Fashion and jewellery buyers audit two things: can you prove what you shipped, and can you prove it again next month? The documentation set below is what turns a difficult audit into a paperwork exercise.
< 2 days
Audit prep
24 months
Records kept
< 0.5%
Claim rate
Documents an auditor asks for
| Document | Content | Retention | Owner |
|---|---|---|---|
| Bath analysis sheet | Gold, pH, temperature, date | 24 months | Chemist |
| Thickness certificate | XRF readings per batch, face and edge | 24 months | QC |
| Anti-tarnish record | Dip pH, time, refresh date | 12 months | Chemist |
| Traceability card | Batch to parts to box | 24 months | Production |
| Compliance pack | Nickel release, REACH, material declarations | Current | Owner |
Traceability by batch - the audit-proof map
| Tie point | Record | Cross-check |
|---|---|---|
| Parts in | Supplier, lot, quantity | Goods-in note |
| Batch | Rack card with times | Bath log |
| Test | Cross-hatch, XRF, visual | QC sheet |
| Packed | Box ID and count | Delivery note |
Claim prevention controls by customer type
| Customer | Main risk | Control |
|---|---|---|
| Jewellery brand | Colour consistency | Approved sample sealed per season |
| Fashion accessory | Wear-through | Thickness band agreed in writing |
| Industrial buyer | Batch-to-batch variation | Certificate with each shipment |
Watch out
Auditors follow records, not explanations. If the bath log cannot be produced within ten minutes, the audit finding is written before you finish talking.
Common mistakes and the fix
| ✗ Keep records in a personal notebook | ✓ Centralise; any auditor must be able to pull them |
| ✗ Issue thickness certificates without measurement points | ✓ State face, edge and recess values |
| ✗ Rely on memory for compliance declarations | ✓ Keep the current pack with expiry dates |
| ✗ Treat packaging as non-technical | ✓ Contact marks in packing are a common claim source |
What each role watches
| Operator | "Complete the rack card at the line, not at the end of the shift." |
| Chemist | "Sign and date every analysis; no blank fields." |
| QC | "Keep the approved colour sample sealed and dated." |
| Manager | "Run a quarterly internal audit with the same checklist the customer uses." |
From the shop floor
Case: a fashion brand audited a plating shop with a two-day notice. Because bath logs, XRF sheets and rack cards were filed by batch, the audit closed with zero findings; the previous year's audit had produced three. The difference was filing discipline, not equipment.
FAQ
How long should plating records be kept?
24 months covers most customer agreements; some brands ask for 36 months for child-related or skin-contact products.
Do we need a certificate per shipment?
For jewellery and skin-contact products, yes - per batch with measurement points stated.
What is audited most often?
Traceability from a delivered box back to a bath record. Practise pulling one batch in under ten minutes.
Where to go next
- Level guide for this trade: Gold & Precious Plating — technician levels
- Other levels: Junior, Intermediate, Senior
- Owner view: Process Overview for owners
- Supplier view: Chemistry & Supply · Find content by trade + level
Related reading in this trade