RJC Certification Audit: 9 Preparation Tips
Getting ready for your RJC certification audit? Here's what you need to know:
RJC certification shows you're committed to ethical practices in the jewelry industry. It's not just a badge - it's a business boost.
9 key steps to prep for your audit:
- Learn RJC standards
- Do a self-assessment
- Organize your documents
- Train your staff
- Fix any issues
- Use RJC resources
- Consider a practice audit
- Check your supply chain
- Get ready for audit day
Why bother? RJC certification:
- Builds customer trust
- Opens doors to new business
- Shows you're an industry leader
- Helps you spot and fix problems early
- Improves your processes
| Benefit | What It Means |
|---|---|
| Trust | Customers prefer ethical businesses |
| More Business | Some retailers only work with RJC-certified suppliers |
| Stand Out | Show leadership in responsible jewelry |
| Avoid Problems | Catch issues before they grow |
| Work Smarter | Improve processes while doing right |
Remember: RJC certification isn't just paperwork. It's a way to run a better, more ethical jewelry business.
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RJC Certification Process Basics
Getting RJC certified isn't easy. It's a detailed process that takes time. Here's the breakdown:
Certification Timeline
The RJC certification journey usually takes about a month. Here's what happens:
1. Self-assessment
You start by using the RJC self-assessment workbook to check how well you meet their standards.
2. Certification audit
An RJC-accredited auditor checks your business practices and supply chain.
3. Reporting
The auditor writes up their findings. This report is crucial for the RJC's decision.
4. Certification decision
The RJC reviews the audit report and decides. If you pass, you're RJC certified.
5. Ongoing reviews
You'll need mid-term reviews and surveillance audits to keep your certification.
Key Points to Remember
- You must be an RJC member before getting certified.
- Audit length depends on your business size and complexity.
- Non-compliance issues are labeled minor or major. Critical issues? Fix them in 4 weeks.
- Certification lasts 3 years.
- Certified members get an RJC number and are listed on the RJC website.
Learn RJC Standards
To ace your RJC certification audit, you need to know the standards like the back of your hand. Here's the lowdown:
Code of Practices and Chain of Custody
RJC has two main standards:
- Code of Practices (COP) This is the big kahuna. It covers business ethics, human rights, social and environmental performance. ALL RJC members must get certified within two years of joining.
- Chain of Custody (CoC) This one's optional, but don't sleep on it. It's all about tracking materials and responsible sourcing, mainly for gold and platinum group metals.
Key Focus Areas
When you're hitting the books, zero in on these topics:
| Topic | What's the Deal? |
|---|---|
| Business Basics | Financial accounts, anti-bribery, anti-money laundering |
| Human Rights | No child labor, no forced labor |
| Labor Rights | Safe work, fair pay |
| Environment | Managing waste, watching energy use |
| Supply Chain | Due diligence, conflict-free sourcing |
Pro Tip: Grab the RJC's self-assessment workbook. It's like a cheat sheet for finding your weak spots.
2. Do a Self-Assessment
Self-assessment is crucial for your RJC certification audit. It helps you catch and fix issues before the auditors show up. Here's how to nail it:
Using the Self-Assessment Workbook
The RJC's Self-Assessment Workbook is your go-to tool. Here's the scoop:
- Available in 6 languages
- Evaluates your performance against the RJC Code of Practices (COP)
- Includes extra guidance on COP requirements
"The new self-assessment is much more streamlined and to the point, with examples of compliance that really help smaller companies like ours", says Olivier Duran from Dany Avlas Diamonds, an RJC Member.
To use it:
- Download from the RJC website
- Answer questions honestly
- Use the corrective action template for issues
Finding Compliance Gaps
You'll likely spot areas where you're not fully compliant. Don't sweat it - that's why you're doing this.
Here's how to tackle compliance gaps:
- Identify them
- Prioritize high-risk areas
- Make an action plan
- Set deadlines
- Assign responsibility
| Gap Severity | Action Needed | Timeframe |
|---|---|---|
| High | Immediate fix | 1-2 weeks |
| Medium | Plan and implement | 1-2 months |
| Low | Address before audit | 3-6 months |
The goal? Show progress and commitment to improvement, not perfection.
"This is just another step we've taken to help our members achieve their RJC certification goals", says Chinelo Etiaba, Director of Membership Services at RJC.
3. Organize Your Documents
Getting your documents in order is crucial for your RJC certification audit. Here's how to do it right:
Documents Needed for Audit
Have these ready:
- Inventory records
- Purchase invoices
- Sales receipts
- Annual physical inventory list
- Staff training records
- Supply chain documentation
Store these in a fireproof container with an off-site backup.
Keeping Records Up-to-Date
Stay on top of your paperwork:
1. Use a consistent labeling system for all inventory.
2. Keep an accurate inventory log. A simple spreadsheet works:
| SKU | Description | Quantity | Location | Cost | Notes |
|---|---|---|---|---|---|
| 001 | Gold Ring | 5 | Safe A | $500 | - |
| 002 | Diamond | 10 | Safe B | $1000 | 1 carat |
3. Do regular stocktakes. STS Jewels Inc., an RJC member, does this quarterly.
4. Train staff on record-keeping and your inventory system.
5. Update records in real-time. Don't let it pile up.
6. Use consistent measurement units across all records.
4. Train Your Staff
Getting your team ready for RJC certification is crucial. Here's how to do it right:
Teaching Staff About RJC Standards
Organize workshops covering the RJC Code of Practices (CoP) and Chain of Custody (CoC) standards. Use RJC's guidance docs and toolkits as your go-to resources.
Focus on the big three: business ethics, human rights, and social/environmental performance. But don't stop there. Make sure each employee knows their specific role in the certification process.
And remember: RJC standards can change. Keep your team in the loop with regular updates.
Practice Audits
Want your staff to ace the real audit? Run mock audits. Here's how:
- Schedule monthly drills leading up to certification
- Switch up roles - let everyone play auditor and auditee
- Use real-world scenarios your business might face
- After each practice run, talk about what needs work
- Have your team practice explaining key docs to auditors
"Staff education on RJC standards is crucial for compliance and effective audit preparation", says the RJC.
They're right. Solid training is your ticket to smooth sailing through certification.
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5. Fix Any Issues
After your self-assessment, you'll likely spot areas that need work. Here's how to tackle them:
Fixing Non-Compliance
Found some problems? Don't panic. Here's what to do:
- Start with the big stuff. The RJC gives you 4 weeks to fix critical issues.
- Make a list. Write down everything that's not up to snuff, from major to minor.
- Set some deadlines. Give yourself enough time to fix each issue before the audit.
- Divide and conquer. Make sure everyone knows what they're responsible for fixing.
- Keep records. Document all your improvements. Auditors love paperwork.
Making Action Plans
Want to stay on track? Try this:
- Use the RJC Code of Practices as your guide. It covers all the important stuff.
- Be specific. Don't just say "improve supply chain". Say "verify all suppliers' RJC compliance by June 1st".
- Set goals you can measure. Like "Cut water use by 15% this quarter".
- Check in often. Have weekly meetings to see how you're doing.
- Be ready for questions. Auditors might ask about your plans during certification.
"The average price of non-compliance is 2.71 times higher than that of compliance."
Our research shows it's cheaper to fix issues now than pay for them later.
The RJC audit team will check how well you've put their standards into practice. Good action plans show you're serious about meeting RJC requirements.
6. Use RJC Resources
The Responsible Jewellery Council (RJC) has your back with a ton of resources. Here's how to make them work for you:
Workshops and Webinars
RJC runs live webinars that cover:
- Implementing their standards
- Audit prep
- Deep dives into specific provisions
Pro tip: These sessions are your chance to grill RJC experts. Got questions about self-assessment or the Code of Practices? Fire away!
Online Guides and Tools
RJC's online toolkit is always open:
| Resource | What It Is | Where to Find It |
|---|---|---|
| How-to Videos | Quick guides on specific topics | RJC's YouTube |
| Webinar Recordings | Missed a live session? No problem | RJC's YouTube |
| Practical Tools | Templates to help you nail the standards | RJC website |
| Guidebooks | In-depth guides for all RJC standards | RJC website |
Don't miss: The RJC Self-assessment Tool. It's your roadmap to figuring out where you stand and what you need to do before your audit.
Check out the featured provisions section too. It's packed with videos, tools, and guides for specific provisions (COP 06, 07, 12, 14 & 28).
These resources aren't just fluff. They've helped real businesses get certified:
"Assheton Carter and the TDI team were a game-changer for us. They helped us become the first mine ever to get Chain of Custody certification. That's kept our luxury brand relationships strong and our business growing, even when times got tough." - Daniela Colaiacovo, CEO of Goldlake Group.
7. Consider a Practice Audit
Think of a practice audit as a dress rehearsal for your RJC certification. It's your chance to spot and fix issues before the real deal.
Picking Your Auditor
Look for these key things when choosing an auditor:
- RJC accreditation
- Jewelry industry know-how
- Good reviews from other RJC members
What to Expect
A practice audit is like a mini-version of the official one:
1. Document check
They'll review your self-assessment and supporting docs.
2. Facility tour
The auditor will walk through your premises.
3. Team Q&A
Your staff gets to practice answering audit questions.
4. Feedback
You'll get a report on what's good and what needs work.
| Benefit | How It Helps |
|---|---|
| Finds weak spots | Shows where you're falling short of RJC standards |
| Eases nerves | Gets your team used to being audited |
| Boosts prep | Gives you time to fix issues |
| Shows commitment | Proves you're serious about certification |
Michael Rae, RJC Chief Executive, puts it this way:
"All RJC members have joined the RJC knowing that independent third-party auditing, leading to certification, was a central tenet of the RJC system's credibility."
A practice audit is an investment in your certification success. It's worth the time and effort.
8. Check Your Supply Chain
Your supply chain is crucial for RJC certification. Here's how to get your suppliers on board:
Talk to Your Suppliers
Open up those lines of communication. Your suppliers need to know about RJC standards and why they're a big deal.
- Send out clear RJC guidelines
- Set up meetings to discuss needed changes
- Offer help to get them compliant
Check Supplier Compliance
Don't just take their word for it. Make sure your suppliers are walking the walk:
1. Conduct audits
Regular checks catch problems early. Don't wait for issues to snowball.
2. Ask for proof
Get those documents showing they're meeting RJC standards. Paper trails matter.
3. Use RJC tools
The RJC's got your back with guidance and assessment tools. Use them.
| Compliance Area | What to Check |
|---|---|
| Business ethics | Anti-corruption policies, fair pricing |
| Human rights | Labor practices, workplace safety |
| Environmental | Waste management, energy use |
| Product integrity | Material sourcing, quality control |
Your certification? It's only as strong as your weakest supplier. The RJC puts it plainly:
"Certification against the RJC Code of Practices is compulsory for all RJC Commercial Members within two years of joining."
So, get your supply chain in shape. It's not just about you - it's about the whole team.
9. Get Ready for Audit Day
It's showtime. Here's how to nail your audit:
Plan the Audit Schedule
Map out your day:
1. Create a detailed plan
List objectives, scope, and timelines. Include a document checklist.
2. Share early
Send the plan to everyone involved ASAP. This gives time to:
- File loose records
- Tidy workspaces
- Make minor tweaks
3. Document check
Have staff double-check files for the latest versions.
4. Organize smartly
When auditors ask for records, give them ONLY what they need. Don't dump entire folders on them.
Prepare Staff for Questions
Audits can be scary. Help your team feel ready:
1. Practice sessions
Run through potential questions with managers and experts. It builds confidence and gets everyone on the same page.
2. Clear communication
Teach staff to:
- Give short answers
- Not guess
- Ask for clarity if needed
3. Stay professional
Keep it courteous. No debates in front of auditors.
4. Use prepared narratives
Create clear descriptions of how you meet compliance requirements. Bring copies as reference.
| Do's | Don'ts |
|---|---|
| Answer directly | Ramble on |
| Ask for clarity | Guess |
| Use prepared narratives | Argue with auditors |
| Stay professional | Get too friendly |
Auditors aren't out to get you. They're here to evaluate and help you improve. With good prep, you can turn the audit from a scary task into a useful exercise.
"Preparation and practice will allow teams to enter the audit interview with a high level of confidence to articulate how your compliance program meets compliance to the NERC requirements." - Earl Shockley, former senior executive with NERC
Conclusion
Getting ready for RJC certification doesn't have to be a headache. Here's a quick rundown of the main steps:
- Know the rules
- Check yourself
- Get your paperwork in order
- Train your team
- Fix any problems
- Use RJC's help
- Do a practice run
- Check your suppliers
- Be ready for audit day
Why bother with certification? It's not just for show:
| Benefit | What It Means |
|---|---|
| Trust | Customers like ethical businesses |
| More Business | Some retailers only work with RJC-certified suppliers |
| Stand Out | Show you're a leader in responsible jewelry |
| Avoid Problems | Spot issues before they become big deals |
| Work Smarter | Improve your processes while doing the right thing |
Real companies see real results. Henig Diamonds overhauled their policies during prep and scored a three-year certification. It's proof that the process can make your business better.
"The RJC standard drives positive change through the entire jewelry supply chain." - Bernard Fornas, Cartier President and CEO
RJC certification isn't just a fancy piece of paper. It's a way to build trust, open doors, and run a tighter ship. And in today's market, that's worth its weight in gold.
FAQs
What does RJC mean on a ring?
RJC stands for Responsible Jewellery Council. It's a certification that shows a company follows ethical practices in making or selling jewelry.
Here's what RJC means for your ring:
| Aspect | Meaning |
|---|---|
| Sourcing | Ethical material sources |
| Labor | Fair work conditions |
| Environment | Less environmental impact |
| Quality | Meets industry standards |
To get RJC certified, companies must:
- Join the RJC
- Get certified within 2 years
- Pass third-party audits
- Follow strict ethics guidelines
Buying an RJC-certified ring? You're getting jewelry from a company that cares about responsibility - from the mine to your finger.
RJC certification covers the whole supply chain. It's not just about the ring you wear, but how it got there.