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Declaration of conformity: definition & important aspects for buyers
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Declaration of conformity in a nutshell:
A declaration of conformity is a legally binding document with which a manufacturer or supplier confirms that their product meets all relevant legal requirements and standards. For purchasing, it is an essential instrument for quality assurance and legal protection when procuring products and services.
Example: When supplying seat belts, an automotive supplier submits a CE declaration of conformity that confirms compliance with EU Directive 2018/858 and provides detailed evidence that all 12 safety-related test criteria in accordance with ISO 9001:2015 have been met.
Contents
What is a declaration of conformity?
A declaration of conformity is an official document in which a manufacturer or importer confirms that a product complies with the applicable legal requirements and standards. It serves as proof that the product is safe and that all relevant directives, for example those of the European Union, have been complied with. The declaration of conformity is often necessary in order to be able to legally sell products within certain markets.
Core elements of a declaration of conformity
- Product identification: Detailed description of the product, including model and type number
- Manufacturer's details: Name and address of the manufacturer or authorized representative
- Declaration of conformity: Confirmation that the product complies with all relevant directives and standards
- Legal basis: List of the specific standards and directives according to which testing was carried out
- Date and signature: Signature by an authorized person with date of issue
Importance in purchasing
The declaration of conformity is essential for purchasing to ensure that procured products comply with legal requirements and can be used or resold without hesitation. It minimizes liability risks and protects the company from legal consequences. It also contributes to quality management in purchasing and strengthens trust in the supply chain.
- Legal protection: Avoidance of violations of legal regulations through proof of product conformity
- Quality assurance: ensuring that only high-quality and safe products are procured
- Risk minimization: reduction of potential liability cases and protection of the company's reputation
Declaration of conformity: from manual documentation to digital compliance management
The declaration of conformity is a key element in the procurement process that confirms product compliance with legal requirements and standards. In practice, managing these documents has long been a challenge for companies, as manual processes were time-consuming and prone to errors. With increasing globalization and stricter regulations, the transition to digital solutions is essential to increase efficiency and minimize risk management.
Old: Manual declarations of conformity
Traditional approach: In traditional processes, declarations of conformity were physically obtained in paper form from supplier management and archived in folders. Manual collection and filing often led to delays and confusion. Finding specific documents was tedious and updating expiring certificates was easily overlooked. There was also an increased risk of data loss due to documents being damaged or misfiled. The lack of integration into digital systems made collaboration between departments difficult and impaired the ability to respond to regulatory changes.
New: Digital Compliance Management
Digital compliance management: Modern companies rely on digital platforms to manage declarations of compliance. By recording documents electronically, they can be stored centrally and accessed from anywhere. Automated workflows remind users of expiring certificates and enable them to update them in good time. The integration of artificial intelligence supports the automatic checking of documents for completeness and accuracy. This leads to a significant reduction in manual effort and minimizes compliance risks. The improved transparency and real-time availability of data also strengthen decision-making in procurement management.
Practical example: Implementation in medical technology
A medical technology company introduced a digital compliance management system to optimize the management of its suppliers' declarations of conformity. Thanks to automation, the processing time per document was reduced by 60%. The number of missing or invalid declarations of conformity fell by 80%, which significantly reduced the risk of production stoppages and legal consequences. The data analysis also made it possible to proactively identify suppliers who needed support in complying with new regulations. The investment paid for itself within a year thanks to increased efficiency and reduced quality management costs.
Conclusion on the declaration of conformity
The declaration of conformity is an indispensable tool in modern purchasing. It not only ensures the legal protection of the company, but also makes a significant contribution to quality assurance. The systematic handling of declarations of conformity, supported by digital solutions and expert personnel, will become even more important in the future. Companies that design this process efficiently and integrate it into their purchasing strategy minimize risks and create sustainable added value in the supply chain.
