4.4.5 Document Control
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- identification of current and the treatment of superseded versions,
- retention of superseded documentation, and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.
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.
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Identification of current and the treatment of superseded documentation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.
- 4.1.0 General Requirements – Environmental
- 4.2.0 Environmental Policy
- 4.3.1 Environmental Aspects
- 4.3.2 Legal and Other Requirements – Environmental
- 4.3.3 Objectives and Targets – Environmental
- How to use bottlenecks in your business to help you write effective standard operating procedures (SOP)
- SOP Software to help you manage your standard operating procedures (SOP)
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