Blog
How to resolve non-conformity reports with QMS
Solution Consultant - Presales, AODocs · Apr 18, 2023 · Updated Oct 6, 2026
How many engineers does it take to change a lightbulb validate a Non-Conformity Report (NCR)? My AODocs colleague, Maxime, was once working on a project that required 17 different construction engineers to validate one NCR. Think about that for a moment.
Because of the engineering mix needed for this construction project, which included specialties like mechanical, hydraulic, electrical, and materials engineers, there were a lot of validations needed from a lot of different engineers and subcontractors. Maxime said it took months upon months to get those 17 validations, and that delayed the entire project at a very high cost.
While we can’t reduce the number of people who need to validate an NCR, what we can do is show you how to make the NCR validation process more efficient.
But how can we do that? The validation of just one NCR is complex and can be time-consuming. When you add to it the uncertainty of who has to sign off on what, and chasing each approver for their signature, a single NCR can take months to get closed. Now, think about all of the possible NCRs that could stem from one project – there could be a lot of them, each with similar sign-off needs.
Multiple projects can each involve several NCRs and reviewers. A useful workflow makes responsibility, disposition evidence and required approvals visible. That organization can support timely review, but does not establish compliance or a fixed closure time.
It’s not just construction projects, of course. There are many industries where Non-Conformity Reports can cause problems, like with Life Sciences, Manufacturing, Automotive SMS, and even Food and Beverages. Each of these could then benefit from a better approach to handling these NCRs, that minimizes inefficiencies, and reduces project delays.
I’m going to offer a solution to this problem, but first, let’s take a moment to talk about what Non-Conformity Reports are and what the impact of them can be on your projects.
What is a Non-Conformity Report?
In general terms, a non-conformity report can include everything from your company’s own internal procedures, the requirements of the client, as well as regulatory oversight. When any of these is out of alignment with what is needed, that results in a non-conformity.
Nonconformities may be classified as minor or major under the applicable audit or certification scheme. When using ISO 9001, confirm the applicable assessment and classification criteria.
A nonconformity is a failure to meet an applicable requirement; a minor classification does not mean that no requirement was violated. Record the requirement and objective evidence, then apply the classification criteria used by the relevant audit or certification scheme.
The classification should guide the response, not replace investigation. If the Quality Management System (QMS) has an unmet requirement, record the issue, agree on disposition and assess whether corrective action is needed to address the cause. Keep decisions and evidence with the report.
Resolve Non-Conformity with QMS
I would suggest that you look at a software solution for QMS. Look for clear ownership, evidence capture and defined review routing. Automation can support those steps, but closure time depends on the issue, required work and reviewers.
If your organization uses Google Drive and Google Workspace, assess how a QMS solution fits employees’ document and approval tasks. Verify intended integrations and access rules.
When evaluating AODocs for QMS, test configured document permissions and approval workflow for intended use. Check what evidence is retained and how pending reviews are surfaced. Access settings and reminders do not make every activity compliant or keep an organization audit-ready at all times.
For a Google Workspace deployment, verify which editing and review tasks are supported in the selected configuration. If evaluating the AODocs Mobile App, confirm current availability, supported tasks and access requirements. Test mobile review and approval rather than assuming every desktop activity is available on a connected device.
No matter which solution you choose, be sure to choose one that can mitigate non-conformity while also enhancing usability and efficiency.
Frequently asked questions
What information should an NCR approval workflow capture?
An NCR approval workflow should capture the unmet requirement, supporting evidence, affected work, assigned owner and decision history. Define who can approve the proposed disposition and what follow-up is needed. Keeping that information with the report reduces ambiguity when multiple disciplines must review the same nonconformity.
How do you fix a non-conformance?
Fix a non-conformance by addressing the detected issue, recording the agreed disposition and assigning responsibility for the work. Then assess whether corrective action is needed to address its cause and prevent recurrence. An NCR workflow should distinguish those decisions and their evidence; fixing the immediate defect does not establish that the cause has been addressed.
What should teams check before closing a nonconformity report?
Before closing a nonconformity report, teams should check that the agreed disposition was completed, required approvals are recorded and supporting evidence is available. If corrective action was needed, retain its ownership and follow-up criteria. Closing the report should reflect the completed work, not merely the arrival of the last signature.
