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TKO001000Environmental standards manual (Australia NZ)TKO001000
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Table of contents
ENVIRONMENTAL - Table of Contents
Introduction and overview of our environmental system
4.1.0 General requirements
4.2.0 Environmental policy
4.3.1 Environmental aspects
4.3.2 Legal and other requirements 1
4.3.3 Objectives and targets 1
4.3.4 Environmental management programme(s)
4.4.1 Structure and responsibility 1
4.4.2 Training, awareness and competence
4.4.3 Communication
4.4.4 Environmental management system documentation
4.4.5 Document control
4.4.6 Operational control
4.4.7 Emergency preparedness and response 1
4.5.1 Monitoring and measurement 1
4.5.2 Nonconformance and corrective and preventive action
4.5.3 Records
4.5.4 Environmental management system audit
4.6 Management review 1
Environmental - list of attached files
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Introduction and overview of our environmental system

Introduction
International Standards covering environmental management are intended to provide organisations with the elements of an effective environmental management system which can be integrated with other management requirements, to assist organisations to achieve environmental and economic goals. 
These Standards, like other International Standards, are not intended to be used to create non-tariff trade barriers or to increase or change an organization's legal obligations.
The following elements contain a purpose statement, followed by an outline procedure.  The procedure is necessarily generic and may require some adaptation to reflect the true nature of the organisation's activities and risks.  
Additional procedures, forms and other documents may be required to address specific operational activities, risks or regulatory requirements.  
When customising and developing this template, the current version of the AS/NZS14001 standard should be examined to ensure that these documents comply with the requirements of the standard as applicable to your organisation.   

Authors Helper notes
•	Replace sample text bounded by [] square brackets with your own content
•	Remove any of the authors helper text coloured RED where required
•	Delete these helper notes from your documents when finished

Enter  your goals or objectives for the next 3 years. 
Quantitative goals
Goal or objective	Year 1	Year 2	Year 3	

				

				

Qualitative goals
Goal or objective	Year 1	Year 2	Year 3	

				

				

4.1.0 General requirements

[enter-your-company-name-here] has established and maintains an environmental management system, the requirements of which are described in the whole of Clause 4.
[enter-your-company-name-here] has a defined environmental policy and has established objectives and targets that are designed to minimise the organisation's environmental impact. 

4.2.0 Environmental policy

Policy
[enter-your-company-name-here] has developed and implemented an environmental management system that is constantly maintained and communicated to all employees, sub-contractors, our clients and the general public.

[enter-your-company-name-here]accepts responsibility for the harmful effects that its operations have on both the local and global environment and is committed to be a leader in minimising the impact of these activities through continual improvement. 

The key points of our strategy to achieve this are to; 
•	Meet or exceed all the environmental legislation that relates to our organisation. 
•	Monitor and measure the impact of our activities on the environment and to establish targets for ongoing improvement. 
•	Conduct training and information programs for our staff in order to raise awareness of environmental issues and to enlist their support in improving the organisation's performance. 
•	Minimise waste by evaluating our operations and ensuring they are as efficient as possible. 
•	Actively promote recycling, both internally and amongst our customers and suppliers. 
•	Minimise toxic emissions through the selection and use of our fleet and the source of our power requirements. 
•	Minimise the environmental impact of both production and distribution through promotion and careful sourcing. 
•	Use an accredited program to offset the greenhouse gas emissions generated by our activities. 

[enter-your-company-name-here]'s top management endorses and supports this strategy and encourages the adoption of similar principles by its suppliers. 
[enter-your-company-name-here]'s environmental policies and procedures are fully documented, maintained and made available to all staff and members of the public.

4.3.1 Environmental aspects

Purpose
To identify those activities that [enter-your-company-name-here] is involved in and which have an impact upon the environment.

Procedure
[enter-your-company-name-here] has established and maintains procedures that are designed to identify the environmental impact of our activities, products or services that we can control or over which we can be expected to have an influence. 
[enter-your-company-name-here] constantly monitors its activities in order to determine those which have, or have the potential for, significant impact upon the environment. Monitoring is carried out through regular audits of the environmental management system
Regular review meetings are held (how often) to discuss environmental impact considerations and to develop appropriate measures to eliminate them or reduce the level of impact. 
Whenever there is a change in activities and these may have an impact on the environment, a review meeting is held to consider the effects and to propose any course of action to mitigate or eliminate the impact. 
In setting our environmental objectives, [enter-your-company-name-here] considers the all available information and data relating to significant environmental impacts. Whenever necessary, external consultants will be engaged to assist with the research and interpretation of the information and data. 
[enter-your-company-name-here] is pro-active in maintaining this information is careful to ensure that it is up to date at all times. 

4.3.2 Legal and other requirements 1

Purpose
To ensure that [enter-your-company-name-here] is aware of all legislation and any changes to legislation, relevant to the organisation's activities and the impact that they may have upon the environment. 

Procedure
[enter-your-company-name-here] has appointed an Environmental Manager who is responsible for the operation of the organisation's Environmental Management System.  
The Environmental Manager shall ensure that he/she is fully conversant with the most up-to-date legislation and statutory requirements relating to the activities of [enter-your-company-name-here]. 

The Environmental Manager may access the following resources to obtain information;
•	Industry groups,
•	Industry publications,
•	Recognised training providers,
•	Legal companies specialising in environmental legislation,
•	Official government web sites such as www.environment.gov.au/index.html and
•	Non-government web sites such as environmental management consultants and contractors, unions, educational institutions etc. 

4.3.3 Objectives and targets 1

Purpose
To ensure that environmental objectives and targets are developed for all appropriate levels within the organisation.

Procedure
[enter-your-company-name-here] has established environmental objectives and targets for all relevant areas of its operation.  The objectives and targets have been set to conform with the environmental policy, including the commitment to preventing pollution.

When setting or reviewing the environmental objectives and targets, [enter-your-company-name-here] carefully considers the following;
•	legal and statutory requirements
•	all aspects of the environment upon which our organisation's activities have an effect
•	the technology available to eliminate or reduce the impact that the organisation's activities have upon the environment
•	the costs associated with any controls or risk reduction measures
•	the feasibility of implementing controls and risk reduction measures
•	the effect that specific controls will have upon [enter-your-company-name-here]'s operations
•	the follow-on effect that our actions will have upon other organisations or individuals and their views and opinions 

[enter-your-company-name-here]'s environmental objectives and targets shall be communicated to all employees, sub-contractors, clients and other interested parties.  All feedback and suggestions for change or improvement to our objectives and targets shall be recorded and discussed at the regular review meetings. 
The discussion and any outcomes shall be recorded and all relevant parties notified of any changes made.
Where an objective or target is achieved, or is later considered to be inappropriate, then the issue shall be discussed at a regular review meeting. The discussion and any outcomes shall be recorded and all relevant parties notified of any changes made. 
Whenever the matter is considered to be urgent, the Environmental Manager together with top management shall conduct an immediate review and make changes as necessary.

Authors Helper notes
•	Replace sample text bounded by [] square brackets with your own content
•	Remove any of the authors helper text coloured RED where required
•	Delete these helper notes from your documents when finished

Enter  your goals or objectives for the next 3 years. 
Quantitative goals
Goal or objective	Year 1	Year 2	Year 3	

				

				

Qualitative goals
Goal or objective	Year 1	Year 2	Year 3	

				

				

4.3.4 Environmental management programme(s)

Purpose
To achieve its environmental objectives and targets, [enter-your-company-name-here] has developed a series of management programs and monitors their effectiveness.  

Procedure
The Environmental Manager has overall responsibility for the achievement of the environmental objectives and targets for [enter-your-company-name-here].  Each departmental manager has the responsibility for the achievement of the environmental objectives and targets, relevant to their operational responsibility.
Where two or more managers are responsible for activities that impact upon common environmental objectives or targets, they shall work together, under the direction of the Environmental Manager, to ensure that the objectives or targets are achieved.
When an environmental objective or target is set, all parties shall agree on the program that will be used to achieve them and the time-frame for the program. 
The Environmental Manager has the responsibility for approving the methodology and timing for the program and will consider the issues contained in the procedure for setting objectives and targets (see 4.3.3).  
When a new process, product or activity is introduced or a modification is made, the Environmental Manager and environmental management committee shall conduct a review of the existing management program. 
The review shall check to ensure that it is valid, effective and meets all requirements with respect to timing and verification. Any amendments that are considered necessary and approved shall be documented and the changes communicated to all parties involved.

4.4.1 Structure and responsibility 1

Policy
[enter-your-company-name-here] has appointed an Environmental Manager who has the authority to implement and enforce the organisation's environmental policies.  

The Environmental Manager's key responsibilities are to;
•	ensure that the organisation allocates sufficient financial and human resources for the effective operation of the environmental management system,
•	monitor the performance of the organisation's environmental management program,
•	chair the environmental management committee,
•	provide a resource for matters relating to legislation, statutory and legal obligations and procedure,
•	monitor changes to legislation, 
•	develop training and awareness programs, and
•	source specialised skills or technology for the control of environmental risks.   

[enter-your-company-name-here] has established an Environmental Management Committee that represents all aspects of the organisation, chaired by the Environmental Manager and reporting to top management. 

The committee meets [How often]; 
•	to review [enter-your-company-name-here]'s environmental policies and procedures and to ensure that they are relevant and effective,
•	to review the operation of the organisation's environmental management plan and to examine any issues arising from this review, and
•	to make recommendations to top management for changes to the practices in order to meet environmental objectives. 

4.4.2 Training, awareness and competence

Purpose
Training, awareness and competence are critical to the success of the environmental management system.

Procedure
•	All personnel who perform tasks which may cause significant environmental impacts shall be competent on the basis of appropriate education, training and/or experience.
•	[enter-your-company-name-here] identifies the training requirements for personnel at all levels of the organisation.  
•	The Environmental Management Committee, chaired by the Environmental Manager, shall develop a Training_Matrix for each role in the organisation that performs a work task or activity that has the potential to impact on the environment. 
•	Each training element shall be documented and controlled in accordance with clause 4.4.5
•	As a member of the organisation completes each training element, this is recorded in the Training_Register which is controlled in accordance with clause 4.5.3.

The training shall include;
•	the requirements of [enter-your-company-name-here]'s environmental management system,
•	the importance of conformance with the environmental policy and procedures, 
•	the actual or potential environmental impact of work activities and the environmental benefits of improvements to work practices, 
•	the role and responsibilities for achieving conformance with the environmental policy and procedures and with the requirements of the environmental management system,
•	the requirements for emergency preparedness and response, and
•	the potential consequences of departure from specified operating procedures.

When necessary or deemed more appropriate, training shall be sourced from outside the organisation in areas such as emergency measures, clean-up, toxic waste disposal, legislative procedures, permits, etc.

4.4.3 Communication

Purpose
[enter-your-company-name-here] has established procedures for communications, both internal and external.

Procedure
[enter-your-company-name-here] has developed processes to ensure that there is clear and effective communication with respect to its environmental impact, responsibilities and the operation of its environmental management system. 
The processes ensure that communication is effective both internally and externally.

Internal communications
Whenever possible, communication shall be in writing.  When communication is verbal, this shall be minuted or recorded in writing and filed in accordance with the procedures contained in 4.5.3 (Records).
Internal communications may be sensitive in nature or contain information and data that may be misinterpreted by persons that are not directly involved with the operation of [enter-your-company-name-here].
Therefore, internal communications must not be released or divulged to an external party without the express authority of the Environmental Manager. 
Members of the organisation who are found to be in breach of this regulation may face disciplinary action, including dismissal.
Where a matter is sensitive, commercially confidential or not relevant to all members of the organisation, internal communication shall be limited as appropriate.
Whenever appropriate, internal communications that contain information that effect members of the organisation or which is essential to the operation of the environmental management system shall be distributed by one or more of the following methods;
•	Verbally
•	Email
•	Memo
•	Personal letter
•	Newsletter
•	Notice boards

External communications
•	All incoming and outgoing communications with respect to [enter-your-company-name-here]'s environmental management system or its operations, where an environmental impact will or is likely to occur, shall be recorded in the Communications Register - Environmental matters. 
•	The register shall record the nature (subject) of the communication, the person responsible for issuing or receiving, the date sent or received and the location of the file containing copies of the communication.
•	All outgoing communications relating to circumstances where an environmental impact will or is likely to occur, must have the approval of the Environmental Manager. Where the communication is of a routine nature, such as regular statutory reporting, the Environmental Manager may authorise a person or persons to issue the communications without gaining authority on every occasion. 
•	Where such ongoing authority is granted, this shall be documented, stored in an appropriate file and reviewed on a regular basis and at least every 12 months.
•	Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, all ongoing authorities for the release of outgoing communications, reports etc shall be reviewed to ensure that they are appropriate.
•	Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, the Environmental Manager shall be responsible for communicating this to all appropriate parties.  
•	The Environmental Manager shall be responsible for ensuring that all standard documentation, brochures, advertising, management documents, signs, labels etc are reviewed and changed as necessary.
•	Whenever there is a change to a process, product or service and this may be deemed to have an impact on the environment, the Environmental Manager shall ensure that all necessary approvals, licences etc are obtained, checked and filed in the appropriate manner. 
•	Where these changes effect the statutory or legal obligations of other organisations, customers, suppliers etc, the Environmental Manager must ensure that there is no conflict before the change is implemented. 
•	All actions or decisions with respect to flow-on effect to other parties shall be recorded and filed in the appropriate manner.

  

4.4.4 Environmental management system documentation

Purpose
To demonstrate that the organisation has a documented environmental management system that is accessible and interactive. 

Procedure
[enter-your-company-name-here] has a documented Environmental Management System that is controlled by the Environmental Manager.  The documentation covers the following elements of the standard; 
AS/NZS ISO 14001:1996:

4.1 General requirements

4.2 Environmental policy 
A public document that states the organisation's commitment to the protection of the	environment. 

4.3.1 Environmental aspects 
Identifies those activities that [enter-your-company-name-here] is involved in and which have an impact upon the environment.

4.3.2 Legal and other requirements	
Demonstrates that [enter-your-company-name-here] is aware of all legislation and any changes to legislation, relevant to the organisation's activities and the impact that they may have upon the environment.				
4.3.3 Objectives and targets 
Demonstrates that environmental objectives and targets are developed for all appropriate levels within the organisation.

4.3.4 Environmental management program(s) 
Demonstrates that [enter-your-company-name-here] has a series of management programs and monitors them for effectiveness and whether they achieve its environmental objectives and targets.

4.4.1 Structure and responsibility
Describes the role and responsibilities of the Environmental Manager.

4.4.2 Training, awareness and competence
Describes the organisation's arrangements for creating environmental awareness, the provision of training and assessment of competence.

4.4.3 Communication
Describes the procedures for internal and external communications.

4.4.4 Environmental management system documentation
Describes the documentation for the environmental management system and the sourcing of related documentation.
 
4.4.5 Document control
Describes the methods for locating documentation; the periodic review, revision and approval. The identification of current versions and the treatment of superseded versions. The retention of superseded documentation and procedures for the creation and modification. 

4.4.6 Operational control
Outlines the controls for the operations and activities that are associated with identified, significant environmental aspects as they effect policy, objectives and targets. 
The planning and maintenance of its processes in order to control the conditions through documented procedures that control the impact upon environmental policy, objectives and targets. 
Procedures are designed to identify and regulate the environmental aspects of goods and services used by the organisation and to control their environmental impact.

4.4.7 Emergency preparedness and response
Details procedures for the identification of potential accidental or emergency situations and the organisation's response to these in order to prevent or mitigate the associated environmental impact.
The procedures cover the review and revision of the measures, especially following an accident or emergency incident. Regular testing of the emergency procedures to test the system and the understanding of members of the organisation that may be potentially involved. 

4.5.1 Monitoring and measurement
Details procedures for regular monitoring of activities that have a significant impact on the environment, calibration of any monitoring equipment and the documentation of results.  
Procedures for surveillance, monitoring and documenting activities that may cause injury or illness.

4.5.2 Nonconformance and corrective and preventive action
Details procedures covering the responsibility and authority for investigating nonconformities and determining corrective and preventive action. Procedures for the implementation changes to procedures and documentation resulting from corrective or preventive action

4.5.3 Records
Details procedures for identification, maintenance and disposition of environmental records

4.5.4 Environmental management system audit
Details programs and procedures for periodic environmental management system audits to determine whether the system conforms with the International Standard and provide information to management on performance.

4.6 Management review
Details procedures for the periodic review of the environmental management system by management to ensure its continuing suitability, adequacy and effectiveness.
All elements of the management system are designed to be interactive. 

Related documentation
The environmental management system interfaces with other policies, procedures, documents, forms and records that are used throughout the organisation. 
Where there is conflict, the Environmental Manager shall conduct a review in association with other relevant, qualified and authorised personnel to eliminate the conflict and preserve the integrity of the environmental management plan.

Related information
Related information may be obtained from a variety of sources, including the internet, industry publications, industry associations etc. 
Whenever information is obtained from outside [enter-your-company-name-here]'s environmental management system documentation, it should be checked for validity by the Environmental Manager before it is used in any application where there is a significant environmental impact. 

4.4.5 Document control

Purpose
To provide procedures for;
•	locating documentation,
•	periodic review,
•	revision and approval of documentation,
•	identification of current and the treatment of superseded versions,
•	retention of superseded documentation, and
•	creation and modification of documentation. 

Procedure
Location of documentation
[enter-your-company-name-here] has established procedures for the control of all documents that are required by the international standard.
All documents relating to the environmental management system are referenced, see 4.4.4. A complete  hard copy of the documentation is held by the Environmental Manager for reference purposes. This copy is controlled and has the current version of all documents and forms. 
One controlled copy of the documentation is held as a 'soft' copy on the [enter-your-company-name-here] computer network server.
Current, uncontrolled copies of relevant documentation are made available at all work places and other areas where necessary.  It is the user's responsibility to ensure that the documentation is current.

Periodic review
The Environmental Manager and other suitably qualified and experienced personnel, including top management, shall conduct a periodic review of the environmental management system. The purpose of the review is to determine that it remains adequate for controlling the impact of the organisation's activities upon the environment. 
The review period shall be determined by the Environmental Manager in consultation with top management. The timing shall be set on the basis of the reports received, changes to the organisation's activities and any incidents arising. 
Notwithstanding, the environmental management system shall be reviewed at least every twelve (12) months. 
At the completion of the review process, a formal decision shall be made and documented as to the adequacy of the system to meet the set objectives and targets.                    
All supporting documentation, exhibits, reports and other evidence shall be preserved and filed for future reference.

Revision and approval of documentation
When a policy, procedure or other controlled document is revised it must be approved by the Environmental Manager before it is implemented or issued for use. 
The Environmental Manager shall indicate approval by signing the controlled hard copy and adjusting the relevant document register to show the latest revision status and date of approval.

Identification of current and the treatment of superseded documentation
Current documentation is available for download in a 'read only' form from the server. All other printed copies of the documentation are uncontrolled and must be checked for currency before they are used.
Copies of superseded documentation are filed for reference purposes and indexed by the Environmental Manager. Superseded documentation is marked with a red "SUPERSEDED" stamp to prevent unintended use.   

Retention of superseded documentation
Copies of superseded documentation are stored for historical purposes and marked with a red "SUPERSEDED" stamp to prevent unintended use. Generally, the period of retention is indefinite; disposal of superseded documentation is at the discretion of the Environmental Manager.  
When superseded documentation is approved for disposal, this shall be carried out by on-site shredding or by an accredited security document disposal company.

Creation and modification of documentation
All documentation shall be identified with a logical document name, the date that the document was created and the date that it was last revised. 
The relevant document register shall show the latest revision status and date of approval.
The Environmental Manager shall approve all documentation before it is used and record this on the controlled hard copy. 
Where the documentation relates to an activity or environmental impact that will result, or has the potential to result in a significant cost or risk to the organisation, top management shall be consulted before approval is given by the Environmental Manager.

4.4.6 Operational control

Purpose
To identify the operations and activities that are associated with identified, significant environmental aspects as they effect policy, objectives and targets. 
The planning and maintenance of processes in order to control the conditions through documented procedures that control the impact upon environmental policy, objectives and targets. 

Procedure
When planning the operations and activities, including maintenance, [enter-your-company-name-here] identifies the significant environmental aspects that are in line with the organisation's environmental policy, objectives and targets in order to ensure that they are carried out under controlled conditions. 
When a  new activity or project is to be undertaken, the Environmental Management Committee shall examine the effect that such activity will have on the environment. The environmental impact is then compared with [enter-your-company-name-here]'s environmental policy, its environmental objectives and targets to determine the effect that such activity will have upon the achievement of these. 
The Environmental Manager and the  Environmental Management Committee shall then determine whether the activity or project should proceed or whether specific controls should be implemented to prevent or mitigate the environmental impact. 

All reports, actions, decisions etc., associated with this process, shall be recorded and filed for future reference. 

Where appropriate; procedures and checklists are developed for each new activity or project in order to guide suitably qualified and experienced personnel in the evaluation process. In addition, a risk analysis may be carried out to determine the magnitude of a potential environmental impact and the measures necessary to reduce or remove the associated risks. 
Where the planning process identifies the potential for deviation from [enter-your-company-name-here]'s environmental policy, objectives and targets, additional procedures and work instructions are developed to prevent deviation. 
The operating criteria are clearly stipulated in each procedure and work instruction. Specific attention is given to the qualifications and experience of each person who is required to make a decision that may impact upon the environmental outcome. 
The Environmental Manager has the responsibility to ensure that these measures are implemented and validated before any activity or project is started. 

Suppliers of goods and services
[enter-your-company-name-here] has established procedures that are designed to identify and regulate the environmental aspects of goods and services used by the organisation and to control their effect. 
All suppliers are accredited and listed in the Preferred Suppliers Listing - Environmental. Each entry includes reference to the suppliers environmental management status and whether they hold accreditation. 
Where this is available, a copy of the suppliers environmental policy statement and accreditation details are held with the register. 
Any history of nonconformance is referenced against the supplier.
The Environmental Management Committee shall review the performance and status of each supplier every 12 months to ensure that they comply with requirements of the [enter-your-company-name-here] environmental management system. 
When there is a nonconformance, the Environmental Manager shall determine whether the status of the supplier shall be downgraded and/or monitored for a given period.
When goods are supplied for the first time, the Environmental Manager is responsible for determining the effect that these goods will have upon [enter-your-company-name-here]'s environmental policy, its environmental objectives and targets. Any M.S.D.S., test results, specifications, etc., relating to the goods shall be examined for compliance and then stored for future reference. 

4.4.7 Emergency preparedness and response 1

Purpose
To identify potential accidental or emergency situations and the organisation's response to these in order to prevent or mitigate the associated environmental impact. 
The procedures cover the review and revision of the measures, especially following an accident or emergency incident. Regular testing of the emergency procedures to test the system and the understanding of members of the organisation that may be potentially involved. 

Procedure
•	The Environmental Management Committee, under the direction of the Environmental Manager shall conduct a regular review of the organisation's activities to identify the potential for accidents or emergency situations. 
•	The review will be carried out every 3 months or whenever there is a change to an activity or an accident or emergency situation has occurred.
•	When a potential accident or emergency situation is identified, the Environmental Management Committee shall develop procedures to prevent or mitigate the environmental effects. 
•	All persons and organisations, that may be effected by the identified situation, shall be informed without delay and in the appropriate manner, (see 4.4.3). 
•	The Environmental Management Committee shall develop appropriate tests to validate the emergency procedures and to train personnel. A regular program for testing shall be established to ensure that the procedures and training levels are satisfactory. 
•	The Environmental Manager is responsible for the collection of test data and validating the results. All test reports shall be reviewed by the Environmental Management Committee and any changes to procedures identified and acted upon. 
•	When an accident or emergency situation has occurred, all activity associated with the incident must cease immediately. All evidence shall be collected or preserved for the purposes of the investigation. Written statements shall be collected from all persons who witnessed the incident or were in any way involved with the activity involved and who may be able to assist the investigation.
•	When the incident results in serious injury, death or a major impact on the environment, all relevant authorities must be notified immediately.  
•	The conduct of the investigation must be handed over to the relevant authority if this is requested. 
•	If an external authority assumes control of the incident and subsequent investigation, the Environmental Manager shall maintain close contact with the authority and inform top management of every development.
•	When an accident or emergency situation occurs, any contact with the media must be made through the Chief Executive Officer (CEO), who is the only person authorised to release information relating to the incident. 
•	The Environmental Manager shall ensure that any actions or changes of procedure are fully documented and distributed to all relevant personnel, customers, sub-contractors, members of the public etc.  All documentation is controlled in accordance with the procedures contained in 4.4.5 Document Control.

What you will need before you begin
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4.5.1 Monitoring and measurement 1

Purpose
Detailing procedures for regular monitoring of activities that have a significant impact on the environment, calibration of any monitoring equipment and the documentation of results.  
Procedures for surveillance, monitoring and documenting activities that may cause injury or illness.

Procedure
Auditing
•	[enter-your-company-name-here] has established and documented procedures for monitoring and measuring the major areas of its operation that have the potential to impact upon the environment.  
•	The organisation's performance against environmental targets and objectives is audited every 12 months, or more frequently following an accident or incident resulting in an environmental impact.  
•	The audit is carried out by a suitably qualified and experienced auditor and covers all elements of the environmental management system. All audit results are presented in writing to the Environmental Management Committee for review. 
•	Any actions resulting from the audit are documented, communicated to the relevant parties and filed for future reference.
•	[enter-your-company-name-here] records statistical information from areas of its activities that have the potential to produce an environmental impact. The statistics are evaluated by the Environmental Management Committee on a regular basis and the results compared with the environmental policy, targets and objectives. (expand statistical sources)

Measuring equipment
•	Equipment used for monitoring purposes is regularly calibrated and checked in accordance with the calibration requirements for the equipment. 
•	Details of the calibration, the date calibrated and the date that the next calibration is due are recorded on the Equipment_Calibration_Record and filed in accordance with 4.5.3. Each item of equipment, that is required to be calibrated, shall have a label attached. 
•	The label shall show the date calibrated and the date that the next calibration is due. Any equipment that fails the calibration shall be withdrawn until the calibration status is restored.  
•	Where equipment is found to be not operating or out of calibration, the Environmental Manager shall determine whether this may have contributed to an environmental impact and take appropriate action to mitigate the impact.

Continuing compliance
•	[enter-your-company-name-here] regularly audits the environmental management system to check for compliance with relevant environmental legislation and regulations. The Environmental Manager has responsibility for the audit and may use internal or external auditors as appropriate. 
•	The Environmental Manager shall report to the Environmental Management Committee and top management every 12 months on the compliance status together with any recommendations for change.

OH&S monitoring
•	[enter-your-company-name-here] has established, implemented and maintains documented procedures to monitor and measure, on a regular basis, the key characteristics of its operations and activities that can cause illness and injury. 
•	Activities that involve the use of dangerous goods such as asbestos, toxic chemicals, radiation, industrial waste etc. are subjected to risk analysis and monitored in a manner appropriate to the risks involved. 
•	The effectiveness of these measures are evaluated on a regular basis and any procedural changes to improve the monitoring process are examined and implemented as appropriate.
•	Equipment for monitoring and measurement related to health and safety risks is identified in the appendix to this procedure.  
•	The equipment is maintained, calibrated and stored so that the results may be validated. Calibration and maintenance records are stored for future reference in accordance with 4.5.3.
•	With regard to the Occupational Health and Safety Management System, [enter-your-company-name-here] has established, implemented and maintains procedures to monitor performance, effectiveness of relevant operational controls and conformance with [enter-your-company-name-here]'s objectives and targets; and compliance with relevant Occupational Health and Safety legislation.

Health surveillance
•	[enter-your-company-name-here] identifies those areas of its operation where employee health surveillance is required and has implemented appropriate systems. Specific operational areas are (expand here)
•	[enter-your-company-name-here] acknowledges the rights of its personnel to have access to their own individual medical results. 
•	Where specified by legislation, the health of employees exposed to specific hazards is monitored and recorded. The monitoring results are held in a confidential file attached to their personnel file. The files are kept locked at all times and access is restricted to authorised persons only.

4.5.2 Nonconformance and corrective and preventive action

Purpose
To define the corrective or preventive actions necessary to eliminate the causes of nonconformities, including complaints, in order to prevent their recurrence, mitigate the impact and drive continual improvement of the Environmental Management System. 
Corrective actions are implemented as appropriate, considering the actual or potential impact of the nonconformities. 

Procedure
Responsibility
The Environmental Manager has overall responsibility for handling and investigating nonconformance and for taking action to mitigate the impacts caused by the nonconformance. 
When specialist or external assistance is required to deal with the nonconformance and the resulting impacts, the Environmental Manager shall maintain overall responsibility. 
Whenever a nonconformance has the potential to expose the organisation to significant costs or legal action, the Environmental Manager must keep top management informed at all times.  

Corrective and preventive action
The Environmental Manager has overall responsibility for initiating and completing corrective and preventive action in the event of a nonconformance. 
When appropriate, responsibility may be delegated to suitably qualified and experienced personnel. In determining the appropriate corrective and preventive actions to be taken, careful consideration shall be given to the type and magnitude of the problem and environmental impact. 
Where necessary the Environmental Manager shall consult with internal and external specialists to ensure that the most effective and appropriate measures are used to mitigate the impact or prevent the occurrence. 

Corrective Action Required
•	When a nonconformance is identified a Corrective_Action_Required (CAR) form shall be completed. All personnel are trained and encouraged in the use of CAR forms.
•	After completing the details, the CAR form is passed to the Environmental Manager.  If appropriate, the CAR is discussed at staff meetings and meetings of top management.
•	The Environmental Manager shall then process the form promptly, identifying underlying or root causes and notes these on the form.  
•	The Environmental Manager shall then proceed with appropriate corrective or preventive action, noting these on the form.  
•	A Corrective_Action_Required_Log shall be maintained by the Environmental Manager, and the status of the CAR will be maintained.  CAR issues that are outstanding will be followed up regularly. 
•	The CAR log will be presented at the regular environmental management meetings.  The Environmental Manager has the responsibility for making the appropriate changes to procedures, forms and management systems as required, from issues arising from the CAR forms.
•	Top management will review and approve major CAR actions.

Evaluation
All instances of nonconformance are evaluated to determine the cause and the impact that they have on the environment, safety, customer satisfaction etc.
As part of the evaluation process, any action to prevent a recurrence of the non-conformance is considered and evaluated. 
During this evaluation consideration is given to the potential for a recurrence, long term impact, safety, customer satisfaction, legal and regulatory implications etc.     
 
Corrective action
Following the evaluation of the cause, potential for recurrence and the actual or potential impact on the environment, consideration is given to determine the most appropriate method reducing or eliminating the risk of recurrence.

Communication and Documentation
All evaluation results and corrective actions taken to mitigate or eliminate the potential for further nonconformance are communicated to all relevant parties, recorded and stored in accordance with the procedure 4.5.3.

Review
The effectiveness of corrective actions are reviewed on a regular basis, every three (3) months or as deemed necessary by the Environmental Manager or top management. 
Where the nonconformance is considered to be serious, the frequency of review may be increased in order to ensure effective control. Where a nonconformance is detected, changes to procedures, work instructions, training and checklists may be implemented to prevent the recurrence.
 
Complaints
Major corrective action is necessary when the nonconformance includes complaints which have legal or financial impact or which might impact upon the reputation of the organisation.
Minor corrective action is necessary when the nonconformance includes complaints which are minimal or low impact and are easily resolved, with no long-term effects.

4.5.3 Records

Purpose
Procedure for identification, maintenance and disposition of environmental records.

Procedure
[enter-your-company-name-here] has established and maintains procedures for the identification, maintenance and disposition of environmental records. 
These records include training records, audit reports, review reports and incident reports.

Location of records
All records relating to the environmental management system are referenced, see 4.4.4. 
Wherever possible, records are stored as 'soft' copies on the [enter-your-company-name-here] computer network server and indexed in a record register stored on the network server. 
Whenever possible, the records are stored as Read Only files.  A controlled 'hard' copy of the Record Register is held by the Environmental Manager for reference purposes.
When records cannot be stored in 'soft' copy form, they are filed in a logical manner in lockable filing cabinets and under the control of the Environmental Manager.  

Identification of records
In every case, records must be dated and, where appropriate, show the time that the record was created. Where the record relates to a procedure, the number and/or name of the procedure shall be included in the record identification details.
   
Retention of records
The Environmental Manager shall determine the period for which each record type is to be retained. Consideration shall be given to legal and statutory requirements when setting the retention times. 
The retention time shall be displayed in the record identification details for each standard record form and listed in the appendix to this procedure.     

  

4.5.4 Environmental management system audit

Purpose
To detail the programs and procedures for periodic audits of the environmental management system to determine whether the system conforms with the International Standard and provide information to management on performance.

Procedure
[enter-your-company-name-here] has established and maintains a program and procedures for the periodic auditing of the  environmental management system. Each element of the environmental management system will be audited at least once every 12 months.  

The purpose of the audit is to determine whether or not the environmental management system;
•	conforms to [enter-your-company-name-here]'s intentions for environmental management including the requirements of the International Standard AS/NZS14001, and
•	is properly implemented and maintained

The audit program and schedule have been developed to take into account the scale of the actual or potential environmental impact for any given activity. 
Whenever an audit reveals an unexpected result or the measured impact has changed, the audit schedule is adjusted to changed to reflect the need for  less or greater surveillance. 
Changes to the audit schedule are approved by the Environmental Manager and top management before they are implemented.
The audit results are reviewed by the Environmental Management Committee and the Environmental Manager.  The results of the audit and any proposed changes to objectives, targets, policy or procedures are presented to top management for further review. 

Audit schedule
To ensure that sufficient resources are available in order to conduct thorough and accurate audits,the audit schedule is spread across the year.  Each element is audited individually and may be scheduled with varying frequency.  
The audit schedule is drawn up following the annual review of the management system and will reflect any changes, nonconformance or other concerns raised during the review process.   
Click here to download a copy of the Internal Audit Schedule Form

Audit procedure
Expansion required - Who conducts the audit - What evidence or records are to be examined.

What you will need before you begin
Need	Notes	
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•	..other	
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•	..other	
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Safety hazards awareness
Any safety hazards to be aware of - delete this section if not needed
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Steps
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8.	..others

Tips
Any tips learnt from previous experiences that should be passed on - delete this section if not needed
•	[e.g. %<<sampleinfo>>%]
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Traps
Any traps to avoid learnt from previous experiences that should be passed on - delete this section if not needed
•	[e.g. %<<sampleinfo>>%]
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4.6 Management review 1

Purpose
Procedures for the periodic review of the environmental management system by management to ensure its continuing suitability, adequacy and effectiveness.

Procedure
•	[enter-your-company-name-here]'s top management shall conduct an annual review of the environmental management system to confirm that is suitable, adequate and effective. 
•	The management review shall address the possible need for changes to policy, objectives and other elements of the environmental management system, in the light of environmental management system audit results, changing circumstances and the commitment to continual improvement. 
•	The Environmental Manager has the responsibility for collecting the operating data, audit reports, statistics and other reports in order that top management may carry out the evaluation. 
•	The review findings and recommendations shall be documented and any necessary actions implemented without delay. All documentation relating to the review shall be filed for future reference. 

Environmental - list of attached files

List of attached files for this department
Create a list by:
•	Click the "Hyperlink button"
•	When the dialog appears click the "Existing File" radio button at top
•	Browse various folders and find all the documents you want to link
•	Select them individually and click "Apply linked list item" or 
•	multi-select and click "Apply linked list item"

Preferred_Suppliers_Listing_-_Environmental.doc
Internal_Audit_Report_Form.doc
Internal_Documents_Register.doc
Incident_Report_Form.doc
Equipment_Calibration_Record.docx
Quarterly_Internal_Audit_Schedule.doc
Training_Register_-_Environmental.docx