review activity,
very consistent completion performance.

This is valuable from:

ISO 13485,
ISO 9001,
and future cybersecurity/governance perspectives.

4. Financial Verification Controls

The ?Management Meeting Turnover Report? process is notably strong.

It includes:

reconciliation between Xero and Intrastats,
recurring management review,
audit verification,
documented known variances,
and defined review methodology.

This is good evidence of:

financial oversight,
data integrity checks,
and management control systems.

Weakest Areas
1. Legacy / Obsolete Processes Still Active

Several processes appear obsolete but still remain in the system.

Examples:

Backup Jeans Local Folder
Intrastats Information for Intrastats and L Drive

Both explicitly state:

no longer required,
discontinued,
or replaced.

Yet they remain:

linked to the role,
reducing maturity scores,
and creating review noise.

These should likely be:

archived,
closed,
or formally retired.
2. Lack of Audit Coverage

The report identifies:

14 processes with no audit configured

This is not catastrophic because many processes are low-risk operational tasks, but there are some areas where additional audit coverage would improve resilience and ISO maturity.

3. IT Controller Review Process Incomplete

The newly-created:

?IT Controller Review? process

currently has:

no measurable objective,
no audit,
no backup staff,
incomplete risk scoring,
incomplete definitions.

This is expected for a new process, but it stands out because the rest of the report is comparatively mature.

Areas Showing Slower Completion

Most operational IT tasks complete quickly:

typically 0?10 days.

However, several periodic administrative tasks showed slower historic closure:

Examples:
Fast Hosts Invoice ? 136 days
AWS Invoice Collection ? up to 90 days
Cross-reference audit ? 113 days
Some domain checks ? 44 days

These are not severe operational risks, but they indicate:

lower priority administrative closure,
rather than technical failures.
Done | |
| | - 14 May 2026 17:15 |  | Derek Lamb | Added File: management_review_1_it_controller_20260514.pdf | |


---

### Process ID #6813 — Management Meeting Turnover Report

**Last Reviewed:** 17 Jun 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Opera Data<br><br>Intrastata Report Screen | Derek Lamb 09 Mar 2016 |
| Outputs to the Process | Turnover Screen | Derek Lamb 09 Mar 2016 |
| Risks to the Process | Incorrect figures could be financially catastrophic | Derek Lamb 09 Mar 2016 |
| Steps to Minimise Process Risks | rolling issues | Derek Lamb 09 Mar 2016 |
| Scope / Definition of Process / Objective | Ensure the turnover report is accurate | Derek Lamb 09 Mar 2016 |
| Likelihood of Risk (1-5) | 3.Occasional | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check turnover report to other reports on Intrastats to verify. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Procedural , Required Reading and Hands on | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=3, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1

**Interested Parties**

- Internal Systems
- Finance Banks
- Accountants

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 18 Management Review Viamed (Doc ID: 159471)
- Audit 18 Management Review VST (Doc ID: 159473)
- VM3COP27.13 Intrastats to Opera Turnover Checking (Doc ID: 16942)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #459**

- **Subject:** Management Meeting Turnover Report
- **Target User:** Derek Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Double check Xero turnover

compare to Intrastats Turnover screen

*Note Xero addds prepayments into turnover, Intrastats does not until the Invoice is generated, so number will never match 100%. 

**Rolling Audit #460**

- **Subject:** Management Meeting Turnover Report
- **Target User:** Helen Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
 AUDIT  Ensure the Task is being Completed


Double check Xero turnover

compare to Intrastats Turnover screen

*Note Xero addds prepayments into turnover, Intrastats does not until the Invoice is generated, so number will never match 100%. 

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404535 | Management Meeting Turnover Report (459) | 03 Aug 2026 |  | Outstanding (11 days) | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Aug 2026 18:24 | Read | Derek Lamb |  | |
| | - 10 Aug 2026 18:16 | Read | Derek Lamb |  | |
| 401386 | Management Meeting Turnover Report (459) | 01 Jul 2026 | 09 Jul 2026 | 8 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Jul 2026 12:39 | Completed | Derek Lamb | 1579834.24 / 1644188 7 k differenct (todays i think ) all good | |
| 399929 | Management Meeting Turnover Report (459) | 15 Jun 2026 | 09 Jul 2026 | 24 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 17 Jun 2026 21:49 | Completed | Derek Lamb | pushed it to 1st jult make it easier to match the dates
Done | |
| | - 17 Jun 2026 21:49 | Read | Derek Lamb |  | |
| 399062 | Management Meeting Turnover Report (460) | 04 Jun 2026 | 12 Jun 2026 | 8 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 04 Jun 2026 14:04 | Completed | Helen Lamb | Done | |
| | - 04 Jun 2026 14:04 | Read | Helen Lamb |  | |
| 397133 | Management Meeting Turnover Report (459) | 13 May 2026 | 28 May 2026 | 15 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 21 May 2026 06:57 | Completed | Derek Lamb | xero to 31 april 1,081,429.90
is to 31 april £1,123,621.
so about right | |
| 394354 | Management Meeting Turnover Report (459) | 13 Apr 2026 | 16 Apr 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Apr 2026 15:35 | Completed | Derek Lamb | not done missed first week makes it difficult | |
| 391649 | Management Meeting Turnover Report (459) | 13 Mar 2026 | 19 Mar 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 16 Mar 2026 16:08 | Completed | Derek Lamb | unable to do currently as we half way through th emonth, (ive been on holiday) | |
| 388864 | Management Meeting Turnover Report (459) | 13 Feb 2026 | 19 Feb 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 16 Feb 2026 10:01 | Completed | Derek Lamb | reviewd ok | |
| 385710 | Management Meeting Turnover Report (459) | 13 Jan 2026 | 19 Jan 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Jan 2026 13:21 | Completed | Derek Lamb | seems to be roughly correct for the year | |
| 383416 | Management Meeting Turnover Report (459) | 15 Dec 2025 | 02 Jan 2026 | 18 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 30 Dec 2025 13:12 | Completed | Derek Lamb | not doing, will be fully done tomorrow as year end | |
| 380739 | Management Meeting Turnover Report (459) | 13 Nov 2025 | 20 Nov 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Nov 2025 13:48 | Completed | Derek Lamb | in the right ball park depending on dates imported, but looks to be correct | |
| 377811 | Management Meeting Turnover Report (459) | 13 Oct 2025 | 24 Oct 2025 | 11 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 21 Oct 2025 12:36 | Completed | Derek Lamb | 2,322,380.41 vs  2,390,065) but a few days apart, so looks aout right | |
| 375308 | Management Meeting Turnover Report (459) | 15 Sep 2025 | 22 Sep 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 Sep 2025 19:08 | Completed | Derek Lamb | discussed issue with mipm and asking for custmers | |
| 372523 | Management Meeting Turnover Report (459) | 13 Aug 2025 | 14 Aug 2025 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Aug 2025 16:16 | Completed | Derek Lamb | £1,768,276 to 1,780,245.15 | |
| 369670 | Management Meeting Turnover Report (459) | 14 Jul 2025 | 18 Jul 2025 | 4 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 Jul 2025 10:01 |  | Derek Lamb | 1,619,882 | |
| | - 15 Jul 2025 10:01 | Completed | Derek Lamb | 1,619,882 | |
| 366990 | Management Meeting Turnover Report (459) | 13 Jun 2025 | 19 Jun 2025 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 Jun 2025 11:31 |  | Derek Lamb | close enough without going to the exact day | |
| | - 13 Jun 2025 11:31 | Completed | Derek Lamb | close enough without going to the exact day | |
| 366101 | Management Meeting Turnover Report (460) | 04 Jun 2025 | 12 Jun 2025 | 8 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 05 Jun 2025 16:24 |  | Helen Lamb | 
 Done | |
| | - 05 Jun 2025 16:24 | Completed | Helen Lamb | 
 Done | |
| 364094 | Management Meeting Turnover Report (459) | 13 May 2025 | 15 May 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 13 May 2025 13:47 |  | Derek Lamb | checked seems to be ok | |
| | - 13 May 2025 13:47 | Completed | Derek Lamb | checked seems to be ok | |
| 361385 | Management Meeting Turnover Report (459) | 14 Apr 2025 | 14 Apr 2025 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 Apr 2025 10:38 |  | Derek Lamb | 776,207.67
is 778k 
all good
 Done | |
| | - 14 Apr 2025 10:38 | Completed | Derek Lamb | 776,207.67
is 778k 
all good
 Done | |
| 358420 | Management Meeting Turnover Report (459) | 13 Mar 2025 | 25 Mar 2025 | 12 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 Mar 2025 09:28 |  | Derek Lamb | look about right, 
think i need to find the last import date to xero, then have a way of limiting intrstats turn over between these dats to help with checking the sync, | |
| | - 14 Mar 2025 09:28 | Completed | Derek Lamb | look about right, 
think i need to find the last import date to xero, then have a way of limiting intrstats turn over between these dats to help with checking the sync, | |


---

### Process ID #7963 — NON REAL Test Process

**Last Reviewed:** 09 Aug 2022 by Derek Lamb

**Process Maturity:** 4 of 6 (67%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process |  |   |
| Outputs to the Process |  |   |
| Risks to the Process |  |   |
| Steps to Minimise Process Risks |  |   |
| Scope / Definition of Process / Objective | This is a NON real Process,<br>In the system for software Verification Purposes only | Derek Lamb 12 Nov 2021 |
| Likelihood of Risk (1-5) |  |   |
| Severity of Risk (1-5) |  |   |
| Measurable Objective | test | Derek Lamb 29 Oct 2021 |
| Training Method Required |  |   |
| Verification / Effectiveness |  |   |
| Covid / Pandemic Notes |  |   |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **NEEDS SETTING** (Frequency=0, Severity=0) | |

**Interested Parties**

- Internal Systems

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 02 Contract Review and Sales Order Processing VST (Doc ID: 163467)

**Rolling Task #1064**

- **Subject:** NON REAL Test Process
- **Target User:** Helen Lamb
- **Recurrence:** 48 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 343518 | NON REAL Test Process (1064) | 10 Oct 2024 | 14 Oct 2024 | 4 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 10 Oct 2024 11:44 |  | Helen Lamb | 
 Done | |
| | - 10 Oct 2024 11:44 | Completed | Helen Lamb | 
 Done | |


---

### Process ID #7672 — Off Site Backup

**Last Reviewed:** 01 Jun 2026 by Helen Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Backup Server | Derek Lamb 09 Mar 2016 |
| Outputs to the Process | Data on removable Hard Disk | Derek Lamb 09 Mar 2016 |
| Risks to the Process | now as its a backup process<br><br>Back is unrestorable | Derek Lamb 09 Mar 2016 |
| Steps to Minimise Process Risks | Development server is off site and data is restored form the backup data to keep the development server upto date<br>so backup data is regularly tested | Derek Lamb 09 Mar 2016 |
| Scope / Definition of Process / Objective | To take a copy of the important data off-site<br>thats not being automatically backup by the system,<br>Currently T Drive being the primary files to be backed up.<br>Changed routine to Monthly, as only T drive is now being backed up,<br>all other files automatically being backed up remotely | Derek Lamb 30 May 2022 |
| Likelihood of Risk (1-5) | 2.Remote | Derek Lamb 12 Nov 2021 |
| Severity of Risk (1-5) | 2.Minor | Derek Lamb 12 Nov 2021 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Procedural , Required Reading and Hands on | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 12 Jun 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Physical Sites
- Internal Systems

**Linked Companies**

- Human Med
- Vandagraph
- Viamed
- Viamed Properties
- VST

**Trained Staff (3)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- VM3COP60.00 Viamed Server Backup System (Doc ID: 165987)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #452**

- **Subject:** Off Site Backup
- **Target User:** Michael Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** Back up the Usersopen Files (T Drive) to USB and take offsite









**Rolling Audit #453**

- **Subject:** Off Site Backup
- **Target User:** Helen Lamb
- **Recurrence:** 3 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
 AUDIT  Ensure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404702 | Off Site Backup (452) | 04 Aug 2026 |  | Outstanding (10 days) | Michael Lamb |
| 401800 | Off Site Backup (452) | 06 Jul 2026 | 30 Jul 2026 | 24 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Jul 2026 11:10 | Completed | Michael Lamb | Done | |
| 399060 | Off Site Backup (452) | 04 Jun 2026 | 12 Jun 2026 | 8 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 10:45 | Completed | Michael Lamb | Done | |
| 398672 | Off Site Backup (453) | 01 Jun 2026 | 04 Jun 2026 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 01 Jun 2026 16:24 | Completed | Helen Lamb | Done | |
| 396302 | Off Site Backup (452) | 04 May 2026 | 04 Jun 2026 | 31 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 May 2026 13:04 | Completed | Michael Lamb | Done | |
| 393588 | Off Site Backup (452) | 06 Apr 2026 | 22 Apr 2026 | 16 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Apr 2026 10:42 | Completed | Michael Lamb | Done | |
| 390740 | Off Site Backup (452) | 04 Mar 2026 | 19 Mar 2026 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 16 Mar 2026 14:52 | Completed | Michael Lamb | Done | |
| 390432 | Off Site Backup (453) | 02 Mar 2026 | 02 Mar 2026 | 0 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 02 Mar 2026 13:12 | Completed | Helen Lamb | Done | |
| 387744 | Off Site Backup (452) | 04 Feb 2026 | 10 Feb 2026 | 6 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 May 643990 12:09 | Read | Michael Lamb |  | |
| | - 17 May 643990 12:08 | Read | Michael Lamb |  | |
| 384930 | Off Site Backup (452) | 05 Jan 2026 | 19 Jan 2026 | 14 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Jan 2026 11:16 | Completed | Michael Lamb | Done | |
| 382563 | Off Site Backup (452) | 04 Dec 2025 | 19 Jan 2026 | 46 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 19 Jan 2026 11:16 | Completed | Michael Lamb | done | |
| 382142 | Off Site Backup (453) | 01 Dec 2025 | 04 Dec 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 02 Dec 2025 10:58 | Completed | Helen Lamb | Done | |
| 379919 | Off Site Backup (452) | 04 Nov 2025 | 22 Dec 2025 | 48 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Dec 2025 12:36 | Completed | Michael Lamb | done | |
| 377137 | Off Site Backup (452) | 06 Oct 2025 | 20 Nov 2025 | 45 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 11 Nov 2025 09:06 | Completed | Michael Lamb | done | |
| 374433 | Off Site Backup (452) | 04 Sep 2025 | 02 Oct 2025 | 28 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 02 Oct 2025 09:37 | Meeting Completion | Derek Lamb |  | |
| 373987 | Off Site Backup (453) | 01 Sep 2025 | 04 Sep 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 01 Sep 2025 14:51 | Completed | Helen Lamb | Done | |
| 371625 | Off Site Backup (452) | 04 Aug 2025 | 04 Sep 2025 | 31 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Aug 2025 09:37 | Completed | Michael Lamb | done | |
| 368909 | Off Site Backup (452) | 04 Jul 2025 | 18 Jul 2025 | 14 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:50 |  | Michael Lamb | 
 Done | |
| | - 14 Jul 2025 12:50 | Completed | Michael Lamb | 
 Done | |
| 366100 | Off Site Backup (452) | 04 Jun 2025 | 19 Jun 2025 | 15 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 13 Jun 2025 15:14 |  | Michael Lamb | 
 Done | |
| | - 13 Jun 2025 15:14 | Completed | Michael Lamb | 
 Done | |
| 365788 | Off Site Backup (453) | 02 Jun 2025 | 05 Jun 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 02 Jun 2025 11:18 |  | Helen Lamb | 
 Done | |
| | - 02 Jun 2025 11:18 | Completed | Helen Lamb | 
 Done | |


---

### Process ID #6838 — Opera Negative Stock

**Last Reviewed:** 12 Dec 2022 by Derek Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Opera databases,<br>Requires Knowledge of DBF Files. as the probelm relates to an old bug within opera, causing negative stock values. not fixable from within opera itself | Derek Lamb 01 Feb 2017 |
| Outputs to the Process | Fixed Opera Databases | Derek Lamb 01 Feb 2017 |
| Risks to the Process | Damage Opera. | Derek Lamb 01 Feb 2017 |
| Steps to Minimise Process Risks | Process is done at a month end as the shut down will highlight any opera problems and a backup can be reinstated | Derek Lamb 01 Feb 2017 |
| Scope / Definition of Process / Objective | To find and correct opera when it reads Negative stock values.<br><br>NOT REQUIRED ANYMORE<br>Opera | Derek Lamb 10 Dec 2021 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | the stock take. Opera to Intrastats levels | Helen Lamb 17 Apr 2018 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.1 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1

**Interested Parties**

- Internal Systems
- Accountants

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Helen Lamb)

**Associated Documents**

- Audit 09 Goods Inward and Product Identity Viamed (Doc ID: 166168)
- Audit 09 Goods Inward and Product Identity VST (Doc ID: 166164)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #44 — Secure Socket Level Certificate

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Currently Go-Daddy certificate<br><br>follow current go daddy instructions to renew the certificate | Derek Lamb 09 Mar 2016 |
| Outputs to the Process | a Digital certificate to add to the server for encryption | Derek Lamb 09 Mar 2016 |
| Risks to the Process | If certificate fails you can bypass the warnings and continue and still have encryption.<br><br>only risk would be a man in the middle attack,<br>however as Intrastats is in constant use warnings would be given to all members of staff as it trys to update.<br><br>risk is minimum | Helen Lamb 30 Oct 2023 |
| Steps to Minimise Process Risks | Regular updates to the systems and software | Helen Lamb 30 Oct 2023 |
| Scope / Definition of Process / Objective | Encrypt data sent back and forth to Intrastats so it can be used off site | Derek Lamb 09 Mar 2016 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 12 Jun 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Can log into intrastats with out security warning. | Derek Lamb 29 Aug 2018 |
| Training Method Required | External training course from external provider. | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Derek Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- Internet Providers

**Linked Companies**

- Human Med
- Vandagraph
- Viamed

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- viamed vmsecure ssl certificate replacement (Doc ID: 101660)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)

**Rolling Task #412**

- **Subject:** Secure Socket Level Certificate
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

Check number of years left on 
vmsecure.me.uk ssl certificate
currently held with Go Daddy

Username: 56585025
password ISH5168ooxiz

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 374178 | Secure Socket Level Certificate (412) | 02 Sep 2025 | 04 Sep 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Sep 2025 09:49 | Completed | Derek Lamb | Done | |
| | - 02 Sep 2025 09:49 |  | Derek Lamb | Added File: www.vmsecure.me.uk-certificates.zip | |
| 339687 | Secure Socket Level Certificate (412) | 02 Sep 2024 | 05 Sep 2024 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 04 Sep 2024 14:10 |  | Derek Lamb | no longer required , but done anyway | |
| | - 04 Sep 2024 14:10 | Completed | Derek Lamb | no longer required , but done anyway | |


---

### Process ID #7951 — Server Review

**Last Reviewed:** 01 Jul 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Access to raw servers Via SSH | Derek Lamb 05 Mar 2020 |
| Outputs to the Process | Issue log | Derek Lamb 05 Mar 2020 |
| Risks to the Process | Older programs such as Opera and Goldmine have inbuilt file limits<br><br>Server has limited space, | Derek Lamb 05 Mar 2020 |
| Steps to Minimise Process Risks | rolling issues,<br>clear down of old systems | Derek Lamb 05 Mar 2020 |
| Scope / Definition of Process / Objective | Check the Server space and Size of important files | Derek Lamb 05 Mar 2020 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 05 Mar 2020 |
| Severity of Risk (1-5) | 2.Minor | Helen Lamb 13 Nov 2021 |
| Measurable Objective | In the issues, server space and requirements | Derek Lamb 05 Mar 2020 |
| Training Method Required | hands on | Derek Lamb 05 Mar 2020 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 05 Mar 2020 |
| Covid / Pandemic Notes | This process is affected by Covid 19 or other extreme national or international circumstance / crisis and this will flag up when the person responsible for the job completes the issue, it will then be reviewed at the final completion of this task. It will be the job of the person who finally completes the task, to implement a new task, update the task should any problems occur or make the decision that the task can be put on hold while the crisis is occurring. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=2) | |

**Interested Parties**

- Internal Systems

**Linked Companies**

- Human Med
- Vandagraph
- Viamed
- Viamed Properties
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 08 Training, Competence and Human Resources Viamed (Doc ID: 162725)
- Audit 08 Training, Competence and Human Resources VST (Doc ID: 162731)
- Audit 27 Software Validation Viamed (Doc ID: 156701)

**Rolling Task #139**

- **Subject:** Server Review
- **Target User:** Michael Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Check

1/ Main server free space
Forward issue to Admin if Sapce left is Less than 30% on any drive

2/ Backup server free space
Forward issue to Admin if Sapce left is Less than 30% on any drive



**Rolling Audit #1033**

- **Subject:** Server Review
- **Target User:** Derek Lamb
- **Recurrence:** 3 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
AUDIT To be Completed 
Check the Server space and Size of important files Access to raw servers Via SSH

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404800 | Server Review (139) | 05 Aug 2026 | 10 Aug 2026 | 5 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 07 Aug 2026 13:14 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T377G1.4T22%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi | |
| 401779 | Server Review (139) | 06 Jul 2026 | 30 Jul 2026 | 24 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Jul 2026 11:09 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T371G1.4T22%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.9M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000 | |
| 401427 | Server Review (1033) | 01 Jul 2026 | 01 Jul 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Jul 2026 08:43 | Completed | Derek Lamb | Overall Assessment

Status: ? Healthy

188 reviews completed historically
Only 1 outstanding issue (the current July review)
187 completed
No reviews waiting for closure.

The completion rate is effectively 99.5%, which is excellent for a recurring operational check.

KPIs
MetricResultComment
Average completion time20.9 daysAcceptable for a monthly infrastructure review
Median completion time12 daysMost reviews are completed quickly
FastestSame dayGood
Slowest198 daysHistorical outlier
Outstanding1Current review only

The median being much lower than the average tells us there are only a handful of unusually late reviews skewing the figures.

Trends

The monthly disk usage is easy to follow.

DateUsed
Oct 2025262GB
Nov 2025286GB
Jan 2026298GB
Mar 2026324GB
Apr 2026335GB
Jun 2026360GB

Growth is roughly 16?20GB per month, while the server still has approximately 1.4TB free, so there is currently no storage concern.

The escalation rule (&#34;less than 30% free&#34;) has never been triggered. | |
| 399191 | Server Review (139) | 05 Jun 2026 | 12 Jun 2026 | 7 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 10:36 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T360G1.4T21%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.9M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000 | |
| 396366 | Server Review (139) | 05 May 2026 | 12 Jun 2026 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 10:36 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T360G1.4T21%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.9M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000 | |
| 393566 | Server Review (139) | 06 Apr 2026 | 09 Apr 2026 | 3 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Sep 643996 19:09 | Read | Michael Lamb |  | |
| | - 07 Apr 2026 12:18 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T335G1.4T20%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G2.0M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
Done | |
| 393317 | Server Review (1033) | 01 Apr 2026 | 01 Apr 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Apr 2026 08:51 | Completed | Derek Lamb | vmserver11.thevault.me.uk is offline or unreachable (website and SSH access issues).
All other servers and websites (chat.thevault.me.uk, intrastats.thevault.me.uk, chat2.thevault.me.uk, vmserver10.thevault.me.uk, viamed.co.uk, www.viamed.online) are operational.
vmserver11 turned off electricians in | |
| 390867 | Server Review (139) | 05 Mar 2026 | 16 Mar 2026 | 11 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 21 Aug 643993 15:20 | Read | Michael Lamb |  | |
| | - 09 Mar 2026 13:04 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T324G1.4T19%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G2.0M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000
Done | |
| 387854 | Server Review (139) | 05 Feb 2026 | 16 Mar 2026 | 39 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 21 Aug 643993 15:20 | Read | Michael Lamb |  | |
| | - 09 Mar 2026 13:04 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T324G1.4T19%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G2.0M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000
Done | |
| 384907 | Server Review (139) | 05 Jan 2026 | 19 Jan 2026 | 14 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Aug 643987 08:25 | Read | Derek Lamb |  | |
| | - 14 Aug 643987 08:23 | Read | Michael Lamb |  | |
| 384697 | Server Review (1033) | 01 Jan 2026 | 02 Jan 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Jan 2026 09:26 | Completed | Derek Lamb | no issues | |
| 382665 | Server Review (139) | 05 Dec 2025 | 22 Dec 2025 | 17 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Dec 2025 12:34 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T286G1.5T17%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi | |
| 380040 | Server Review (139) | 05 Nov 2025 | 22 Dec 2025 | 47 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 17 Dec 2025 12:34 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T286G1.5T17%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi | |
| 377115 | Server Review (139) | 06 Oct 2025 | 06 Nov 2025 | 31 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 03 Nov 2025 09:53 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T262G1.5T16%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
Done | |
| 376750 | Server Review (1033) | 01 Oct 2025 | 02 Oct 2025 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Oct 2025 09:35 | Completed | Derek Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T258G1.5T15%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/e | |
| 374599 | Server Review (139) | 05 Sep 2025 | 12 Sep 2025 | 7 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 09 Sep 2025 16:21 | Completed | Michael Lamb | FilesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T244G1.5T15%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
tmpfs3.2G4.0K3.2G1%/run/user/1000
Done | |
| 371756 | Server Review (139) | 05 Aug 2025 | 04 Sep 2025 | 30 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 28 Aug 2025 09:37 | Completed | Michael Lamb | done | |
| 369019 | Server Review (139) | 07 Jul 2025 | 18 Jul 2025 | 11 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:51 | Re-Read | Michael Lamb |  | |
| | - 14 Jul 2025 12:51 | Re-Read | Michael Lamb |  | |
| 368497 | Server Review (1033) | 01 Jul 2025 | 03 Jul 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Jul 2025 11:37 |  | Derek Lamb | lesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T197G1.6T12%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
 Done | |
| | - 01 Jul 2025 11:37 | Completed | Derek Lamb | lesystemSizeUsedAvailUse%Mountedon
/dev/nvme0n1p21.8T197G1.6T12%/
tmpfs16G016G0%/dev/shm
tmpfs3.2G1.8M3.2G1%/run
tmpfs5.0M05.0M0%/run/lock
/dev/nvme0n1p11.1G6.1M1.1G1%/boot/efi
 Done | |
| 366212 | Server Review (139) | 05 Jun 2025 | 18 Jul 2025 | 43 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 14 Jul 2025 12:51 | Re-Read | Michael Lamb |  | |
| | - 14 Jul 2025 12:51 | Re-Read | Michael Lamb |  | |


---

### Process ID #7865 — Software Validation  Conflicting Audits

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Audit Roles Titles and Processes link | Derek Lamb 09 Oct 2017 |
| Outputs to the Process | should be a Single entry in the Clash list (i.e. This Process) | Derek Lamb 09 Oct 2017 |
| Risks to the Process | non Automatic | Derek Lamb 09 Oct 2017 |
| Steps to Minimise Process Risks | Non Automatic | Derek Lamb 09 Oct 2017 |
| Scope / Definition of Process / Objective | Software Validiation of the system:<br>To check all process(s) tasks and audits are not clashed with the same person doing the Task as the Audit. | Derek Lamb 09 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 09 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 09 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST
- Human Med
- Vandagraph
- Viamed Properties

**Trained Staff (2)**

- Helen Lamb (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #779**

- **Subject:** Software Validation  Conflicting Audits
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed


Employee Menu, Audit of Roles titles and Processes, 
should see this task in the conflicts list.



This Should Appear In every Management review Audit as a clash

**Rolling Audit #781**

- **Subject:** Software Validation  Conflicting Audits
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed



Employee Menu, Audit of Roles titles and Processes, should see this task in the conflicts list.

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 378013 | Software Validation  Conflicting Audits (781) | 14 Oct 2025 | 16 Oct 2025 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 15 Oct 2025 10:50 | Completed | Derek Lamb | working as inteneded | |
| 377455 | Software Validation  Conflicting Audits (779) | 08 Oct 2025 | 09 Oct 2025 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 08 Oct 2025 14:42 | Completed | Derek Lamb | working as intended | |
| 343780 | Software Validation  Conflicting Audits (781) | 14 Oct 2024 | 14 Oct 2024 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 14 Oct 2024 10:44 |  | Derek Lamb | the test audit is there at the top of the list | |
| | - 14 Oct 2024 10:44 | Completed | Derek Lamb | the test audit is there at the top of the list | |
| 343228 | Software Validation  Conflicting Audits (779) | 08 Oct 2024 | 04 Dec 2024 | 57 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 22 Nov 2024 13:58 |  | Derek Lamb | works as intended | |
| | - 22 Nov 2024 13:58 | Completed | Derek Lamb | works as intended | |


---

### Process ID #7881 — Software Validation - Live Orders

**Last Reviewed:** 25 Oct 2024 by Derek Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Opera outstanding Orders Print<br>Intrastats Backorders Print | Derek Lamb 22 Oct 2017 |
| Outputs to the Process | Non, just confirmation both lists have the same data. | Derek Lamb 22 Oct 2017 |
| Risks to the Process | no risks, confirmation back orders is working as inteneded | Derek Lamb 22 Oct 2017 |
| Steps to Minimise Process Risks | not applicable | Derek Lamb 22 Oct 2017 |
| Scope / Definition of Process / Objective | To compare Opera Live Orders to Intrastats Back order Active List<br><br>NO LONGER REQUIRED<br>Opera is now out of the system | Derek Lamb 22 Oct 2020 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 22 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 13 Nov 2021 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Regulations
- Government E.G. HMRC
- Physical Sites

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #7855 — Software Validation - Production Lists

**Last Reviewed:** 07 May 2025 by Derek Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | In production list intrastats<br>Production areas to locate the actual productions | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Confirmation the list is actuate and no extra production sheets exist | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Software inaccuracys in production | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats controlled<br>rolling issues to confirm | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | Software Validation - Production Lists<br>Review the current active production lists inintrastats to the actual in progress production lists | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 2.Remote | Derek Lamb 01 Oct 2017 |
| Severity of Risk (1-5) | 2.Minor | Derek Lamb 01 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Derek Lamb 29 Oct 2021 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (6)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Catherine Spence (trained by Derek Lamb)
- Emma Clark (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Robert Connor (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #761**

- **Subject:** Software Validation In Production List
- **Target User:** Robert Connor
- **Recurrence:** 3 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed.

Intrastats -> Production Menu,

Production in Production List.

Please print out the list provided.

All the production jobs should be in the building with a production sheet.

List any you cannot find,
List any Extra Production Sheets you locate

**Rolling Audit #762**

- **Subject:** Software Validation In Production List
- **Target User:** Derek Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 401416 | Software Validation In Production List (761) | 01 Jul 2026 | 09 Jul 2026 | 8 days | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Jul 2026 08:09 | Completed | Robert Connor | All accounted for. | |
| 396175 | Software Validation In Production List (762) | 01 May 2026 | 07 May 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:49 | Completed | Derek Lamb | all ok | |
| 393308 | Software Validation In Production List (761) | 01 Apr 2026 | 02 Apr 2026 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Apr 2026 12:23 | Completed | Robert Connor | Unable to locate PS3916 and PS3917 | |
| | - 01 Apr 2026 08:20 | Read | Robert Connor | Issue marked as read | |
| 384686 | Software Validation In Production List (761) | 01 Jan 2026 | 08 Jan 2026 | 7 days | Robert Connor |
| | **History Log:** | | | | |
| | - 06 Jan 2026 08:25 | Completed | Robert Connor | All accounted for. | |
| 379682 | Software Validation In Production List (762) | 03 Nov 2025 | 06 Nov 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Nov 2025 10:33 | Completed | Derek Lamb | 3842Vandagraph100110239Oxygen sensor R-33VAN (RP)30/Sep/2025
Michael Lamb30/Sep/2025
Michael Lamb03/Oct/2025
Michael Lamb

cross over on review no issues,

PS3720 timing issue of list jobs and jobs being created, no issue | |
| 376741 | Software Validation In Production List (761) | 01 Oct 2025 | 02 Oct 2025 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Oct 2025 08:23 | Completed | Robert Connor | Unable to locate PS3842, located extra PS3720 | |
| 368489 | Software Validation In Production List (761) | 01 Jul 2025 | 10 Jul 2025 | 9 days | Robert Connor |
| | **History Log:** | | | | |
| | - 03 Jul 2025 10:19 |  | Derek Lamb | inal Build Serial numbers
Stock ReferenceBarcodeSerialnumberDescriptionOut on InvoiceDate Out
01103822767611112822DAN157164-110/06/25
01103822767612112823DAN157164-110/06/25
01103822767613112824DAN157164-110/06/25
01103822767614112825DAN157164-110/06/25
01103822767615112826DAN157164-110/06/25
01103822767616112827DAN157164-110/06/25
01103822767617112828DAN157164-110/06/25
01103822767618112829DAN157164-110/06/25
01103822767619112830DAN157164-110/06/25
01103822767620112831DAN157164-110/06/25

has been shipped,  | |
| | - 03 Jul 2025 10:19 | Completed | Derek Lamb | inal Build Serial numbers
Stock ReferenceBarcodeSerialnumberDescriptionOut on InvoiceDate Out
01103822767611112822DAN157164-110/06/25
01103822767612112823DAN157164-110/06/25
01103822767613112824DAN157164-110/06/25
01103822767614112825DAN157164-110/06/25
01103822767615112826DAN157164-110/06/25
01103822767616112827DAN157164-110/06/25
01103822767617112828DAN157164-110/06/25
01103822767618112829DAN157164-110/06/25
01103822767619112830DAN157164-110/06/25
01103822767620112831DAN157164-110/06/25

has been shipped,  | |
| 362992 | Software Validation In Production List (762) | 01 May 2025 | 08 May 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 May 2025 09:39 |  | Derek Lamb | PS3771 wasnt foiund, but was transitioning, has now been sold and finiched with | |
| | - 07 May 2025 09:39 | Completed | Derek Lamb | PS3771 wasnt foiund, but was transitioning, has now been sold and finiched with | |
| 360190 | Software Validation In Production List (761) | 01 Apr 2025 | 14 Apr 2025 | 13 days | Robert Connor |
| | **History Log:** | | | | |
| | - 07 Apr 2025 11:35 | Re-Read | Derek Lamb |  | |
| | - 01 Apr 2025 08:05 |  | Robert Connor | Unable to locate PS3771.

Found extra PS3752. | |
| 350939 | Software Validation In Production List (761) | 01 Jan 2025 | 02 Jan 2025 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 02 Jan 2025 08:20 |  | Robert Connor | Done, all accounted for. | |
| | - 02 Jan 2025 08:20 | Completed | Robert Connor | Done, all accounted for. | |
| 345610 | Software Validation In Production List (762) | 01 Nov 2024 | 11 Nov 2024 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Nov 2024 12:35 |  | Derek Lamb | Unable to locate PS3695, was down with phil and in transition,
some have now been invoiced out | |
| | - 01 Nov 2024 12:35 | Completed | Derek Lamb | Unable to locate PS3695, was down with phil and in transition,
some have now been invoiced out | |
| 342448 | Software Validation In Production List (761) | 01 Oct 2024 | 03 Oct 2024 | 2 days | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Oct 2024 08:08 |  | Robert Connor | Unable to locate PS3695 | |
| | - 01 Oct 2024 08:08 | Completed | Robert Connor | Unable to locate PS3695 | |


---

### Process ID #7858 — Software Validation Attempt To QA Some Stock

**Last Reviewed:** 09 Feb 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | A Stock Item Barcode,<br>QA Product Screen | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Alarm that User requires training | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Untrained staff QA/Processing Product | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Rolling Test Task | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | Test the QA System that Staff not trained for QA are unable to QA a Product. | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 12 Nov 2021 |
| Severity of Risk (1-5) | 3.Serious | Derek Lamb 01 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=3) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (4)**

- Derek Lamb (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Emily Hanson (trained by Derek Lamb)
- Michael Lamb (trained by Helen Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #766**

- **Subject:** Software Validation Attempt To QA Some Stock
- **Target User:** Michael Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  



Search stock for 0010017 R-17s

View the Stock Levels,

Select a Location

From the list Note down a Barcode



In the Stock Box Option Intrastats,

Find QA STOCK

Type the Barcode from above into the Scan Barcode of product box



You should get notification you require training.



Type done if you do,

Other wise Please forward the Issue to management



**Rolling Audit #1175**

- **Subject:** Software Validation Attempt To QA Some Stock
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed Test the QA System that Staff not trained for QA are unable to QA a Product. A Stock Item Barcode,QA Product Screen

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 398708 | Software Validation Attempt To QA Some Stock (766) | 01 Jun 2026 | 12 Jun 2026 | 11 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 10 Jun 2026 11:06 | Completed | Michael Lamb | Done | |
| | - 10 Jun 2026 11:06 | Read | Michael Lamb |  | |
| 388338 | Software Validation Attempt To QA Some Stock (1175) | 09 Feb 2026 | 10 Feb 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 Feb 2026 10:54 | Completed | Derek Lamb | task worked correctly | |
| 382177 | Software Validation Attempt To QA Some Stock (766) | 01 Dec 2025 | 08 Jan 2026 | 38 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 05 Jan 2026 09:40 | Completed | Michael Lamb | done | |
| 365827 | Software Validation Attempt To QA Some Stock (766) | 02 Jun 2025 | 03 Jul 2025 | 31 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 26 Jun 2025 16:04 |  | Michael Lamb | 
 Done | |
| | - 26 Jun 2025 16:04 | Completed | Michael Lamb | 
 Done | |
| 355071 | Software Validation Attempt To QA Some Stock (1175) | 10 Feb 2025 | 13 Feb 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Feb 2025 10:41 |  | Derek Lamb | worked as inteneded | |
| | - 10 Feb 2025 10:41 | Completed | Derek Lamb | worked as inteneded | |
| 348431 | Software Validation Attempt To QA Some Stock (766) | 02 Dec 2024 | 27 Dec 2024 | 25 days | Michael Lamb |
| | **History Log:** | | | | |
| | - 12 Dec 2024 20:47 |  | Michael Lamb | 
 Done | |
| | - 12 Dec 2024 20:47 | Completed | Michael Lamb | 
 Done | |


---

### Process ID #7875 — Software Validation Document Control

**Last Reviewed:** 19 Mar 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Search Stock Item testitem<br>search for linked documents, should be a test document in the attached documents<br>bring up the document,<br>download the work doc,<br>update the word file with current date,<br>produce pdf of new file<br>upload ontop of the old file. | Derek Lamb 20 Oct 2017 |
| Outputs to the Process | next stock search of testitem should point to the new version of the document.<br>in the admin panel of the document the old historic versions should be present. | Derek Lamb 20 Oct 2017 |
| Risks to the Process | If not carried out, document index is unvalidated | Derek Lamb 20 Oct 2017 |
| Steps to Minimise Process Risks | rolling Issue | Derek Lamb 20 Oct 2017 |
| Scope / Definition of Process / Objective | To test document control is working as intended. | Derek Lamb 20 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 20 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 20 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. Check Document Index. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Human Med
- Vandagraph
- Viamed
- Viamed Properties
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #802**

- **Subject:** Software Validation Document Control
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed To test document control is working as intended.


Search Stock Item testitem
search for linked documents, 

should be a test document in the attached documents bring up the document,


Check document is on the out of date documents list


download the work doc,


update the word file with current date,produce pdf of new fileupload ontop of the old file.

update the expiry date of the new document,
Document should no longer be on the out of date document list

**Rolling Audit #803**

- **Subject:** Software Validation Document Control
- **Target User:** Helen Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 379686 | Software Validation Document Control (803) | 03 Nov 2025 | 06 Nov 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 03 Nov 2025 12:26 | Completed | Helen Lamb | Done | |
| 378525 | Software Validation Document Control (802) | 20 Oct 2025 | 24 Oct 2025 | 4 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 21 Oct 2025 11:59 | Completed | Derek Lamb | Done | |
| 345613 | Software Validation Document Control (803) | 01 Nov 2024 | 11 Nov 2024 | 10 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Nov 2024 16:09 |  | Helen Lamb | 
 Done | |
| | - 06 Nov 2024 16:09 | Completed | Helen Lamb | 
 Done | |
| 344455 | Software Validation Document Control (802) | 21 Oct 2024 | 04 Dec 2024 | 44 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 20 Mar 2025 11:30 | Re-Read | Derek Lamb |  | |
| | - 20 Mar 2025 11:30 | Re-Read | Derek Lamb |  | |


---

### Process ID #7852 — Software Validation Expired Stock

**Last Reviewed:** 24 Feb 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Active List<br>pick a random order,<br>Select a Product,<br>Management to adjust the Expire date | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Alert to picking screen the selected Item has expired.<br><br>Management to put back the original expire date | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Expired product leaves the building and unusable products get to customers | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats Controlled | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | To attempt to Scan a product that has gone past its expire date. | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 13 Nov 2021 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- VST
- Viamed

**Trained Staff (6)**

- Catherine Spence (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Emma Clark (trained by Derek Lamb)
- Catrin Hird (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #756**

- **Subject:** Software Validation Expired Stock
- **Target User:** Catherine Spence
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed.



Pick an Order from the Active List,



Select a Barcode for Picking,

Ask Management to flag the item with an Expired Date.



Attempt to Scan the Item to the order

Picking screen should alert the Item has Expired.



Ask Management to remove the Expired flag from the Barcode





**Rolling Audit #757**

- **Subject:** Software Validation Expired Stock
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 390602 | Software Validation Expired Stock (757) | 03 Mar 2026 | 05 Mar 2026 | 2 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 04 Mar 2026 09:37 | Completed | Derek Lamb | task worked as expected | |
| 377841 | Software Validation Expired Stock (756) | 13 Oct 2025 | 08 Jan 2026 | 87 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 02 Jan 2026 12:04 | Completed | Catherine Spence | all works as expected, will not allow to be scanned to order and will announce that stock is expired
Done | |
| 357131 | Software Validation Expired Stock (757) | 03 Mar 2025 | 13 Mar 2025 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 12 Dec 643990 00:32 | Read | Derek Lamb |  | |
| | - 10 Mar 2025 13:34 |  | Derek Lamb | 18 Oct 2024 Catherine Spence
errored and told me that it had expired and would not scan to order
works as intended | |
| 343778 | Software Validation Expired Stock (756) | 14 Oct 2024 | 24 Oct 2024 | 10 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 18 Oct 2024 12:01 |  | Catherine Spence | errored and told me that it had expired and would not scan to order | |
| | - 18 Oct 2024 12:01 | Completed | Catherine Spence | errored and told me that it had expired and would not scan to order | |


---

### Process ID #7854 — Software Validation In Production List

**Last Reviewed:** 01 May 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | The in production list screen | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Physical checking the production lists in production departments.<br>Physical checking no further production lists are found. | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Software tracking of production jobs fails. | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats controlled<br>rolling Issues to check the system | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | Software Validation of the production lists.<br><br>By confirming no extra production jobs are stuck in the system, and all listed production jobs are found. the production tracking is validated | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 2.Remote | Derek Lamb 01 Oct 2017 |
| Severity of Risk (1-5) | 2.Minor | Derek Lamb 01 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | unable to be performed currently due to covid,<br>however very little production is being perofrmed, namely just v1000.<br>so risk of problems here is limited, due to covid itself | Derek Lamb 02 Jul 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (4)**

- Robert Connor (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
-  (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #761**

- **Subject:** Software Validation In Production List
- **Target User:** Robert Connor
- **Recurrence:** 3 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed.

Intrastats -> Production Menu,

Production in Production List.

Please print out the list provided.

All the production jobs should be in the building with a production sheet.

List any you cannot find,
List any Extra Production Sheets you locate

**Rolling Audit #762**

- **Subject:** Software Validation In Production List
- **Target User:** Derek Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 401416 | Software Validation In Production List (761) | 01 Jul 2026 | 09 Jul 2026 | 8 days | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Jul 2026 08:09 | Completed | Robert Connor | All accounted for. | |
| 396175 | Software Validation In Production List (762) | 01 May 2026 | 07 May 2026 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:49 | Completed | Derek Lamb | all ok | |
| 393308 | Software Validation In Production List (761) | 01 Apr 2026 | 02 Apr 2026 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Apr 2026 12:23 | Completed | Robert Connor | Unable to locate PS3916 and PS3917 | |
| | - 01 Apr 2026 08:20 | Read | Robert Connor | Issue marked as read | |
| 384686 | Software Validation In Production List (761) | 01 Jan 2026 | 08 Jan 2026 | 7 days | Robert Connor |
| | **History Log:** | | | | |
| | - 06 Jan 2026 08:25 | Completed | Robert Connor | All accounted for. | |
| 379682 | Software Validation In Production List (762) | 03 Nov 2025 | 06 Nov 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Nov 2025 10:33 | Completed | Derek Lamb | 3842Vandagraph100110239Oxygen sensor R-33VAN (RP)30/Sep/2025
Michael Lamb30/Sep/2025
Michael Lamb03/Oct/2025
Michael Lamb

cross over on review no issues,

PS3720 timing issue of list jobs and jobs being created, no issue | |
| 376741 | Software Validation In Production List (761) | 01 Oct 2025 | 02 Oct 2025 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Oct 2025 08:23 | Completed | Robert Connor | Unable to locate PS3842, located extra PS3720 | |
| 368489 | Software Validation In Production List (761) | 01 Jul 2025 | 10 Jul 2025 | 9 days | Robert Connor |
| | **History Log:** | | | | |
| | - 03 Jul 2025 10:19 |  | Derek Lamb | inal Build Serial numbers
Stock ReferenceBarcodeSerialnumberDescriptionOut on InvoiceDate Out
01103822767611112822DAN157164-110/06/25
01103822767612112823DAN157164-110/06/25
01103822767613112824DAN157164-110/06/25
01103822767614112825DAN157164-110/06/25
01103822767615112826DAN157164-110/06/25
01103822767616112827DAN157164-110/06/25
01103822767617112828DAN157164-110/06/25
01103822767618112829DAN157164-110/06/25
01103822767619112830DAN157164-110/06/25
01103822767620112831DAN157164-110/06/25

has been shipped,  | |
| | - 03 Jul 2025 10:19 | Completed | Derek Lamb | inal Build Serial numbers
Stock ReferenceBarcodeSerialnumberDescriptionOut on InvoiceDate Out
01103822767611112822DAN157164-110/06/25
01103822767612112823DAN157164-110/06/25
01103822767613112824DAN157164-110/06/25
01103822767614112825DAN157164-110/06/25
01103822767615112826DAN157164-110/06/25
01103822767616112827DAN157164-110/06/25
01103822767617112828DAN157164-110/06/25
01103822767618112829DAN157164-110/06/25
01103822767619112830DAN157164-110/06/25
01103822767620112831DAN157164-110/06/25

has been shipped,  | |
| 362992 | Software Validation In Production List (762) | 01 May 2025 | 08 May 2025 | 7 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 07 May 2025 09:39 |  | Derek Lamb | PS3771 wasnt foiund, but was transitioning, has now been sold and finiched with | |
| | - 07 May 2025 09:39 | Completed | Derek Lamb | PS3771 wasnt foiund, but was transitioning, has now been sold and finiched with | |
| 360190 | Software Validation In Production List (761) | 01 Apr 2025 | 14 Apr 2025 | 13 days | Robert Connor |
| | **History Log:** | | | | |
| | - 07 Apr 2025 11:35 | Re-Read | Derek Lamb |  | |
| | - 01 Apr 2025 08:05 |  | Robert Connor | Unable to locate PS3771.

Found extra PS3752. | |
| 350939 | Software Validation In Production List (761) | 01 Jan 2025 | 02 Jan 2025 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 02 Jan 2025 08:20 |  | Robert Connor | Done, all accounted for. | |
| | - 02 Jan 2025 08:20 | Completed | Robert Connor | Done, all accounted for. | |
| 345610 | Software Validation In Production List (762) | 01 Nov 2024 | 11 Nov 2024 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 Nov 2024 12:35 |  | Derek Lamb | Unable to locate PS3695, was down with phil and in transition,
some have now been invoiced out | |
| | - 01 Nov 2024 12:35 | Completed | Derek Lamb | Unable to locate PS3695, was down with phil and in transition,
some have now been invoiced out | |
| 342448 | Software Validation In Production List (761) | 01 Oct 2024 | 03 Oct 2024 | 2 days | Robert Connor |
| | **History Log:** | | | | |
| | - 01 Oct 2024 08:08 |  | Robert Connor | Unable to locate PS3695 | |
| | - 01 Oct 2024 08:08 | Completed | Robert Connor | Unable to locate PS3695 | |


---

### Process ID #7870 — Software Validation Non Conformance Product Risk Feedback Loop

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Rolling Issue triggers an Issue, relating to a test item, attached to a test product range.<br>Reviewing the post market surveillance should show the rlling issue in the review list | Derek Lamb 16 Oct 2017 |
| Outputs to the Process | Confirmed feedback loop is working | Derek Lamb 16 Oct 2017 |
| Risks to the Process | issues not carried out | Helen Lamb 02 Nov 2021 |
| Steps to Minimise Process Risks | regular review of the issue system to make sure they are carried out | Helen Lamb 02 Nov 2021 |
| Scope / Definition of Process / Objective | Scope to check the automatic system of tagging product non conformance and other issues to the post market surveillance review report. | Derek Lamb 16 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 16 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 16 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #789**

- **Subject:** Software Validation Non Conformance Product Risk Feedback Loop
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

testitem

Create a Non Conformance from this Issue.

then review the Post Market Surveillance against the Test Technical file  zztest not real file.

Scroll down to the Issues section, the Non conformance issue and this Issue Should be present

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 378259 | Software Validation Non Conformance Product Risk Feedback Loop (789) | 16 Oct 2025 | 24 Oct 2025 | 8 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 21 Oct 2025 11:56 | Completed | Derek Lamb | Worked as intended | |
| | - 21 Oct 2025 11:54 |  | Derek Lamb | New Related Issue #378691 | |
| 344073 | Software Validation Non Conformance Product Risk Feedback Loop (789) | 16 Oct 2024 | 17 Oct 2024 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 16 Oct 2024 11:28 |  | Derek Lamb | all worked as intended | |
| | - 16 Oct 2024 11:28 | Completed | Derek Lamb | all worked as intended | |


---

### Process ID #7853 — Software Validation Non Sell Able Shelf

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Active List,<br>Stock item from unsell able shelf. | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Order picking notification item cannot be picked for order | Derek Lamb 01 Oct 2017 |
| Risks to the Process | quarantine stock leaves the building to a customer order,<br>or stock on hold for a customer gets shipped to another customer. | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats Controlled | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | Warehouse shelfs can be tagged as sellable stock / unsellable stock. Either for quarantine purposes or holding items for other customer orders.<br><br>Test that Order picking cannot pick unsellable stock locations to an Order | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 12 Nov 2021 |
| Severity of Risk (1-5) | 3.Serious | Derek Lamb 01 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=3) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (5)**

- Catherine Spence (trained by Derek Lamb)
- Emma Clark (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #759**

- **Subject:** Software Validation Non Sell Able Shelf
- **Target User:** Catherine Spence
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed.



Please pick an order, and try to scan an Item to it from a NON Sellable shelf.



you should be alerted to a Picking Error



**Rolling Audit #760**

- **Subject:** Software Validation Non Sell Able Shelf
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Ensure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 382474 | Software Validation Non Sell Able Shelf (760) | 03 Dec 2025 | 11 Dec 2025 | 8 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 05 Dec 2025 17:50 | Completed | Derek Lamb | task worked as expected | |
| 374026 | Software Validation Non Sell Able Shelf (759) | 01 Sep 2025 | 12 Sep 2025 | 11 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 09 Sep 2025 17:42 | Completed | Catherine Spence | does not allow to scan to order, will error
Done | |
| 348619 | Software Validation Non Sell Able Shelf (760) | 03 Dec 2024 | 04 Dec 2024 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Dec 2024 12:45 |  | Derek Lamb | task worked | |
| | - 03 Dec 2024 12:45 | Completed | Derek Lamb | task worked | |
| 339735 | Software Validation Non Sell Able Shelf (759) | 02 Sep 2024 | 13 Sep 2024 | 11 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 06 Sep 2024 17:32 |  | Catherine Spence | picking error is sounded | |
| | - 06 Sep 2024 17:32 | Completed | Catherine Spence | picking error is sounded | |


---

### Process ID #7861 — Software Validation Of Training Documents Forced Reading

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 3 of 6 (50%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | No |
| Has Measurable Objective | Yes |
| Has Backup Staff | No |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Up dates of documents and new staff trigger required reading | Derek Lamb 04 Oct 2017 |
| Outputs to the Process | Required reading flags up or correct persons intrastats. <br>Dynamic and forced training | Derek Lamb 04 Oct 2017 |
| Risks to the Process | required reading not read. | Derek Lamb 04 Oct 2017 |
| Steps to Minimise Process Risks | Rolling audit of required reading | Derek Lamb 04 Oct 2017 |
| Scope / Definition of Process / Objective | Software Validating Of Training Documents via Forced Required Reading | Derek Lamb 04 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 04 Oct 2017 |
| Severity of Risk (1-5) | 2.Minor | Derek Lamb 04 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST
- Human Med

**Trained Staff (1)**

- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #768**

- **Subject:** Software Validation Of Training Documents Forced Reading
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

Go to training manager, pick a training course eg office processes

find a document updated in the last few months

Make a note here of the docid 

check all members of the course have re-read the documentation - go to document admin find users read





**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 377169 | Software Validation Of Training Documents Forced Reading (768) | 06 Oct 2025 | 09 Oct 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 06 Oct 2025 11:05 | Completed | Derek Lamb | Select Employees associated with Modern Slavery Awareness
Derek Lamb06/10/25
Helen Lamb21/07/25
Emily Hanson19/03/25
Emma Clark29/10/24
Michael Lamb25/10/24
Ryan Swaine25/10/24
Michael Green07/10/24
Catherine Spence02/10/24
Steve Nixon27/09/24
Linda Shearing14/09/24
Sophie Lines10/09/24
Zoey Teal10/09/24
Catrin Hird10/09/24
Steve Hardaker10/09/24
Robert Connor10/09/24
Kate Griffiths10/09/24
Philip Crossley10/09/24
Aqib Majeed10/09/24

all good | |
| 342883 | Software Validation Of Training Documents Forced Reading (768) | 04 Oct 2024 | 04 Dec 2024 | 61 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 22 Nov 2024 15:37 |  | Derek Lamb | works | |
| | - 22 Nov 2024 15:37 | Completed | Derek Lamb | works | |


---

### Process ID #7880 — Software Validation Out Of Date Documents

**Last Reviewed:** 07 May 2025 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Rolling task with instructions | Derek Lamb 23 Oct 2017 |
| Outputs to the Process | confirmed software functioning as intended | Derek Lamb 23 Oct 2017 |
| Risks to the Process | Old document in the system | Derek Lamb 23 Oct 2017 |
| Steps to Minimise Process Risks | rolling task | Derek Lamb 23 Oct 2017 |
| Scope / Definition of Process / Objective | To confirm the out of documents computer software functions as expected flagging out of date items on to the list | Derek Lamb 23 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 23 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 23 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Derek Lamb 29 Oct 2021 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #808**

- **Subject:** Software Validation Scheduled Tasks And Audits
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  



Print a PDF of this Issue.

Go to Document Index Admin,

and find the Software Validation Rollings Tasks and Audits in the out of date documents section.



Upload the new PDF and set a new Expiry date of 12 Months Time less a day from todays date

**Rolling Audit #809**

- **Subject:** Software Validation Scheduled Tasks And Audits
- **Target User:** Helen Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed To check the Scheduled Tasks and Audits is working as Intended.To also Check the Out of Date documents is working as Intended. Rolling Task ID.Out of Date Documents.

Just need to check the Task History from the link in this Issue check things are working as intended.

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 395634 | Software Validation Scheduled Tasks And Audits (809) | 27 Apr 2026 | 01 Jun 2026 | 35 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 27 Apr 2026 15:49 | Completed | Helen Lamb | Done | |
| | - 27 Apr 2026 15:44 | Read | Helen Lamb |  | |
| 386560 | Software Validation Scheduled Tasks And Audits (808) | 22 Jan 2026 | 23 Jan 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:46 | Read | Derek Lamb |  | |
| | - 23 Jan 2026 08:37 | Completed | Derek Lamb | 7865Software Validation Conflicting Audits working as inteneded | |
| 379075 | Software Validation Scheduled Tasks And Audits (809) | 27 Oct 2025 | 04 Nov 2025 | 8 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 28 Oct 2025 10:55 | Completed | Helen Lamb | Done | |
| 362565 | Software Validation Scheduled Tasks And Audits (809) | 25 Apr 2025 | 13 May 2025 | 18 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 May 2025 13:25 |  | Helen Lamb | 7879 Software Validation Scheduled Tasks And Audits and 7880 Software Validation Out Of Date Documents Both up to date and working as intended. | |
| | - 07 May 2025 13:25 | Completed | Helen Lamb | 7879 Software Validation Scheduled Tasks And Audits and 7880 Software Validation Out Of Date Documents Both up to date and working as intended. | |
| 353229 | Software Validation Scheduled Tasks And Audits (808) | 22 Jan 2025 | 30 Jan 2025 | 8 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:46 | Read | Derek Lamb |  | |
| | - 23 Jan 2025 10:07 |  | Derek Lamb | 
 Done | |
| 344968 | Software Validation Scheduled Tasks And Audits (809) | 25 Oct 2024 | 28 Oct 2024 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 25 Oct 2024 13:26 | Re-Read | Helen Lamb |  | |
| | - 25 Oct 2024 13:26 | Re-Read | Helen Lamb |  | |


---

### Process ID #7850 — Software Validation Scan Incorrect Product

**Last Reviewed:** 02 Feb 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Active list - random order number<br>Random Stock item, not on the selected order | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Error alert informing incorrect goods picked | Derek Lamb 01 Oct 2017 |
| Risks to the Process | system allows incorrect items to be picked to customer orders | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats Controlled | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | Test the Goods out process disabling picking of items not relating to an order | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 13 Nov 2021 |
| Measurable Objective | Ensure the Task is being carried out, and is confirmed to be working | Derek Lamb 02 Aug 2018 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- Customer
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (6)**

- Catherine Spence (trained by Derek Lamb)
- Emma Clark (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Catrin Hird (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #752**

- **Subject:** Scan Incorrect Product - Software Validation
- **Target User:** Catherine Spence
- **Recurrence:** 9 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Please attempt to scan a Product not on an Order,



Ensure it Alerts you and does not pick the item to An order



**Rolling Audit #753**

- **Subject:** Scan Incorrect Product
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** 

Ensure the Task is being Completed











**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 398706 | Scan Incorrect Product - Software Validation (752) | 01 Jun 2026 | 06 Jul 2026 | 35 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 06 Jul 2026 14:48 | Meeting Completion | Derek Lamb |  | |
| | - 12 Jun 2026 17:40 | Completed | Catherine Spence | alarms and does not allow stock to be scanned
Done | |
| 387474 | Scan Incorrect Product (753) | 02 Feb 2026 | 02 Feb 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Feb 2026 13:54 | Completed | Derek Lamb | works as intended | |
| 374024 | Scan Incorrect Product - Software Validation (752) | 01 Sep 2025 | 12 Sep 2025 | 11 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 09 Sep 2025 17:42 | Completed | Catherine Spence | will error and will not scan to order
Done | |
| 354355 | Scan Incorrect Product (753) | 03 Feb 2025 | 27 Mar 2025 | 52 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Feb 2025 13:08 |  | Derek Lamb | task worked as inteneded | |
| | - 03 Feb 2025 13:08 | Completed | Derek Lamb | task worked as inteneded | |
| 348429 | Scan Incorrect Product - Software Validation (752) | 02 Dec 2024 | 27 Dec 2024 | 25 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 13 Dec 2024 15:31 |  | Catherine Spence | does not allow item to be picked, will error | |
| | - 13 Dec 2024 15:31 | Completed | Catherine Spence | does not allow item to be picked, will error | |


---

### Process ID #7851 — Software Validation Scan Un-QA Product To Order

**Last Reviewed:** 02 Feb 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Active list<br>Single un processed product barcode | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | Alert on Picking screen informing dispatch an unprocessed product is being picked | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Unprocessed product gets out into the field, resulting in recalls | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats Controlled | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | To test intrastats does not allow picking of unprocessed products to live customer orders | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 12 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 13 Nov 2021 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | Likelihood is Improbable as this process tests the actual system of preventing UN-QA stock getting past QA.<br>This process itself is to reduce the risk of UN-QA product getting past goods out | Derek Lamb 23 Nov 2021 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (6)**

- Catherine Spence (trained by Derek Lamb)
- Emma Clark (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Catrin Hird (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #754**

- **Subject:** Software Validation Scan UnQA Product To Order
- **Target User:** Catherine Spence
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Pick a customer order from the Active List

Please attempt to scan an Un QA barcode

to an order, use the correct Item from the Order, but one that has not passed through QA.

Return the Item to the Waiting QA area after Test

**Rolling Audit #755**

- **Subject:** Software Validation Scan Un-QA Product To Order
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Enure the Task is being Completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 399822 | Software Validation Scan UnQA Product To Order (754) | 12 Jun 2026 | 09 Jul 2026 | 27 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 24 Jun 2026 15:44 | Completed | Catherine Spence | error and will not scan to order
Done | |
| | - 24 Jun 2026 15:44 | Read | Catherine Spence |  | |
| 387475 | Software Validation Scan Un-QA Product To Order (755) | 02 Feb 2026 | 05 Feb 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Feb 2026 13:54 | Completed | Derek Lamb | works as intended | |
| 383300 | Software Validation Scan UnQA Product To Order (754) | 12 Dec 2025 | 22 Dec 2025 | 10 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 12 Dec 2025 17:23 | Completed | Catherine Spence | eorros and will not allow to scan to order
Done | |
| 366887 | Software Validation Scan UnQA Product To Order (754) | 12 Jun 2025 | 26 Jun 2025 | 14 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 20 Jun 2025 17:37 |  | Catherine Spence | alerts as should do, does not allow scanning
 | |
| | - 20 Jun 2025 17:37 | Completed | Catherine Spence | alerts as should do, does not allow scanning
 | |
| 354356 | Software Validation Scan Un-QA Product To Order (755) | 03 Feb 2025 | 06 Feb 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Feb 2025 13:08 |  | Derek Lamb | task worked as interned | |
| | - 03 Feb 2025 13:08 | Completed | Derek Lamb | task worked as interned | |
| 349461 | Software Validation Scan UnQA Product To Order (754) | 12 Dec 2024 | 27 Dec 2024 | 15 days | Catherine Spence |
| | **History Log:** | | | | |
| | - 18 Dec 2024 12:48 |  | Catherine Spence | will error and not allow the item to be scanned and will state that item not q/a`d
 | |
| | - 18 Dec 2024 12:48 | Completed | Catherine Spence | will error and not allow the item to be scanned and will state that item not q/a`d
 | |


---

### Process ID #7879 — Software Validation Scheduled Tasks And Audits

**Last Reviewed:** 01 May 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Rolling Task ID.<br>Out of Date Documents | Derek Lamb 22 Oct 2017 |
| Outputs to the Process | Issue should appear for completion relating to this Task.<br>Pdf of Issue to be uploaded to Document index, and new expiry date set as Per Rolling Task | Derek Lamb 22 Oct 2017 |
| Risks to the Process | Tasks and Audit Rolling Issues Key to ISO requirements.<br>risk of losing standards | Derek Lamb 22 Oct 2017 |
| Steps to Minimise Process Risks | Dual Test of Out of Date Documents and Rolling Tasks and Audits | Derek Lamb 22 Oct 2017 |
| Scope / Definition of Process / Objective | To check the Scheduled Tasks and Audits is working as Intended.<br>To also Check the Out of Date documents is working as Intended. | Derek Lamb 22 Oct 2017 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 22 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 13 Nov 2021 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 02 Nov 2021 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- Software Validation Rollings Tasks and Audits (Doc ID: 218809)
- VOP 13 Process Monitoring, System Reviews, Audits, Management Reviews Analysis Data PMS Post Market (Doc ID: 210961)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #808**

- **Subject:** Software Validation Scheduled Tasks And Audits
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  



Print a PDF of this Issue.

Go to Document Index Admin,

and find the Software Validation Rollings Tasks and Audits in the out of date documents section.



Upload the new PDF and set a new Expiry date of 12 Months Time less a day from todays date

**Rolling Audit #809**

- **Subject:** Software Validation Scheduled Tasks And Audits
- **Target User:** Helen Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed To check the Scheduled Tasks and Audits is working as Intended.To also Check the Out of Date documents is working as Intended. Rolling Task ID.Out of Date Documents.

Just need to check the Task History from the link in this Issue check things are working as intended.

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 395634 | Software Validation Scheduled Tasks And Audits (809) | 27 Apr 2026 | 01 Jun 2026 | 35 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 27 Apr 2026 15:49 | Completed | Helen Lamb | Done | |
| | - 27 Apr 2026 15:44 | Read | Helen Lamb |  | |
| 386560 | Software Validation Scheduled Tasks And Audits (808) | 22 Jan 2026 | 23 Jan 2026 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:46 | Read | Derek Lamb |  | |
| | - 23 Jan 2026 08:37 | Completed | Derek Lamb | 7865Software Validation Conflicting Audits working as inteneded | |
| 379075 | Software Validation Scheduled Tasks And Audits (809) | 27 Oct 2025 | 04 Nov 2025 | 8 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 28 Oct 2025 10:55 | Completed | Helen Lamb | Done | |
| 362565 | Software Validation Scheduled Tasks And Audits (809) | 25 Apr 2025 | 13 May 2025 | 18 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 May 2025 13:25 |  | Helen Lamb | 7879 Software Validation Scheduled Tasks And Audits and 7880 Software Validation Out Of Date Documents Both up to date and working as intended. | |
| | - 07 May 2025 13:25 | Completed | Helen Lamb | 7879 Software Validation Scheduled Tasks And Audits and 7880 Software Validation Out Of Date Documents Both up to date and working as intended. | |
| 353229 | Software Validation Scheduled Tasks And Audits (808) | 22 Jan 2025 | 30 Jan 2025 | 8 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 01 May 2026 14:46 | Read | Derek Lamb |  | |
| | - 23 Jan 2025 10:07 |  | Derek Lamb | 
 Done | |
| 344968 | Software Validation Scheduled Tasks And Audits (809) | 25 Oct 2024 | 28 Oct 2024 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 25 Oct 2024 13:26 | Re-Read | Helen Lamb |  | |
| | - 25 Oct 2024 13:26 | Re-Read | Helen Lamb |  | |


---

### Process ID #8083 — Software Validation SRS To Nonconformance

**Last Reviewed:** 17 Nov 2025 by Helen Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | SRS system<br>Issues | Helen Lamb 16 Dec 2024 |
| Outputs to the Process | Fully verified system for SRS`S | Helen Lamb 16 Dec 2024 |
| Risks to the Process | that the system is not working as intended or it is not checked fully | Helen Lamb 16 Dec 2024 |
| Steps to Minimise Process Risks | regular reviews and issues to check the system. | Helen Lamb 16 Dec 2024 |
| Scope / Definition of Process / Objective | Issue to verify process works as intended - Create a New SRS, Add in a test item stock reference, generate the SRS, Go in via engineer mode, Flag the SRS as a non conformance or customer complaint, check the non conformance page for it appearing in the list, clear form the list, complete the SRS | Helen Lamb 16 Dec 2024 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 31 Dec 2024 |
| Severity of Risk (1-5) | 2.Minor | Helen Lamb 16 Dec 2024 |
| Measurable Objective | Check issue has been completed as this verifies the system is working as it should. | Helen Lamb 16 Dec 2024 |
| Training Method Required | hands on from experienced members of staff or Training with the IT Controller | Helen Lamb 16 Dec 2024 |
| Verification / Effectiveness | regular reviews and the system being used and found to be effective | Helen Lamb 16 Dec 2024 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 16 Dec 2024 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.5.1 

**Interested Parties**

- ISO Auditing Bodies
- Customer

**Linked Companies**

- Viamed
- VST
- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Helen Lamb)

**Associated Documents**

- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #1257**

- **Subject:** Software Validation SRS To Nonconformance
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  



Create a New SRS,

Add in a testitem stock reference,

generate the SRS,



Go in via engineer mode,

Flag the SRS as a non conformance or customer complaint,

check the non conformance page for it appearing in the list,

clear form the list,

complete the SRS



**Rolling Audit #1258**

- **Subject:** Software Validation SRS To Nonconformance
- **Target User:** Helen Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

AUDIT ISSUE

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 380522 | Software Validation SRS To Nonconformance (1258) | 11 Nov 2025 | 20 Nov 2025 | 9 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 17 Nov 2025 17:13 | Completed | Helen Lamb | Done | |
| 379729 | Software Validation SRS To Nonconformance (1257) | 03 Nov 2025 | 06 Nov 2025 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Nov 2025 10:49 | Completed | Derek Lamb | Done, fixed the subject line as was coming through blank, | |


---

### Process ID #7857 — Software Validation Stock Tracking Check

**Last Reviewed:** 02 Mar 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Intrastats screen bring up a random stock location and expected parts. | Derek Lamb 02 Oct 2017 |
| Outputs to the Process | Stock location is checked and confirmation all parts are present, and no extra parts are found | Derek Lamb 02 Oct 2017 |
| Risks to the Process | Stock gets mislaid in the warehouse | Derek Lamb 02 Oct 2017 |
| Steps to Minimise Process Risks | rolling issue to check the system | Derek Lamb 02 Oct 2017 |
| Scope / Definition of Process / Objective | To confirm Software Validation Stock Tracking Check, is functioning as expected | Derek Lamb 02 Oct 2017 |
| Likelihood of Risk (1-5) | 2.Remote | Derek Lamb 02 Oct 2017 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 02 Oct 2017 |
| Measurable Objective | A random shelf will be selected. Please print the screen and tick off the items expected on the shelf. List any items extra found on the shelf.<br>Check Items are packaged correctly and have barcodes | Derek Lamb 17 Feb 2022 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.5.2 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.5.2 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (2)**

- Robert Connor (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #763**

- **Subject:** Software Validation Stock Tracking Check
- **Target User:** Robert Connor
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed.

To Confirm Shelf location contains the correct Items.
Intrastats -> Stock -> Miscellaneous -> Stock Tracking Validation.

A random shelf will be selected.

Please print the screen and tick off the items expected on the shelf.

List any items extra found on the shelf.

Check Items are packaged correctly and have barcodes

Sign / date and return the Check to Management.



**Rolling Audit #1155**

- **Subject:** Software Validation Stock Tracking Check
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed To confirm Software Validation Stock Tracking Check, is functioning as expected Intrastats screen bring up a random stock location and expected parts.

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 393898 | Software Validation Stock Tracking Check (763) | 08 Apr 2026 | 09 Apr 2026 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 08 Apr 2026 08:13 | Completed | Robert Connor | Done | |
| 390501 | Software Validation Stock Tracking Check (1155) | 02 Mar 2026 | 02 Mar 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Mar 2026 10:09 | Completed | Derek Lamb | getting check regularly, all seems ok | |
| 377454 | Software Validation Stock Tracking Check (763) | 08 Oct 2025 | 09 Oct 2025 | 1 day | Robert Connor |
| | **History Log:** | | | | |
| | - 08 Oct 2025 08:10 | Completed | Robert Connor | Done. | |
| 360921 | Software Validation Stock Tracking Check (763) | 08 Apr 2025 | 14 Apr 2025 | 6 days | Robert Connor |
| | **History Log:** | | | | |
| | - 10 Apr 2025 08:03 |  | Robert Connor | Done, all correct. | |
| | - 10 Apr 2025 08:03 | Completed | Robert Connor | Done, all correct. | |
| 357163 | Software Validation Stock Tracking Check (1155) | 03 Mar 2025 | 02 May 2025 | 60 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 30 Apr 2025 16:56 |  | Derek Lamb | reviewed | |
| | - 30 Apr 2025 16:56 | Completed | Derek Lamb | reviewed | |
| 343227 | Software Validation Stock Tracking Check (763) | 08 Oct 2024 | 17 Oct 2024 | 9 days | Robert Connor |
| | **History Log:** | | | | |
| | - 16 Oct 2024 12:02 |  | Robert Connor | Done. | |
| | - 16 Oct 2024 12:02 | Completed | Robert Connor | Done. | |


---

### Process ID #8013 — Software Validation Test Email System

**Last Reviewed:** 28 Jul 2025 by Helen Lamb

**Process Maturity:** 5 of 6 (83%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Send a test email from your GMAIL address. To<br><br>info@viamed.co.uk<br>sales@viamed.co.uk<br>enquiries@viamed.co.uk<br>iso@viamed.co.uk<br><br>Check all the emails are recieved in the main box | Derek Lamb 29 Apr 2022 |
| Outputs to the Process | Gmail emails | Helen Lamb 04 May 2022 |
| Risks to the Process | The email system is not working correctly | Helen Lamb 04 May 2022 |
| Steps to Minimise Process Risks | regular reviews and monitoring | Helen Lamb 04 May 2022 |
| Scope / Definition of Process / Objective | Ensure Email system working as intended | Derek Lamb 29 Apr 2022 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 29 Apr 2022 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 29 Apr 2022 |
| Measurable Objective | Test emails recieved | Derek Lamb 29 Apr 2022 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 04 May 2022 |
| Verification / Effectiveness | test emails sent and received as intended | Helen Lamb 04 May 2022 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 04 May 2022 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Interested Parties**

- Internet Providers

**Linked Companies**

- VST
- Viamed Properties
- Viamed
- Vandagraph
- Human Med

**Trained Staff (2)**

- Catrin Hird (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #1179**

- **Subject:** Software Validation Test Email System
- **Target User:** Catrin Hird
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

Send a test email from your GMAIL address. To

info@viamed.co.uk
sales@viamed.co.uk
enquiries@viamed.co.uk
iso@viamed.co.uk

Check all the emails are recieved in the main box

**Rolling Audit #1180**

- **Subject:** Software Validation Test Email System
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed Ensure Email system working as intended Gmail

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 396354 | Software Validation Test Email System (1179) | 04 May 2026 | 07 May 2026 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 05 May 2026 08:50 | Completed | Catrin Hird | Done | |
| 390503 | Software Validation Test Email System (1180) | 02 Mar 2026 | 02 Mar 2026 | 0 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 02 Mar 2026 10:08 | Completed | Derek Lamb | email is running, checked daily no issue reported | |
| 379716 | Software Validation Test Email System (1179) | 03 Nov 2025 | 06 Nov 2025 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 05 Nov 2025 10:51 | Completed | Catrin Hird | Done | |
| 363261 | Software Validation Test Email System (1179) | 05 May 2025 | 08 May 2025 | 3 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 06 May 2025 12:30 |  | Catrin Hird | 
 Done | |
| | - 06 May 2025 12:30 | Completed | Catrin Hird | 
 Done | |
| 357165 | Software Validation Test Email System (1180) | 03 Mar 2025 | 07 Mar 2025 | 4 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 04 Mar 2025 15:51 |  | Derek Lamb | emails working as intened except for aqibs | |
| | - 04 Mar 2025 15:51 | Completed | Derek Lamb | emails working as intened except for aqibs | |
| 345755 | Software Validation Test Email System (1179) | 04 Nov 2024 | 11 Nov 2024 | 7 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 04 Nov 2024 09:25 |  | Catrin Hird | 
 Done - all received in main inbox | |
| | - 04 Nov 2024 09:25 | Completed | Catrin Hird | 
 Done - all received in main inbox | |


---

### Process ID #7856 — Software Validation Unchecked Orders

**Last Reviewed:** 11 Dec 2025 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Active List,<br>Request to pick from a new unchecked order | Derek Lamb 01 Oct 2017 |
| Outputs to the Process | picking screen Error showing stock cannot be picked | Derek Lamb 01 Oct 2017 |
| Risks to the Process | Customer recieves incorrect items due to order not being checked. | Derek Lamb 01 Oct 2017 |
| Steps to Minimise Process Risks | Intrastats Controlled.<br>Rolling Issue to prove system works as intended | Derek Lamb 01 Oct 2017 |
| Scope / Definition of Process / Objective | To check order picking cannot pick against an unchecked order | Derek Lamb 01 Oct 2017 |
| Likelihood of Risk (1-5) | 2.Remote | Derek Lamb 01 Oct 2017 |
| Severity of Risk (1-5) | 2.Minor | Derek Lamb 01 Oct 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=2) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.6
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 7.5.6 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 7.1.3 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 7.1.3 

**Interested Parties**

- Internal Systems
- ISO Auditing Bodies
- Customer
- Government E.G. HMRC
- Physical Sites
- Regulations

**Linked Companies**

- Viamed
- VST

**Trained Staff (5)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)
-  (trained by Derek Lamb)
- Michael Lamb (trained by Helen Lamb)
- Sophie Lines (trained by Derek Lamb)

**Associated Documents**

- Audit 20 Process verification to Managment Viamed (Doc ID: 159389)
- Audit 20 Process verification to Managment VST (Doc ID: 159391)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VOP 27 Software Validation (Doc ID: 91486)

**Rolling Task #764**

- **Subject:** Software Validation Unchecked Orders
- **Target User:** Sophie Lines
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed



Please on your next NON Urgent Order entered into Intrastats.


do not pass the order via Checking.


Request Goods out attempts to scan Items to the Order.


If the Order is able to be Scanned enter the order number and complete the Issue,

otherwise just put in done.

**Rolling Audit #765**

- **Subject:** Software Validation Unchecked Orders
- **Target User:** Derek Lamb
- **Recurrence:** 12 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Audit of process:

 To check order picking cannot pick against an unchecked order Active List,Request to pick from a new unchecked order

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 384687 | Software Validation Unchecked Orders (764) | 01 Jan 2026 | 08 Jan 2026 | 7 days | Sophie Lines |
| | **History Log:** | | | | |
| | - 07 Jan 2026 13:16 | Completed | Sophie Lines | Done | |
| 382475 | Software Validation Unchecked Orders (765) | 03 Dec 2025 | 22 Dec 2025 | 19 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 11 Dec 2025 09:14 | Completed | Derek Lamb | worked as intended | |
| 350940 | Software Validation Unchecked Orders (764) | 01 Jan 2025 | 08 Jan 2025 | 7 days | Sophie Lines |
| | **History Log:** | | | | |
| | - 03 Jan 2025 14:51 |  | Sophie Lines | 
 Done | |
| | - 03 Jan 2025 14:51 | Completed | Sophie Lines | 
 Done | |
| 348620 | Software Validation Unchecked Orders (765) | 03 Dec 2024 | 04 Dec 2024 | 1 day | Derek Lamb |
| | **History Log:** | | | | |
| | - 03 Dec 2024 12:44 |  | Derek Lamb | task worked | |
| | - 03 Dec 2024 12:44 | Completed | Derek Lamb | task worked | |


---

### Process ID #52 — Software Verification Clear Down Backup Emails

**Last Reviewed:** 25 Oct 2024 by Derek Lamb

**Process Maturity:** 4 of 6 (67%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Hotchilli Email Box | Derek Lamb 02 Mar 2016 |
| Outputs to the Process | Backup emails | Derek Lamb 02 Mar 2016 |
| Risks to the Process | Mail box gets full and bounces emails back | Derek Lamb 02 Mar 2016 |
| Steps to Minimise Process Risks | Regular task to clear down emails | Derek Lamb 02 Mar 2016 |
| Scope / Definition of Process / Objective | Keeps a month or so backup emails | Derek Lamb 02 Mar 2016 |
| Likelihood of Risk (1-5) | 2.Remote | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check rolling issues are completed within terms. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Procedural , Required Reading and Hands on | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 6.3  
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1

**Interested Parties**

- Internal Systems

**Linked Companies**

- Viamed

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 10 Documentation Control Viamed (Doc ID: 159363)
- Audit 10 Documentation Control VST (Doc ID: 159361)
- Audit 27 Software Validation Viamed (Doc ID: 156701)
- VM3COP60.00 Viamed Server Backup System (Doc ID: 165987)
- VOP 11 Equipment Control, Office, Warehouse, Pcs and Equipment (Doc ID: 174218)
- VOP 27 Software Validation (Doc ID: 91486)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #7934 — Test Website Questions

**Last Reviewed:** 22 Jun 2023 by Derek Lamb

**Process Maturity:** 4 of 6 (67%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | No |
| Recent Completion Evidence | No |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Website | Derek Lamb 02 May 2019 |
| Outputs to the Process | Alert in Intrastats that a question has been submitted | Derek Lamb 02 May 2019 |
| Risks to the Process | Questions may be missed and unanswered | Helen Lamb 02 Nov 2021 |
| Steps to Minimise Process Risks | regular issues and reviews of issues. Checking by no web questions are left unanswered. See intrastats automatic flagging | Helen Lamb 02 Nov 2021 |
| Scope / Definition of Process / Objective | Test the integration of the website submitted questions to intrastats<br><br>TASK NO LONGER REQUIRED, SHOPIFY EMAILS QUESTIONS | Derek Lamb 08 Jun 2023 |
| Likelihood of Risk (1-5) | 1.Improbable | Derek Lamb 02 May 2019 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 02 May 2019 |
| Measurable Objective | Test Question appears in intrastats | Derek Lamb 02 May 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | We assess the previous issues for any problems or anomalies. Upon final completion of this task any trends, problems or anomalies will be picked up and if needed a separate issue generate so an investigation can be carried out. 
<br>The final completion of any issue, resulting in a query over the effectiveness,of any task or mini audit, will also be reported on in an issue upon final completion of that task or mini audit. | Helen Lamb 26 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report |  |   |
| HSE Implications |  |   |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 5.2 

**Interested Parties**

- Customer

**Linked Companies**

- Viamed

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Michael Lamb (trained by Helen Lamb)

**Associated Documents**

- Audit 14 Complaints and Corrective Actions Viamed (Doc ID: 203281)
- Audit 14 Complaints and Corrective Actions VST (Doc ID: 159453)

**Task Completion History (Last 2 Years, Max 20 Items)**

*No completed tasks in the last 2 years.*


---

### Process ID #8027 — Update Pricing For Viamed Shopify

**Last Reviewed:** 03 Feb 2026 by Helen Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Shopify<br>price lists<br>intrastats pricing | Helen Lamb 02 May 2023 |
| Outputs to the Process | Correct pricing online | Helen Lamb 02 May 2023 |
| Risks to the Process | That a price will be missed and a customer buys the product at the previous price. | Helen Lamb 02 May 2023 |
| Steps to Minimise Process Risks | regular reviews and reminders | Helen Lamb 02 May 2023 |
| Scope / Definition of Process / Objective | To make sure the pricing on the Shopify web shop is updated when the prices are updated in the companies. <br>Regular checks to ensure all prices are correct. | Helen Lamb 02 May 2023 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 02 May 2023 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 02 May 2023 |
| Measurable Objective | The prices match from the Shopify web shop to the internal price lists | Helen Lamb 02 May 2023 |
| Training Method Required | Hands on from experienced members of staff<br>Online tutorial videos for the Shopify web shop | Helen Lamb 02 May 2023 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Helen Lamb 02 May 2023 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 02 May 2023 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.2.5

**Interested Parties**

- Internal Systems
- Customer
- Web Shop Hosting

**Linked Companies**

- Vandagraph
- Viamed

**Trained Staff (3)**

- Catrin Hird (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 01 Picking packing Viamed (Doc ID: 173579)
- Audit 01 Picking packing VST (Doc ID: 173583)
- Audit 02 Contract Review and Sales Order Processing Viamed (Doc ID: 163469)
- Audit 02 Contract Review and Sales Order Processing VST (Doc ID: 163467)
- VM3COP27.54 How to export import products into Shopify (Doc ID: 166244)

**Rolling Task #1204**

- **Subject:** Update Pricing for Viamed Shopify
- **Target User:** Catrin Hird
- **Recurrence:** 0 Month(s) 1 Week(s) 0 Day(s)
- **Notes:** System Generated
Export and reupload pricing for Shopify website. Weekly.

**Rolling Audit #1215**

- **Subject:** Update Pricing For Viamed Shopify
- **Target User:** Helen Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

Check this task has been carried out

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 405334 | Update Pricing for Viamed Shopify (1204) | 11 Aug 2026 |  | Outstanding (3 days) | Catrin Hird |
| 404729 | Update Pricing for Viamed Shopify (1204) | 04 Aug 2026 | 04 Aug 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 08 Aug 2026 09:02 |  | Catrin Hird | New Related Issue #405133 | |
| | - 08 Aug 2026 09:01 | Read | Catrin Hird |  | |
| 404611 | Update Pricing For Viamed Shopify (1215) | 03 Aug 2026 | 12 Aug 2026 | 9 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 12 Aug 2026 10:06 | Completed | Helen Lamb | Done | |
| | - 12 Aug 2026 09:58 | Read | Helen Lamb |  | |
| 404077 | Update Pricing for Viamed Shopify (1204) | 28 Jul 2026 | 28 Jul 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 28 Jul 2026 09:27 | Completed | Catrin Hird | Done | |
| | - 28 Jul 2026 09:19 |  | Catrin Hird | Added File: products_export_1 (1).zip | |
| 403382 | Update Pricing for Viamed Shopify (1204) | 21 Jul 2026 | 22 Jul 2026 | 1 day | Catrin Hird |
| | **History Log:** | | | | |
| | - 22 Jul 2026 10:30 | Completed | Catrin Hird | Uploaded
Done | |
| | - 22 Jul 2026 10:19 |  | Catrin Hird | Added File: products_export_1.zip | |
| 402777 | Update Pricing for Viamed Shopify (1204) | 14 Jul 2026 | 14 Jul 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 14 Jul 2026 09:37 | Completed | Catrin Hird | Done and updated | |
| | - 14 Jul 2026 09:28 |  | Catrin Hird | Added File: products_export_1 (2).zip | |
| 402199 | Update Pricing for Viamed Shopify (1204) | 07 Jul 2026 | 07 Jul 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 07 Jul 2026 11:07 | Completed | Catrin Hird | Completed
Done | |
| | - 07 Jul 2026 10:58 |  | Catrin Hird | Added File: products_export_1 (1).zip | |
| 401285 | Update Pricing for Viamed Shopify (1204) | 30 Jun 2026 | 01 Jul 2026 | 1 day | Catrin Hird |
| | **History Log:** | | | | |
| | - 01 Jul 2026 10:33 | Completed | Catrin Hird | Done | |
| | - 01 Jul 2026 10:23 |  | Catrin Hird | Added File: products_export_1.zip | |
| 400679 | Update Pricing for Viamed Shopify (1204) | 23 Jun 2026 | 24 Jun 2026 | 1 day | Catrin Hird |
| | **History Log:** | | | | |
| | - 24 Jun 2026 10:25 | Completed | Catrin Hird | Attached original export from Shopify.
Shopify updated. | |
| | - 24 Jun 2026 09:39 |  | Catrin Hird | Added File: products_export_1 (12).zip | |
| 400125 | Update Pricing for Viamed Shopify (1204) | 16 Jun 2026 | 16 Jun 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 16 Jun 2026 11:43 | Completed | Catrin Hird | Done | |
| | - 16 Jun 2026 11:43 | Read | Catrin Hird |  | |
| 399492 | Update Pricing for Viamed Shopify (1204) | 09 Jun 2026 | 09 Jun 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 09 Jun 2026 10:22 | Completed | Catrin Hird | Done | |
| | - 09 Jun 2026 10:14 |  | Catrin Hird | Added File: products_export_1 (10).zip | |
| 398844 | Update Pricing for Viamed Shopify (1204) | 02 Jun 2026 | 02 Jun 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 02 Jun 2026 11:01 | Completed | Catrin Hird | Done | |
| | - 02 Jun 2026 10:54 |  | Catrin Hird | Added File: products_export_1 (9).zip | |
| 398215 | Update Pricing for Viamed Shopify (1204) | 26 May 2026 | 27 May 2026 | 1 day | Catrin Hird |
| | **History Log:** | | | | |
| | - 27 May 2026 12:48 | Read | Catrin Hird |  | |
| | - 27 May 2026 11:46 | Completed | Catrin Hird | Done | |
| 397686 | Update Pricing for Viamed Shopify (1204) | 19 May 2026 | 19 May 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 19 May 2026 10:36 | Completed | Catrin Hird | Done | |
| | - 19 May 2026 09:58 |  | Catrin Hird | Added File: products_export_1 (7).zip | |
| 397030 | Update Pricing for Viamed Shopify (1204) | 12 May 2026 | 12 May 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 12 May 2026 12:33 | Completed | Catrin Hird | Done | |
| | - 12 May 2026 12:24 |  | Catrin Hird | Added File: products_export_1 (5).zip | |
| 396403 | Update Pricing for Viamed Shopify (1204) | 05 May 2026 | 05 May 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 05 May 2026 10:57 | Completed | Catrin Hird | Done | |
| | - 05 May 2026 10:43 |  | Catrin Hird | Added File: products_export_1 (4).zip | |
| 395781 | Update Pricing for Viamed Shopify (1204) | 28 Apr 2026 | 28 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 28 Apr 2026 11:05 | Completed | Catrin Hird | Done | |
| | - 28 Apr 2026 10:10 |  | Catrin Hird | Added File: products_export_1.csv | |
| 395142 | Update Pricing for Viamed Shopify (1204) | 21 Apr 2026 | 21 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 09 Mar 643997 15:12 | Read | Catrin Hird |  | |
| | - 09 Mar 643997 12:15 | Read | Catrin Hird |  | |
| 394520 | Update Pricing for Viamed Shopify (1204) | 14 Apr 2026 | 14 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 18 Dec 643996 19:54 | Read | Catrin Hird |  | |
| | - 18 Dec 643996 17:03 | Read | Catrin Hird |  | |
| 393699 | Update Pricing for Viamed Shopify (1204) | 07 Apr 2026 | 07 Apr 2026 | 0 days | Catrin Hird |
| | **History Log:** | | | | |
| | - 28 Sep 643996 11:26 | Read | Catrin Hird |  | |
| | - 07 Apr 2026 10:50 | Completed | Catrin Hird | Due to pricing update, prices is not being updated on the website from Intrastats due to the export.
Quantities updated and uploaded. | |


---

### Process ID #7703 — Vandagraph Pay Pal Retrieve Funds

**Last Reviewed:** 12 May 2026 by Derek Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | PayPal | Helen Lamb 13 Nov 2021 |
| Outputs to the Process | Money lands in the Bank | Derek Lamb 23 May 2016 |
| Risks to the Process | No risk to the process as such as its paypal driven,<br>Can only withdraw funds to allocated bank account | Helen Lamb 13 Nov 2021 |
| Steps to Minimise Process Risks | follow the task and review | Helen Lamb 13 Nov 2021 |
| Scope / Definition of Process / Objective | To remove money from the Pay Pal system into Vandagraph Bank account | Helen Lamb 22 Jul 2019 |
| Likelihood of Risk (1-5) | 2.Remote | Helen Lamb 13 Nov 2021 |
| Severity of Risk (1-5) | 1.Negligible | Derek Lamb 12 Jun 2017 |
| Measurable Objective | Check Paypal for funds and see when last withdrew. | Helen Lamb 22 Jul 2019 |
| Training Method Required | Hands on Learning from experienced staff | Helen Lamb 01 Oct 2019 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Derek Lamb 23 Oct 2020 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 23 Oct 2020 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=2, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 4.4.1
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 8.2.1 
- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO9001:2015: 8.2.2 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.2.1 
- Quality Management System Route Map to Documents and Procedures VST Ltd ISO9001:2015+A1: 8.2.2 

**Interested Parties**

- Finance Banks
- Customer
- Accountants

**Linked Companies**

- Vandagraph

**Trained Staff (2)**

- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 04 Accounts and Finance Viamed (Doc ID: 159427)
- Audit 04 Accounts and Finance VST (Doc ID: 159429)
- VM3COP27.16 Vandagraph PayPal Retrieve Funds (Doc ID: 16953)
- VOP 04 Accounts, Bank, Loans, Debtors, Creditors, Accountant Processes (Doc ID: 31088)

**Rolling Task #512**

- **Subject:** Vandagraph Pay Pay Retrieve Funds
- **Target User:** Helen Lamb
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed

**Rolling Audit #780**

- **Subject:** Vandagraph Pay Pay Retrieve Funds
- **Target User:** Derek Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
*** AUDIT *** Ensure the Task is being Completed



Confirm Pay Pal Funds are being retrieved



**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404928 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Aug 2026 | 13 Aug 2026 | 7 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 10 Aug 2026 21:26 | Completed | Helen Lamb | Done | |
| 401811 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Jul 2026 | 09 Jul 2026 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 Jul 2026 14:11 | Completed | Helen Lamb | Done | |
| 399339 | Vandagraph Pay Pay Retrieve Funds (512) | 08 Jun 2026 | 12 Jun 2026 | 4 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 08 Jun 2026 10:17 | Completed | Helen Lamb | Done | |
| | - 08 Jun 2026 10:17 | Read | Helen Lamb |  | |
| 396888 | Vandagraph Pay Pay Retrieve Funds (780) | 11 May 2026 | 14 May 2026 | 3 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 12 May 2026 14:06 | Completed | Derek Lamb | all up to date | |
| 396554 | Vandagraph Pay Pay Retrieve Funds (512) | 06 May 2026 | 07 May 2026 | 1 day | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 May 2026 15:14 | Completed | Helen Lamb | Done | |
| 393598 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Apr 2026 | 09 Apr 2026 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 28 Sep 643996 09:03 | Read | Helen Lamb |  | |
| | - 07 Apr 2026 08:54 | Completed | Helen Lamb | Done | |
| 390994 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Mar 2026 | 06 Mar 2026 | 0 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Mar 2026 12:46 | Completed | Helen Lamb | Done | |
| 388113 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Feb 2026 | 10 Feb 2026 | 4 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 09 Feb 2026 12:41 | Completed | Helen Lamb | Done | |
| 385062 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Jan 2026 | 08 Jan 2026 | 2 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Jan 2026 10:46 | Completed | Helen Lamb | Done | |
| 382817 | Vandagraph Pay Pay Retrieve Funds (512) | 08 Dec 2025 | 11 Dec 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 10 Dec 2025 10:35 | Completed | Helen Lamb | Done | |
| 380402 | Vandagraph Pay Pay Retrieve Funds (780) | 10 Nov 2025 | 20 Nov 2025 | 10 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 10 Nov 2025 09:52 | Completed | Derek Lamb | task is upto date | |
| 380168 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Nov 2025 | 20 Nov 2025 | 14 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Nov 2025 10:15 | Completed | Helen Lamb | Done | |
| 377147 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Oct 2025 | 09 Oct 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Oct 2025 11:47 | Completed | Helen Lamb | Done | |
| 374736 | Vandagraph Pay Pay Retrieve Funds (512) | 08 Sep 2025 | 12 Sep 2025 | 4 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 08 Sep 2025 11:21 | Completed | Helen Lamb | Done | |
| 371896 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Aug 2025 | 07 Aug 2025 | 1 day | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Aug 2025 14:00 | Completed | Helen Lamb | done | |
| 369046 | Vandagraph Pay Pay Retrieve Funds (512) | 07 Jul 2025 | 10 Jul 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 Jul 2025 09:13 |  | Helen Lamb | 
 Done | |
| | - 07 Jul 2025 09:13 | Completed | Helen Lamb | 
 Done | |
| 366346 | Vandagraph Pay Pay Retrieve Funds (512) | 06 Jun 2025 | 12 Jun 2025 | 6 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Jun 2025 09:36 | Re-Read | Helen Lamb |  | |
| | - 06 Jun 2025 09:36 | Re-Read | Helen Lamb |  | |
| 363873 | Vandagraph Pay Pay Retrieve Funds (780) | 09 May 2025 | 15 May 2025 | 6 days | Derek Lamb |
| | **History Log:** | | | | |
| | - 09 May 2025 10:09 |  | Derek Lamb | task is upto date | |
| | - 09 May 2025 10:09 | Completed | Derek Lamb | task is upto date | |
| 363284 | Vandagraph Pay Pay Retrieve Funds (512) | 06 May 2025 | 08 May 2025 | 2 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 May 2025 13:22 |  | Helen Lamb | 
 Done | |
| | - 07 May 2025 13:22 | Completed | Helen Lamb | 
 Done | |
| 360761 | Vandagraph Pay Pay Retrieve Funds (512) | 07 Apr 2025 | 14 Apr 2025 | 7 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 Apr 2025 12:18 |  | Helen Lamb | 
 Done | |
| | - 07 Apr 2025 12:18 | Completed | Helen Lamb | 
 Done | |


---

### Process ID #8028 — Viamed Shopify Sales Report Export

**Last Reviewed:** 16 Jul 2026 by Helen Lamb

**Process Maturity:** 6 of 6 (100%)

| Measure | Status |
|--------|--------|
| Has Risk Assessment | Yes |
| Has Audit | Yes |
| Has Measurable Objective | Yes |
| Has Backup Staff | Yes |
| Reviewed <12 Months | Yes |
| Recent Completion Evidence | Yes |

**Risk Assessment**

| Risk Item | Notes / Value | Last Updated |
|-----------|---------------|---------------|
| Input to the Process | Shopify | Helen Lamb 02 May 2023 |
| Outputs to the Process | transaction report | Helen Lamb 02 May 2023 |
| Risks to the Process | report missed | Helen Lamb 02 May 2023 |
| Steps to Minimise Process Risks | regular checks | Helen Lamb 02 May 2023 |
| Scope / Definition of Process / Objective | Export the Viamed Shopify Sales transaction Report | Helen Lamb 02 May 2023 |
| Likelihood of Risk (1-5) | 1.Improbable | Helen Lamb 02 May 2023 |
| Severity of Risk (1-5) | 1.Negligible | Helen Lamb 02 May 2023 |
| Measurable Objective | Report saved in issues with the transaction attached. | Helen Lamb 02 May 2023 |
| Training Method Required | Hands on by experienced members of staff | Helen Lamb 02 May 2023 |
| Verification / Effectiveness | This task is verified for effectiveness during internal rolling audit issues. | Helen Lamb 02 May 2023 |
| Covid / Pandemic Notes | This process is not affected by Covid 19 or other extreme national or international circumstance / crisis. | Helen Lamb 02 May 2023 |
| Risk / Benefit Report | No Action | Helen Lamb 28 Jul 2025 |
| HSE Implications | No health and safety implications | Helen Lamb 28 Jul 2025 |
| **Calculated Risk Code** | **No Action** (Frequency=1, Severity=1) | |

**Linked ISO Sections**

- Quality Management System Route Map to Documents and Procedures Viamed Ltd ISO13485:2016: 4.1.3

**Interested Parties**

- Web Shop Hosting
- Staff
- Customer

**Linked Companies**

- Viamed
- Vandagraph

**Trained Staff (3)**

- Catrin Hird (trained by Derek Lamb)
- Derek Lamb (trained by Derek Lamb)
- Helen Lamb (trained by Derek Lamb)

**Associated Documents**

- Audit 02 Contract Review and Sales Order Processing Viamed (Doc ID: 163469)
- Audit 02 Contract Review and Sales Order Processing VST (Doc ID: 163467)
- VM3COP27.52 How to export payments and transaction information from Shopify (Doc ID: 75989)

**Rolling Task #1212**

- **Subject:** Viamed Shopify Sales Report Export
- **Target User:** Catrin Hird
- **Recurrence:** 1 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Provide to Helen.

viamed.online
automotive.viamed.co.uk (no longer active)

**Rolling Audit #1216**

- **Subject:** Viamed Shopify Sales Report Export
- **Target User:** Helen Lamb
- **Recurrence:** 6 Month(s) 0 Week(s) 0 Day(s)
- **Notes:** System Generated
Task To be Completed  

Audit to check task is being completed

**Task Completion History (Last 2 Years, Max 20 Items)**

| ID | Subject | Created | Completed | Days to Complete | Investigated By |
|----|---------|---------|----------|------------------|----------------|
| 404612 | Viamed Shopify Sales Report Export (1216) | 03 Aug 2026 | 12 Aug 2026 | 9 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 12 Aug 2026 10:08 | Completed | Helen Lamb | Done | |
| | - 12 Aug 2026 10:07 | Read | Helen Lamb |  | |
| 404608 | Viamed Shopify Sales Report Export (1212) | 03 Aug 2026 |  | Outstanding (11 days) | Helen Lamb |
| | **History Log:** | | | | |
| | - 12 Aug 2026 16:54 | Completed | Helen Lamb | thanks
Done | |
| | - 12 Aug 2026 16:53 | Read | Helen Lamb |  | |
| 401437 | Viamed Shopify Sales Report Export (1212) | 01 Jul 2026 | 22 Jul 2026 | 21 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 16 Jul 2026 17:29 | Completed | Helen Lamb | thanks
Done | |
| | - 16 Jul 2026 17:27 | Read | Helen Lamb |  | |
| 398734 | Viamed Shopify Sales Report Export (1212) | 01 Jun 2026 | 03 Jun 2026 | 2 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 02 Jun 2026 16:10 | Completed | Helen Lamb | thanks
Done | |
| | - 02 Jun 2026 16:08 | Read | Helen Lamb |  | |
| 396195 | Viamed Shopify Sales Report Export (1212) | 01 May 2026 | 13 May 2026 | 12 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 08 May 2026 17:19 | Completed | Helen Lamb | thank s
Done | |
| | - 08 May 2026 17:09 | Read | Helen Lamb |  | |
| 393328 | Viamed Shopify Sales Report Export (1212) | 01 Apr 2026 | 15 Apr 2026 | 14 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 02 Nov 643996 14:49 | Read | Helen Lamb |  | |
| | - 20 Jul 643996 22:28 | Read | Catrin Hird |  | |
| 390505 | Viamed Shopify Sales Report Export (1212) | 02 Mar 2026 | 01 Apr 2026 | 30 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 18 Mar 643994 11:20 | Read | Helen Lamb |  | |
| | - 13 Jun 643993 04:45 | Read | Catrin Hird |  | |
| 387511 | Viamed Shopify Sales Report Export (1216) | 02 Feb 2026 | 12 Feb 2026 | 10 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 12 Feb 2026 20:53 | Completed | Helen Lamb | Done | |
| 387507 | Viamed Shopify Sales Report Export (1212) | 02 Feb 2026 | 17 Feb 2026 | 15 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 06 Aug 643990 18:21 | Read | Helen Lamb |  | |
| | - 06 Aug 643990 18:07 | Read | Helen Lamb |  | |
| 384707 | Viamed Shopify Sales Report Export (1212) | 01 Jan 2026 | 08 Jan 2026 | 7 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 Jan 2026 14:21 | Completed | Helen Lamb | thanks
Done | |
| | - 06 Jan 2026 09:49 | Update | Catrin Hird | Attached | |
| 382204 | Viamed Shopify Sales Report Export (1212) | 01 Dec 2025 | 30 Dec 2025 | 29 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 30 Dec 2025 13:15 | Completed | Catrin Hird | Done | |
| | - 29 Dec 2025 14:09 | Completed | Helen Lamb | Done | |
| 379719 | Viamed Shopify Sales Report Export (1212) | 03 Nov 2025 |  | Outstanding (284 days) | Helen Lamb |
| | **History Log:** | | | | |
| | - 30 Dec 2025 08:53 | Update | Helen Lamb | bring to life | |
| | - 04 Nov 2025 10:33 | Completed | Catrin Hird | Attached and processing
Done | |
| 376759 | Viamed Shopify Sales Report Export (1212) | 01 Oct 2025 | 09 Oct 2025 | 8 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 09 Oct 2025 14:16 | Completed | Catrin Hird | Done | |
| | - 07 Oct 2025 12:05 | Completed | Helen Lamb | Done | |
| 374056 | Viamed Shopify Sales Report Export (1212) | 01 Sep 2025 | 04 Sep 2025 | 3 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 04 Sep 2025 14:45 | Completed | Catrin Hird | Done | |
| | - 04 Sep 2025 12:56 | Completed | Helen Lamb | thank you
Done | |
| 371495 | Viamed Shopify Sales Report Export (1216) | 01 Aug 2025 | 11 Aug 2025 | 10 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 11 Aug 2025 12:28 | Completed | Helen Lamb | done
Done | |
| | - 11 Aug 2025 12:28 | Completed | Helen Lamb | done
Done | |
| 371492 | Viamed Shopify Sales Report Export (1212) | 01 Aug 2025 | 11 Aug 2025 | 10 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 11 Aug 2025 12:33 | Completed | Helen Lamb | thanks
Done | |
| | - 05 Aug 2025 09:37 | <br>Next Action Changed From Catrin Hird To Helen Lamb | Catrin Hird | Attached for July 2025 | |
| 368508 | Viamed Shopify Sales Report Export (1212) | 01 Jul 2025 | 08 Jul 2025 | 7 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 07 Jul 2025 15:13 |  | Helen Lamb | thanks | |
| | - 07 Jul 2025 15:13 | Completed | Helen Lamb | thanks | |
| 365860 | Viamed Shopify Sales Report Export (1212) | 02 Jun 2025 | 19 Jun 2025 | 17 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 19 Jun 2025 13:53 |  | Helen Lamb | thanks | |
| | - 19 Jun 2025 13:53 | Completed | Helen Lamb | thanks | |
| 363013 | Viamed Shopify Sales Report Export (1212) | 01 May 2025 | 04 Jun 2025 | 34 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 29 May 2025 17:37 |  | Helen Lamb | 
 Done | |
| | - 29 May 2025 17:37 | Completed | Helen Lamb | 
 Done | |
| 360211 | Viamed Shopify Sales Report Export (1212) | 01 Apr 2025 | 15 Apr 2025 | 14 days | Helen Lamb |
| | **History Log:** | | | | |
| | - 15 Apr 2025 12:12 |  | Helen Lamb | thanks | |
| | - 15 Apr 2025 12:12 | Completed | Helen Lamb | thanks | |

### Responsibility-Only Processes (21)

*These processes represent allocated responsibilities only - no rolling task or audit is required, so they are excluded from the main report metrics and conclusion.*

- **#46:** Backup Server Status (last reviewed: 19 May 2026)
- **#7704:** Computer Failure Diagnostics (last reviewed: 26 Sep 2017)
- **#5939:** Email ISP Routing (last reviewed: 21 Oct 2017)
- **#7121:** General Computer Maintenance (last reviewed: 04 Oct 2017)
- **#50:** Guest Access Wifi (last reviewed: 25 Jun 2025)
- **#48:** Internet (last reviewed: 20 Sep 2017)
- **#7124:** Intrastats (last reviewed: 20 Sep 2017)
- **#7133:** Intrastats Contact Manager (last reviewed: Never)
- **#7128:** Intrastats Future Features needed (last reviewed: Never)
- **#7132:** Intrastats Goldmine (last reviewed: 31 Aug 2018)
- **#7131:** Intrastats Opera (last reviewed: 26 Sep 2017)
- **#7127:** Intrastats Unfinished in progress Processes (last reviewed: Never)
- **#7125:** Intrastats Urgent Problems (last reviewed: 20 Sep 2017)
- **#45:** Main Server Status (last reviewed: 28 Jul 2025)
- **#51:** Printers (last reviewed: 30 Oct 2023)
- **#5941:** Replace Main Server (last reviewed: 09 Mar 2016)
- **#7178:** Systems Innovation (last reviewed: Never)
- **#7668:** Upgrading Intrastats ISO Quality system (last reviewed: 31 Aug 2018)
- **#7702:** Vandagraph Pay Pay Issue Refund (last reviewed: 23 May 2016)
- **#5903:** Weather Station (last reviewed: 30 Jul 2026)
- **#49:** Wifi (last reviewed: 23 Jun 2026)

---


---

## Conclusion / Executive Summary

*Auto-calculated summary of findings across the report.*

### Coverage

- **1** roles reviewed
- **41** active processes reviewed
- **21** responsibility-only processes (excluded from metrics, listed per role)

### Key Risks

- **1** process(es) with 'Unacceptable' calculated risk code:
  - Process #8108: IT Controller Review
- **2** overdue rolling task(s) / audit(s) across all roles

### Overdue Reviews

- **5** process(es) not reviewed in over 24 months

### Dependency Warnings

- [IT Controller] Derek Lamb linked to 98% (40 of 41) of role processes - single point of failure risk

### Missing Audits

- **13** process(es) with no audit configured (excluding responsibility-only)

### Missing Measurable Objectives

- All processes have measurable objectives defined

### Trained Staff Coverage

- **7** process(es) with only one trained user (no backup)

### Process Maturity Overview

- **9** of 41 processes (22%) scored below 4 of 6 maturity checks

### Per-Role Risk Indicator Summary

| Role | Processes | Overdue | >24mo Review | Solo Trained | No Trained | Missing Obj | No Audit |
|------|-----------|---------|--------------|--------------|------------|-------------|----------|
| IT Controller | 41 | 2 | 5 | 7 | 0 | 0 | 13 |

---

*End of Management Review Report - Viamed*