How to Prepare for a Successful PSM/RMP Audit

If you're facing a Process Safety Management (PSM) or Risk Management Plan (RMP) audit, you're not alone and you're not too late to bring in someone like McMillen Process Safety to help guide you through the process.

One of the most common questions I get is: “What can I do to prepare for the audit?” My answer? Keep it simple. The audit isn’t something you should be scrambling to prepare for at the last minute. Whatever state your system is in, that’s the reality the audit will reveal and that's okay. The purpose of the audit is to get better.

At McMillen Process Safety, we don’t even like the word “audit” it carries a negative connotation. Instead, we think of it as a Health Check an opportunity to identify areas for improvement. PSM is not a “check-the-box and forget it” exercise. It’s a continuous journey requiring participation from many people.

That said, when it comes to a third-party audit, there are a few key things you can do to help the process run smoothly and a smooth audit is often a sign of a well-run program.

We believe successful audits are the result of two core principles:

·       Leadership Commitment

·       Disciplined Execution

And not just over your chemicals and equipment but also over your program, your records, and your people.

Here are five simple suggestions to help you prepare for a successful PSM/RMP Health Check:

1. Know What They’ll Ask

Auditors don’t just want to see binders and procedures they want to know whether your system functions as described.

Expect them to review:- Written programs and procedures (for all 14 PSM elements, and RMP applicability)- Execution records (e.g., action item tracking, PHAs, past audits, PSI, operating procedures, training matrices, incident investigations)- Interviews with personnel from engineers to operators to supervisors and plant managers.

Tip: If it’s not documented, it didn’t happen. Be ready to show records and describe how they’re used in practice.

2. Organize and Provide Easy Access

Your document system doesn’t need to be perfect but it must be organized and accessible. A good place to start is with a simple index or navigation guide for your PSM records. It immediately shows the auditor your program is structured and thoughtfully maintained with care.

- If records are electronic, ensure shared folder or SharePoint access to the auditor.- If records are physical, make sure they’re easy to locate on-site.- Assign someone to assist the auditor with real time document retrieval or electronic file access.

Tip: If you can’t find it, the auditor can’t verify it and that’s a sign of a broken management system.

3. Confirm Implementation and Own Your Gaps

Audit prep isn’t about polishing documents it’s about confirming that what’s written down actually happens in real life.

Before the auditor arrives, take an honest look at your program and identify where gaps exist. Then own those gaps and be transparent. Self-identifying issues not only demonstrates maturity it also improves the audit’s efficiency and helps extract more value from the process.

Auditors appreciate when you’re proactive. It shows that your team is engaged and serious about improvement not just compliance.

Walk your program and ask:- Are procedures being followed in the field?- Are action items being tracked and closed?- Are employees truly trained or just marked as such?

Tip: Conduct a quick internal check of 2–3 high-risk elements. Even a short walk-through can uncover blind spots you can fix before audit day.

4. Talk With Your People

Auditors will interview team members at all levels. Help your team feel confident and engaged.

- Explain the purpose of the audit is improvement and opportunity.- Emphasize honest, open dialogue.- Reassure them: individual names won’t appear in audit reports.- Encourage participation as part of their personal commitment to process safety.

Tip: Host a short Q&A or refresher session before the audit. Not to “coach” answers but to create a culture of awareness and inclusion.

5. Build Flexibility into the Schedule

Audit schedules are just a framework interviews and element reviews may shift.

- Provide open availability windows for key personnel.- Share any non-flexible time blocks with the auditor upfront to avoid scheduling issues.- Designate alternates where needed.

Tip: Flexibility shows professionalism and preparation. Make it easy for the auditor to get what they need, when they need it.

Final Thought

A successful audit isn’t about zero findings. It’s about demonstrating control, owning your process, and using the opportunity to improve. With the right mindset and preparation, you’ll turn your audit into a powerful tool for safer, more reliable operations.