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Record a Validation

When to Use This

After completing a validation, record your findings in RTOSafe. This creates an audit trail and automatically updates your 5-year validation program.

Before You Start

  • Have your findings ready (what you observed, any issues found)
  • Have any supporting documents as PDF files

For Scheduled Validations

Most validations are already scheduled in your Validation Program. To record findings:

1

Open the validation

Go to Validation Program and find the session containing the unit you validated. Click the unit code to open the validation details.

Units show a green tick once completed. Grey units are still pending.

2

Edit the validation

Select Edit Validation. This button only appears when the session date has passed.

3

Record your findings

  • Set the status to Completed (or In Progress if you’re not finished)
  • Enter your findings — what you observed during the validation
  • Add any required actions to address issues found
  • Attach supporting documents (PDF files only)
4

Save

Select Save. The validation now shows as complete in your program.

For Unscheduled Validations

If you completed a validation that wasn’t in your program, you can add it manually:

  1. Go to Scope and find the unit
  2. Select Record Validation from the unit’s actions
  3. Enter the session details and findings
  4. Save the validation

What Happens Next

  • The unit’s next validation date is recalculated based on its risk level
  • Your 5-year validation program updates automatically
  • You can link findings to continuous improvement initiatives from the validation details page

Common Issues

Edit Validation button missing

The session date is in the future — you can only record once the date has passed

Can't mark as complete

Findings are required — add what you observed during the validation

Unit not in the program

Use the manual method above, or set a risk level so it appears in future programs

Validation Program Track Renewals