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Procedure for the Review of Requests, Tenders, and Contracts for ISFCE PT Scheme

1. Purpose

This document outlines the procedure for reviewing requests, tenders, and contracts related to ISFCE’s Proficiency Testing (PT) Scheme. It ensures that all agreements are properly reviewed, documented, and meet the objectives of the PT scheme, ISO/IEC 17043, and the customer’s needs.

2. Scope

This procedure applies to all incoming requests, tenders, and contracts related to the delivery of ISFCE’s PT activities. It ensures that requirements are understood, documented, and aligned with ISFCE’s capacity to deliver.

3. Review of Requests, Tenders, and Contracts
3.1 Defining Objectives
  • Each PT scheme’s objectives are defined and reviewed to ensure they align with the customer’s needs and expectations.
  • The objectives are sufficiently documented, including details on scope, timeline, and any special requirements.

3.2 Agreement with Customer’s Needs

  • ISFCE ensures that the defined objectives are agreed upon with the customer, and that any additional customer requirements are reviewed and understood before proceeding with the PT scheme.
  • Records: All discussions, agreements, and definitions are documented and retained for future reference.
4. Capability and Resource Evaluation

4.1 Capability Assessment

Before accepting any contract, ISFCE evaluates its internal resources and capabilities to ensure it can meet the specified requirements. This includes evaluating:

  • Personnel competence.
  • Availability of equipment and technology.
  • Adequate capacity to manage the PT scheme.

4.2 Technical Appropriateness

The PT scheme is evaluated to ensure it is technically appropriate for the given field of application, and the customer’s needs are addressed in terms of the desired outcomes and results.

5. Review of Externally Provided Products and Services

  • As part of the contract review, ISFCE examines whether any externally provided products or services are required to fulfill the contract.

Criteria for External Providers: Any external services or products are reviewed to ensure they meet ISFCE’s established requirements and ISO/IEC 17043 standards.

5. Review of Externally Provided Products and Services
  • As part of the contract review, ISFCE examines whether any externally provided products or services are required to fulfill the contract.
  • Criteria for External Providers: Any external services or products are reviewed to ensure they meet ISFCE’s established requirements and ISO/IEC 17043 standards.
6. Documentation and Retention of Records

6.1 Documenting the Review

ISFCE retains detailed records of:

  • Reviews of requests, tenders, and contracts.
  • Any significant changes made during discussions with customers.
  • Pertinent discussions regarding customer requirements or PT activities.

6.2 Retention of Records

All records are retained for a minimum of 5 years, or as required by contract or law, to demonstrate compliance with review procedures.

7. Communication of Deviations

  • If there are any deviations from the contract, ISFCE promptly informs the customer of these changes and documents the deviation for future reference.
  • Deviations could include changes in timelines, deliverables, or external factors impacting the PT scheme.
8. Contract Amendments

8.1 Review of Amended Contracts

If a contract or request is amended after the PT scheme is already underway, the contract is re-reviewed to ensure ISFCE can meet the revised requirements.

8.2 Communication of Amendments

ISFCE ensures that all amendments are communicated to relevant personnel, both internal and external, involved in the delivery of the PT scheme.

8.3 Repeat Review Process

The review process is repeated for the amended contract, and all changes are documented in accordance with ISO/IEC 17043 requirements.

9. Responsibilities

  • ISFCE CEO and PT Program Coordinator are responsible for overseeing the review of requests, tenders, and contracts.
  • The Records Management Team is responsible for retaining all documentation related to contract reviews, amendments, and customer communications.

10. Review and Approval
This procedure is reviewed annually by the ISFCE management team to ensure continued compliance with ISO/IEC 17043 and customer requirements.