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4.5.5 Precautions to prevent the inadvertent  acceptance of unapproved parts
4.5.5.1 Documentary evidence of compliance with an approved process will not in itself provide a guarantee against the installation of unapproved parts if the original supplier of such parts knowingly provides false information or otherwise sets out to deceive.
4.5.5.2  It is always necessary to have secondary defences in place designed to give early warning of unapproved parts prior to their release for installation. The primary defence in such cases is a strong, well-informed and alert parts ordering and receiving system which, through auditing and reports, establishes a satisfactory level of confidence in its parts suppliers and which:
a)  ensures a continual correlation between parts ordered and parts received;
b)  is alert to any unauthorized alterations to supporting documentation and to any inability of the supplier to supply the required documentation;
c)  is aware if a quoted price for the part is significantly lower than that quoted by other suppliers;
d)  is aware that delivery times are significantly shorter than those quoted by other suppliers; and
e)  is aware of parts packaging methods used by approved parts manufacturers, maintenance organizations and distributors, and can detect deviations from these methods.
4.5.5.3  Organizations, particularly approved maintenance organizations and operators, should ensure that all those staff who have routine contact with parts, including especially buyers, stores staff, mechanics and certifying staff, are fully aware of the dangers posed by unapproved parts and also the likely sources. Ample warnings should be given to such staff about accessing any unapproved parts database. Approved maintenance organizations and operators will also need to ensure that their parts suppliers are fully integrated into the reporting network, and audits will be necessary among staff at intervals to ensure that all remain vigilant to the problem.
4.5.6  Unapproved parts reporting
4.5.6.1  Systems used by end users to report to Type Certificate holders and regulatory agencies are intended to provide widespread warning of the detection of unapproved parts so that operators of similar equipment can be made aware as soon as possible. In view of the likely random appearance of unapproved parts, access to a reporting system should be easy and available at all reasonable times. It follows that publicity for the reporting system (and the programmes generally) should be widespread.
4.5.6.2  In order to obtain as much information as possible from a report of a suspected unapproved part, it is necessary to have a standardized reporting format. Information required will include part description and from where received; part and (if applicable) serial numbers; particular colours, markings, dimensions and features common to the unapproved part which distinguish it from the genuine item; and the nature of any accompanying documentation.
4.5.6.3  At any time a part is deemed to be suspect, it and any accompanying documentation should be quarantined immediately and held until the body responsible for processing the reports is satisfied that the evidence is no longer required or until the authenticity of the part has been established.
4.5.6.4 Some reports of suspected unapproved parts will eventually turn out to be false as further information becomes available in the form of supporting documentation, etc. A successful reporting system should accept such false alarms and the wasted effort they generate in the knowledge that to discourage them might eventually lead to the suppression of a genuine report.
4.5.6.5  A relatively simple database, preferably computer driven, will be required to maintain a record and allow easy processing of reports of suspected unapproved parts. The database should be capable of interrogation such that any common thread within the reports received is readily identified by keyword access. The database itself can be a dedicated system or part of a much larger general occurrence reporting system.
　
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