# MarineLink Solutions — ISO 9001 preparation pack

Document: QMS-DRAFT-001 | Revision: 0.3 | Updated: 7 October 2026
Status: DRAFT — awaiting signature by the approver.
Owner / approver: David Machpee, Quality Manager. Signature and approval date: pending.

This is a preparation aid, not a certificate, a completed gap assessment, or the ISO standard. No ISO 9001 certification has been evidenced. Obtain the current licensed standard and agree the applicable edition and audit scope with an accredited certification body. ISO currently lists ISO 9001:2026: https://www.iso.org/standard/9001

## Proposed scope — confirm before approval

Enquiry review, sourcing, purchasing, inspection, quotation, supply and delivery coordination of marine and industrial engine spare parts from MarineLink Solutions in Cork, Ireland. Confirm actual sites, outsourced activities, and applicability of every requirement; do not exclude activities without documented justification.

## Draft quality policy — MarineLink Solutions

MarineLink Solutions commits to:
- Confirm customer requirements (engine identity, part numbers, quantity, documentation, delivery destination) before accepting an order.
- Physically inspect every part on arrival at our warehouse. The Quality Manager checks each delivery against the order before release; no part leaves for a customer unchecked.
- Complete every order, and resolve every complaint, within a maximum of 30 days.
- Keep records of every quote, order, inspection and complaint in fin-books and email, so each order is traceable.
- Quarantine incorrect, damaged or suspect parts, investigate the cause and verify the corrective action works.
- Meet applicable customer, statutory and regulatory requirements and continually improve through audits and management reviews.

Approved by: David Machpee, Quality Manager — Signature: ____________ Date: ____________

## Current processes

| Process | How it works today | Responsible | Record kept in |
| --- | --- | --- | --- |
| Enquiry and quote | Request received via website, email or WhatsApp; part numbers confirmed | Sales | fin-books, email |
| Goods-in inspection | Physical check of every part on arrival at the warehouse against the order | David Machpee, Quality Manager | fin-books, email |
| Release and dispatch | Only inspected parts released to the customer | David Machpee, Quality Manager | fin-books, email |
| Complaints | Logged, investigated and closed within 30 days max | David Machpee, Quality Manager | fin-books, email |

## Preparation register

Every item below starts NOT ASSESSED. For each, record owner, due date, evidence reference, status and reviewer. A checked item alone does not establish compliance.

| Workstream | Evidence to prepare | Initial status |
| --- | --- | --- |
| Context and scope | Sites and activities, interested parties, applicable obligations, climate-change relevance and supply-chain risks | Not assessed |
| Leadership | Quality Manager appointed (David Machpee); policy signature pending | In progress |
| Risks and objectives | Risk register, actions, measurable objectives and review dates | Not assessed |
| People and documents | Competence records, training, controlled document register, revisions, access and retention rules | Not assessed |
| Customer and order review | Confirmed part numbers, engine serial/model, quantities, agreed specification and delivery requirements, approved changes | Not assessed |
| Supplier approval | Selection criteria, approval records, supplier performance and authenticity evidence | Not assessed |
| Inspection and traceability | Goods-in physical check by Quality Manager in place — written check record to add. Receiving checks, part/lot/serial records where relevant, inspection equipment controls where needed, release authorisation | In progress |
| Packing and delivery | Preservation, packing checks, dispatch documents and delivery evidence | Not assessed |
| Complaints and nonconformities | Issue register, containment, root cause, corrective action and effectiveness checks | Not assessed |
| Performance | Customer feedback, delivery performance, errors and complaint trends | Not assessed |
| Internal audit | Audit plan, competent impartial auditors, findings and follow-up evidence | Not assessed |
| Management review | Review inputs, decisions, actions, resources and recorded minutes | Not assessed |
| External certification | Accredited certification body, agreed scope/edition, stage 1 and stage 2 audits and closure of findings | Not assessed |

## Measurement definitions and targets

- Order completion: orders completed within 30 days / orders received. Target: 100%.
- Order accuracy: orders without confirmed part/quantity errors / orders completed.
- Enquiry response: time from receiving an enquiry to the first substantive response.
- Complaint resolution: time from recording a complaint to confirmed resolution. Target: 30 days maximum.
- Goods-in inspection: deliveries inspected before release / deliveries received. Target: 100%.
- Corrective action effectiveness: completed actions reviewed for recurrence and effectiveness.

For each measure define the data source, responsible person, reporting period, baseline and approved target. Do not report estimated values as measured results.

## Starter record templates

Document register: ID | title | revision | owner | approver | approval date | review date | storage reference.

Supplier assessment: supplier | supplied scope | selection evidence | authenticity checks | delivery/quality history | decision | assessor | review date.

Order check: enquiry/order reference | customer requirements | engine identity | part/quantity | supplier evidence | receiving check | release approver | packing/dispatch | delivery evidence.

Complaint/corrective action: reference | received date | order | issue | immediate containment | cause | action | owner | due date | effectiveness evidence | closure approval.

Risk register: issue | affected process | likelihood/impact method | existing controls | proposed action | owner | review date | result.

Audit record: process | criteria | auditor | date | sampled evidence | finding | action owner | due date | closure evidence.

Management review: date | attendees | performance | feedback | audit findings | supplier results | risks | resources | decisions | actions | owners | due dates.

## How certification would be obtained

ISO does not issue certificates — it only publishes the standard. Certificates are issued by independent certification bodies (registrars) that have themselves been assessed by a national accreditation board. In Ireland that board is INAB, whose directory of accredited management-systems certifiers is public: https://www.inab.ie/inab-directory/certification-bodies/management-systems-certification/

Bodies that work in Ireland and could audit MarineLink: NSAI (Ireland's national standards body), SGS Ireland, BSI, Bureau Veritas, LRQA, DNV, TÜV and Intertek. Confirm the body is accredited for ISO 9001 in INAB's directory before agreeing a date, and ask larger customers or classification societies whether they expect a particular accreditation mark.

Two-stage assessment:

1. **Stage 1 — document review.** The certifier examines the documented scope, quality policy, objectives and records, confirms the standard edition and scope, and states whether the system is ready to be audited.
2. **Stage 2 — on-site audit.** The auditor works through the warehouse and order records, checks the system operates as documented, and raises findings. Findings must be closed before a certificate is issued.

A certificate then runs on a three-year cycle with a yearly surveillance visit and a re-assessment at the end. Certifiers quote for the whole cycle, so obtaining quotes from two or three bodies is normal. Certification can only be claimed once a valid certificate has been issued for the stated scope.

## Next steps

1. Quality lead appointed (David Machpee). Confirm the scope and sign the policy.
2. Obtain the current standard and complete a requirement-by-requirement gap assessment with qualified support.
3. Approve the policy, responsibilities and objectives; implement procedures and collect real records.
4. Perform an internal audit and management review, and resolve identified gaps.
5. Request quotes from two or three INAB-accredited certification bodies (see above), agree the edition and scope, then complete Stage 1 and Stage 2. Certification can only be claimed after a valid certificate is issued for the stated scope.

Website forms and order records can support evidence collection but do not constitute a complete quality management system. This pack does not create an automated complaint, audit or document-control system.