Practice tool
Supplier Regulatory Evidence Matrix
Version 1.0 · Tool & checklist
Connect supplier obligations and evidence to the supplied item and change controls.
Define the supply package
Complete the matrix for a defined item, service or product family whose configuration is controlled. Use requirement-specific evidence rather than a general request for every certificate the supplier holds.
Working record
| Supply subject | Evidence or agreement | Control question |
|---|---|---|
| Supplied object | Model, material, service or software baseline | Is scope unambiguous? |
| Applicable requirement | Citation, edition and relevant clause | Is legal status distinguished from preference? |
| Responsible party | Manufacturer, importer, supplier or purchaser | Who performs each obligation? |
| Required evidence | Report, certificate, declaration or analysis | Does the document answer the requirement? |
| Configuration match | Critical parts, revision and production source | Does evidence cover this supply? |
| Authenticity | Issuing source and verification record | Can provenance be established? |
| Lower-tier control | Flow-down and subcontract evidence | Are outsourced activities included? |
| Change notification | Subjects, route and approval responsibility | Can impact be reviewed before delivery? |
| Nonconformity | Containment and disposition route | Who may authorize a departure? |
| Retention | Record location and access arrangements | Can evidence be retrieved later? |
| Release decision | Acceptance basis and unresolved conditions | Who authorizes supply acceptance? |
Review the evidence chain
Connect manufacturer identity, model, report and delivered lot where relevant. Separate a missing document from a technical nonconformity. Record the significance of each gap and the decision needed to resolve it.
Agree on continuing responsibilities
Specify changes that require notification and the route for technical review. Identify records to be delivered and records retained at source. An authorized commercial concession cannot waive a mandatory legal requirement.
Maintain the accepted baseline
Reassess the package when source, design, process, software or regulatory conditions change. Read Building a Supplier Regulatory Evidence Package.