IECEx OD 314-5
Edition 2.1

2023-10IECEx
OPERATIONAL DOCUMENT

IEC System for Certification to Standards Relating to Equipment for Use in
Explosive Atmospheres (IECEx System)

IECEx OD 315-5:2023

IECEx Certified service facilities scheme –Part 5: Repair, overhaul and reclamation of Ex equipment –Quality management system requirements for IECEx service facilities
involved in the repair, overhaul and reclamation of Ex equipment

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IECEx OD 314-5
Edition 2.1

2023-10IECEx
OPERATIONAL DOCUMENT

IEC System for Certification to Standards Relating to Equipment for Use in
Explosive Atmospheres (IECEx System)
IECEx Certified service facilities scheme –Part 5: Repair, overhaul and reclamation of Ex equipment –Quality management system requirements for IECEx service facilities
involved in the repair, overhaul and reclamation of Ex equipment

INTERNATIONAL
ELECTROTECHNICALCOMMISSION

–2–

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)

CONTENTSFOREWORD......................................................................................................................... 3
INTRODUCTION ................................................................................................................... 4
1

General ......................................................................................................................... 5

2

Definitions ..................................................................................................................... 53

Application .................................................................................................................... 5

3.1
Documentation requirements ................................................................................. 6
3.1.1
General ......................................................................................................... 6
3.1.2
Records ......................................................................................................... 6
3.2
Management responsibility .................................................................................... 6
3.3
Resource management .......................................................................................... 7
3.4
Product realization ................................................................................................ 7
3.5
Measurement, analysis and improvement .............................................................. 7
3.5.1
Planning ........................................................................................................ 7
3.5.2
Customer satisfaction ..................................................................................... 7
3.5.3
Internal audit .................................................................................................. 7
3.5.4
Monitoring and measurement of processes ..................................................... 8
3.5.5
Monitoring and measurement of product ......................................................... 8
3.5.6
Control of non-conforming product .................................................................. 8
3.5.7
Analysis of data ............................................................................................. 8
3.5.8
Improvement .................................................................................................. 8
3.5.9
Corrective action ............................................................................................ 8
4
Preliminary requirements for ExCB assessment of service facilities ................................ 95

Preliminary visit (optional) .............................................................................................. 9

6

ExCB auditor expertise .................................................................................................. 97

On-site assessment ....................................................................................................... 9

8

Process assessment by ExCBs ...................................................................................... 9
8.1
8.2
8.3
8.4
8.5
8.6
8.7

Compliance with IECEx OD 315-5 ......................................................................... 9
Use of subcontractors ........................................................................................... 9
Assessment of personnel competencies .............................................................. 10
Records .............................................................................................................. 10
Marking ............................................................................................................... 10
Dimensional checks ............................................................................................ 10
Conditions for Ex equipment release .................................................................... 11

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)–3–INTERNATIONAL ELECTROTECHNICAL COMMISSION____________
IECEx Operational Document 314-5 –IECEx Certified service facilities scheme –Part 5: Repair, overhaul and reclamation of Ex equipment –Quality management system requirements for IECEx service facilities
involved in the repair, overhaul and reclamation of Ex equipment
FOREWORD
This operational document OD 314-5 sets out the quality management system (QMS)
requirements for service facilities engaged in the repair, overhaul and reclamation of Ex
equipment and the guidance on the assessment of a service facility’s management system by
an ExCB, approved to operate under the IECEx Certified service facilities scheme.
A listing of currently approved ExCBs is maintained on the IECEx website www.iecex.com.
Document history
Date

Summary

2013-03

This original issue Edition 1.0 of OD 314-5 supersedes OD 014 version 2 in part andrepresents the application of a new numbering system.

2019-10

Edition 1.1
Revision of Clauses 3 and 3.5.3

2021-01

Edition 1.2
Revision of Clause 8.2, correction of Clause 3.5.3 and update of ISO 9001:2015
clause references

2021-12

Edition 2.0
Revision to align with IEC 60079-19:2019 (Edition 4.0) requirements

2023-10

Edition 2.1
Published as recommended by ExSFC WG5, endorsed by the ExSFC and approvedby the ExMC via Decision 2023/32

Address:
IECEx Secretariat c/o IEC Sydney OfficeAngel Place, Office 1721, Level 17
123 Pitt Street
Sydney, NSW 2000
Australia
Contact details:
Tel: +61 2 4628 4690
info@iecex.com
www.iecex.com

–4–

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)

INTRODUCTION
This operational document (OD) is supplementary to the operational manuals and procedures
operated by IECEx certification bodies (ExCBs), approved by the IECEx management
committee (ExMC) to issue IECEx certificates of conformity to service facilities involved in the
repair, overhaul and reclamation of Ex equipment.
The IECEx Certified service facilities scheme is modelled on the IECEx certificate of conformity
scheme which is an ISO Type 5 certification system.
The purpose of the OD is to ensure that each ExCB, accepted by ExMC for the purposes of
issuing IECEx certified service facility certificates, processes applications from Ex equipment
repair, overhaul and reclamation service facilities with the same approach and technical/
management requirements, known as certifying the IECEx way.
The preparation of this OD has been done so with the aim of alignment with various ISO/IEC
International Standards and Guides, including but not limited to the following publications. At
the time of publication, the referenced documents were valid and available as published. Where
the reference is undated or where no edition for a referenced document is specified, the latest
currently published version shall apply. This OD is to be implemented immediately upon
publication.
IEC 60079-19:2019 (Edition 4.0), Explosive atmospheres – Part 19: Equipment repair, overhaul
and reclamation
IEC 60034-23, Rotating electrical machines - Part 23: Repair, overhaul and reclamation
ISO 9001:2015 (Edition 5.0), Quality management systems – requirements
ISO/IEC 17000, Conformity assessment – Vocabulary and general principles
ISO/IEC 17011, Conformity assessment – General requirements for accreditation bodies
accrediting conformity assessment bodies
ISO/IEC 17021, Conformity assessment – Requirements for bodies providing audit andcertification of management systems
ISO/IEC 17065, Conformity assessment – Requirements for bodies certifying products,
processes and services
ISO 19011, Guidelines for auditing management systems
ISO Guide 27, Guidelines for corrective action to be taken by a certification body in the eventof misuse of its mark of conformity
ISO Guide 28, Conformity assessment – Guidance on a third-party certification system forproducts
ISO Guide 53, Conformity assessment – Guidance on the use of an organization's quality
management system in product certification
This procedure often refers to IECEx OD 025, Guidelines on the management of assessment
and surveillance programmes for the assessment of manufacturer’s quality system, in
accordance with the IECEx scheme.
Although this Scheme relates to service facilities, many of the elements of IECEx OD 025 areapplicable, as such this document is applicable at a number of steps in this procedure.

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)–5–Quality management system requirements for IECEx service facilities
involved in the repair, overhaul and reclamation of Ex equipment
1

GeneralThis operational document (OD) defines the quality management system (QMS) requirementsthat a service facility shall conform to in order to gain and maintain IECEx certification as an
IECEx certified service facility, involved in repair, overhaul and reclamation of Ex equipment. It
also defines the requirements for IECEx certification bodies (ExCBs), approved by the IECEx
management committee (ExMC) to issue IECEx certificates of conformity to service facilities
concerning the assessment of service facilities for their compliance to these requirements.
These requirements also form the basis of surveillance of IECEx certified service facilities by
ExCBs.
While certification of the QMS to relevant standards is not a requirement of the IECEx scheme,a service facility with this may benefit in assisting them to meet the requirements of this OD.
In using ISO 9001:2015 as the basis for this OD, the following requirements replace, add to or
are more specific than those required by ISO 9001:2015. The clause references used in thisOD have been adopted from ISO 9001:2015 as the most current standard.

2

Definitions

2.1
service facility
refer to IEC 60079-19:2019, Clause 3.20
NOTE 1 to entry: Service facility is a term used by IECEx and in the context of this OD 314-5 shall include anorganization that carries out or controls such stages in repair, overhaul and reclamation service facility, as required by
IEC 60079-19:2019.
NOTE 2 to entry: A service facility may have restrictions on the type of equipment, Ex types of protection, ratingsand size which will be covered by their limitation of scope.

2.2
Ex equipment
refer to IEC 60079-0, Clause 3.37

3Application

This OD shall be applied by ExCBs, approved by the ExMC to issue IECEx service facility
certificates.
The QMS requirements below are based on the relevant requirements of ISO 9001:2015.
ExCBs shall manage their QMS auditing, for the IECEx certified service facilities programmeusing IECEx OD 025 as a basis, which covers:•

Audit planning•

Auditor competence•

Duration for surveillance audits•

Audit reporting•

Others–6–

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)Ongoing certification maintenance by the ExCB issuing the IECEx service facility certificate
shall consist of the following:a) Surveillance – On-site surveillance audits conducted at not more than 12 monthly intervals,
for which a FAR shall be issued in accordance with IECEx OD 313-5 (this is a shorter
duration than specified in IECEx OD 025 and considered necessary given the criticality of
Ex repair, overhaul and reclamation procedures). A longer duration is permitted only if all
the criteria of IECEx 03-5, Clause 9.6 are met. The most important of these criteria is thatthe repair facility is also a manufacturer and is only repairing their own certified products.
b) Re-assessment – Conducted in a period not exceeding 3 years and shall include the full
review of a service facility’s documented procedures.
3.1 Documentation requirements
3.1.1

GeneralThe Ex service facility shall develop a QMS to establish verification of the repair/overhaul
processes to the requirements of IEC 60079-19:2019 and IECEx OD 315-5, which includes
additional specific information relating to IEC 60079-19:2019. In particular, prior to
implementation of any changes to workshop practices, processes or materials, the Ex service
facility shall assess such changes for ongoing compliance with IECEx OD 315-5 and advise the
ExCB where such changes may impact on compliance with IECEx OD 315-5.
When the Ex equipment being overhauled and repaired includes rotating electric machines, theservice facility shall develop their QMS to establish verification of the repair/overhaul processes
to the requirements of IEC 60034-23:2019 as required by IEC 60079-19:2019, Clause 4.3.6.1
The service facility shall identify and record the range of test and measurement capabilities andlimitations in accordance with IEC 60079-19:2019, Clause 4.3.2.1 c).
Any “off-site” repair or overhaul performed by the service facility requires documented
procedures and/or work instructions and shall be defined in their scope of IECEx certified
service facility certification in accordance with IEC 60079-19:2019, Clause 4.3.2.1 p).
During the surveillance audits, ExCBs are required to assess identified changes.
NOTE

National regulations may require certain records to be kept for a minimum period from the date of delivery.

3.1.2

Records

The following requirements are additional to those of ISO 9001:2015, Clause 7.5.3:•

Records must be kept of serviced Ex equipment that are serviced in conformity with therequirements of IEC 60079-19:2019 and IECEx OD 314-5 that are provided with the R-label.
Also, records must be kept of Ex equipment that, even after being serviced, do not comply
with the requirements of OD 314-5 and IEC 60079-19:2019 and are not marked with the Rlabel. IEC 60079-19:2019, Clause 4.3.2.4.2 applies.

3.2 Management responsibility
The following requirements are additional to those of ISO 9001:2015, Clauses 5, 6, 7.4 and 9.3:•

The top management shall establish a mechanism to ensure that there is at least one person
appointed to deputize, when necessary, for the responsible person in matters relating to thescope of work covered by the IECEx certificate of conformity for the service facility.

•

The responsibilities and authorities of the responsible person and any deputies shall be
documented. The ExCB shall be notified of any changes to the personnel appointed ascompetent.

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)–7–

3.3 Resource management
The following requirements are additional to those of ISO 9001:2015, Clauses 7.1.1 through7.1.4, 7.1.6, 7.2 and 7.3:•

The Ex service facility shall provide for training of all personnel performing activities
affecting the repair, overhaul and reclamation process. Competent persons performing
assigned tasks shall be qualified on the basis of appropriate education, training and/or
experience, as defined in IEC 60079-19:2019, Annex B and IECEx Unit of competence Ex005, in accordance with IECEx OD 504. Appropriate training and refreshment course
records shall be maintained.

•

Competent persons shall maintain their competence with ExCBs required to verify thecurrency of the competence of competent persons as part of the ongoing surveillance of the
Ex service facility.

NOTE 1

Attention is drawn to the specific requirements relating to different geographic locations.

NOTE 2 Evidence of competencies can be provided by having personnel certified to the applicable Unit ofcompetence Ex 005 (overhaul and repair of explosion-protected equipment) of IECEx OD 504, Specification for unitsof competency assessment outcomes.

3.4 Product realization
The following requirements are additional to those of ISO 9001:2015, Clauses 7.1.5, 8.1 through 8.5:•

The service facility shall establish procedures or work instructions for overhaul and repairof Ex equipment in accordance with IEC 60079-19:2019, Clauses 4.3.2.1 b) and c). These
procedures or work instructions shall consider each process covered under the scope of the
IECEx service facility certificate to the requirements of IEC 60079-19:2019 and IECEx
OD 315-5 in accordance with the parameters listed below:–

Type of service offered–

Type of equipment, for example, rotating machines, instruments–

Types of protection of equipment being serviced, for example, Ex d, Ex e, Ex I, etc.

–

IEC 60079-19:2019, Clause 4.3.2.1 d)–

IEC 60079-19:2019, Clause 4.3.2.1 k)–

IEC 60079-19:2019, Clause 4.3.2.2–

IEC 60079-19:2019, Clause 4.3.2.1 n)–

IEC 60079-19:2019, Clause 4.3.2.1 o)–

IEC 60079-19:2019, Clause 4.3.2.1 p)

3.5 Measurement, analysis and improvement
ISO 9001:2015, Clauses 8.6, 8.7, 9.1, 9.2 and 10 apply without additional requirements.
3.5.1

Planning

Clause 8.1 of ISO 9001:2015 applies with the following exceptions:•Improvements are not within the scope of this OD. They may be made at the discretion of
the Ex service facility, but the provisions of 3.2 shall apply at all times.

3.5.2

Customer satisfaction

Clause 9.1.2 of ISO 9001:2015 is replaced by the following requirement:•

For the purpose of this document "customer satisfaction" is in relation to the Ex service
facility compliance with the relevant requirements of IEC 60079-19:2019 and information
provided by IECEx OD 315-5. However additional measures of customer satisfaction
according to ISO 9001:2015 are encouraged.

3.5.3

Internal audit

Clause 9.2 of ISO 9001:2015 and the following applies:

–8–•

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)The audit programme shall address the effectiveness of the elements of the QMS as
described in this document to ensure that the repair, overhaul and reclamation processes
are in conformity with IEC 60079-19:2019, Clause 4.3.2.1 h) and information provided by
IECEx OD 315-5. The period between audits should normally not exceed 12 months.

3.5.4

Monitoring and measurement of processes

The requirements of ISO 9001:2015, Clause 9.1.1 and Clause 4.3.2.1 i) of IEC 60079-19:2019
shall apply.
3.5.5

Monitoring and measurement of product

The following requirement is additional to those of ISO 9001:2015, Clause 8.6 and Clause
4.3.2.1 j) of IEC 60079-19:2019 apply:•

Where tests are required, they shall be performed as specified in IEC 60079-19:2019 andIECEx OD 315-5 or standards with no sampling techniques being permitted.

3.5.6

Control of non-conforming product

The following requirements are additional to those of ISO 9001:2015, Clauses 8.7 and 10.2 andof IEC 60079-19:2019, Clause 4.3.2.1 k):•

The service facility shall maintain a system such that the customer or owner can be
identified in the event of repaired, overhauled or reclaimed Ex product later being found not
to be complying with IECEx requirements•

The service facility shall take action, appropriate to the degree of risk, where nonconforming product has been supplied to a customer•

The service facility shall liaise with the ExCB responsible for the issue of the IECEx service
facility certificate of conformity•

For all non-conforming products that have been released, the service facility shall maintainrecords of:–Serial numbers or identification of product supplied–

The customer who received the product–

The action taken to inform customers and the relevant ExCB–

The action taken to implement corrective and preventative action–

Actions and communications taken with a relevant regulator (whenever applicable)

3.5.7

Analysis of data

Clause 9.1 of ISO 9001:2015 applies.
3.5.8

Improvement

Clauses 10.1 and 10.3 of ISO 9001:2015 apply.
3.5.9

Corrective action

Clauses 10.1 and 10.2 of ISO 9001:2015 apply.

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)4–9–Preliminary requirements for ExCB assessment of service facilities

As a pre-requisite, it shall be established that the service facility satisfies the requirements of
IEC 60079-19:2019 and IECEx OD 315-5 in terms of adequate facilities, equipment andcompetent personnel to perform the scope of work to be covered by the IECEx certified service
facility certificate.

5Preliminary visit (optional)

Prior to an on-site assessment, a preliminary visit may be conducted by the ExCB, where
requested by the applicant service facility. This preliminary visit may also serve as a “gapanalysis”. Such activity is usually conducted on a fee for service basis.

6

ExCB auditor expertise

The ExCB’s audit shall be performed by person or persons that have an expertise comparable
to the scope of application of the service facility and also comparable to that required to conduct
product certification activities for Ex products, including QMS.

7

On-site assessment

The on-site assessment will be conducted by an ExCB to verify compliance with IEC 60079-19:
2019 and the IECEx scheme requirements, for example, IECEx OD 315-5 and this IECEx
OD 314-5. In addition to the general requirements of the IECEx scheme, the IECEx service
facility certificate will be issued subject to the conditions specified on the rules governing thisscheme and on the basis of satisfactory assessment by the ExCB.
Refer to IECEx OD 313-5 for further details.

8

Process assessment by ExCBs

This section identifies the critical areas that ExCBs shall have included in the assessment andsurveillance of service facilities seeking to obtain and maintain IECEx service facility
certification.
8.1 Compliance with IECEx OD 315-5
ExCBs shall assess the service facility’s procedures and processes for compliance to
IEC 60079-19:2019 and IECEx OD 315-5. This shall include assessment of the service facility’s
inspection and test plans for compliance with IECEx OD 315-5 and verification that suchinspection and test plans clearly define the method for pass/fail criteria.
When the Ex equipment being overhauled and repaired includes rotating electric machines, the
ExCBs shall assess the service facility’s procedures and processes for compliance to
IEC 60034-23:2019 as required by IEC 60079-19:2019, Clause 4.3.6.1.
Where the service facility has been third-party assessed for compliance with IEC 60034-23 oran equivalent standard, this may benefit in assisting them to meet the requirements of this OD.
This requires the ExCB to assess the service facility’s documented procedures to ensure thatthe specific requirements of IECEx OD 315-5 have been included or covered by the service
facility’s QMS.
8.2 Use of subcontractors
ExCBs shall assess the method of control the service facility maintains over any subcontractor
used to perform part of the repair, overhaul and reclamation processes, including testing andcalibration activities.
The service facility agrees to arrange for the ExCB to evaluate relevant documentation and toarrange a visit to any subcontractor that the ExCB deems warranted. Subcontractors conducting
operations that have the potential to impact on the explosion protection technique shall be
subject to audit by the ExCB.
Subcontracting by service facilities shall be clearly defined by delegation of the ExCB anddirectly between the service facility and the subcontractor.

– 10 –

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)The scope of activity is an integral part of such agreements as well as evidence of competenceof the subcontractor, for example, certificates, initial and annual audits by the ExCB. The overall
responsibility remains in any case with the ExCB which certified the service facility.
NOTE 1 Subcontracting activities shall be used on a limited basis, mainly in cases where the investments for suchactivities are rather high and volume for such work at the service facility rather low. Examples are metal spaying
techniques, gland openings, grinding of flameproof flanges.
NOTE 2 Subcontracting activities related to the main scope of repair, overhaul or reclamation of Ex equipment,
indicated in the IECEx certificate, is not allowed.

8.3 Assessment of personnel competencies
The ExCB shall evaluate the service facility’s mechanism for verification of current
competencies of their nominated competent persons, including the responsible person andoperatives, as required by IEC 60079-19:2019, Annex B.
For competent persons having a certificate of personnel Competence (CoPC) according to
IECEx OD 504, Unit of competence Ex 005 (overhaul and repair of explosion-protected
equipment) or having any other evidence of appropriate assessment and demonstration ofcompetencies based on IEC 60079-19:2019, the ExCB shall verify that the certified or assessed
scope of activities covers the actual activities within the service facility.
Those qualifying as competent persons shall be identified in the service facility’s documented
system, along with their scope of activity.
A service facility certificate remains valid only while the competent person(s) listed in thefacility’s documented system, operating as the "responsible person" remains engaged in theactivity.
Any change that may impact on the service facility complying with IECEx scheme requirements,for example, change of "personnel" is required to be notified to the ExCB immediately.
It should be noted that the status of a competent person is linked to the service facility and istherefore not transferable between service facilities without assessment by an ExCB.
Replacement competent person(s) shall have the evidence of their competencies verified by
the ExCB.
8.4 Records
Results of the service and tests conducted by the service facility shall be recorded by use of
appropriate means that ensure:•

Legibility•

Traceability of measured results to calibrated instruments with actual measurements
recorded. A tick to indicate a pass result is not accepted (see IEC 60079-19:2019, Clause
4.3.2.1 g)•

Stored to enable retrieval in accordance with 3.1.2 above•

The Ex service facility shall retain all repair, overhaul and reclamation records for aminimum of 10 years from the date the repaired product was released (see IEC 60079-19:
2019, Clause 4.3.2.4.3)

8.5 Marking
Marking shall be in accordance with the requirements of IEC 60079-19:2019. Use of the ExCB's
own mark on reports and promotional material may be permitted subject to the agreement of
the ExCB.
8.6 Dimensional checks
Ex service facilities processes and procedures shall comply with the following, concerning
dimensional checks:
IEC 60079-19:2019, Clauses 4.3.2.1 e), f) and g) apply.

IECEx OD 314-5, Ed. 2.1 © IEC:2023(E)– 11 –

8.7 Conditions for Ex equipment release
Ex service facilities processes and procedures shall comply with the following, concerning Ex
equipment release:
Repaired, overhauled or reclaimed equipment shall be released from the service facility’s
premises only when a responsible person (as defined in IEC 60079-19:2019) is satisfied that
all the required activities have been undertaken and the examination report indicatesauthorization of results of inspection and tests.
On release of equipment, service facilities shall supply a “job report for the user” as defined in
IEC 60079-19:2019, to cover each item of overhauled or repaired equipment released from the
Ex service facility with attestation of conformity of the certification status, as agreed with theuser, signed by the responsible person.
___________