4.4.5 Document and Data Control

Implementation

Purpose

[enter-your-company-name-here] has established, implemented and maintains procedures for controlling all relevant documents and data required by the international standard ISO4801 to ensure that:

they can be quickly and easily located;
they are regularly reviewed, revised as necessary and approved for adequacy by competent and responsible personnel;
current versions of relevant documents and data are available at all locations where operations essential to the effective functioning of the OH&SMS are performed;
obsolete documents and data are promptly removed from all points of issue and points of use actions taken to prevent their use; and
archival documents and data retained for legal or knowledge preservation purposes or both, are identified as such.

Documentation and data shall be legible, dated (with dates of revision) and readily identifiable and is maintained in an orderly manner for a specified period.

Procedures and responsibilities have been established and are maintained, concerning the creation and modification of the various types of documents and data.

[enter-your-company-name-here] employs controls to prevent the use of obsolete documents

Procedure

Storage

[enter-your-company-name-here] maintains its OH&S management documentation by means of the TKO document control system.

The relevant documents may be found under the Core element headings in the Key Business Area. Clicking on the Core element will reveal the corresponding documents; these may then be previewed or printed.

Or detail here, the method for storing and retrieving the documentation.

Periodic review, revision and approval

[enter-your-company-name-here]’s OH&SMS is periodically reviewed every [how long] to ensure that it is relevant and is compliant with the Standard.
If a revision is necessary, the OH&S manager will authorise an appropriately qualified person or persons to prepare a draft amendment. If the revision is necessary as the result of changes to work practices or workplace, then all personnel effected will be consulted – see 4.4.3 Consultation, Communication and Reporting
If the revision is minor or does not impact upon other OH&S procedures or does not require consultation with other stake holders, then the OH&S manager may approve the revision. The OH&S manager shall ensure that all documentation, forms, signs etc is changed to reflect the revision.
If the revision does not conform with the conditions above, the OH&S committee shall review the draft amendments, make any recommendations for further change and approve the revision. The OH&S manager shall ensure that all documentation, forms, signs etc is changed to reflect the revision.

Revision control

All documentation shall be clearly marked with the latest revision date, the title of the document and the person or title of the person who has approved the issue. Whenever a document is found to have a revision date that is older than another copy of the same document, the older document shall be withdrawn from circulation immediately and destroyed or handled as Obsolete documentation – see below.

Availability of documentation

Copies of the relevant documentation are made available in all locations covered by the OH&SMS. If these documents are Un-Controlled, then they are clearly marked UN-CONTROLLED. If controlled documents are copied for reference purposes, they are must be immediately stamped UN-CONTROLLED.

Obsolete documentation

Superseded, obsolete or damaged documentation shall be removed from all locations covered by the OH&SMS. Unless it is required for archival, legal or knowledge preservation purposes, the superseded, obsolete or damaged documentation shall be destroyed in a manner that prevents it from being returned to circulation.

Copies of superseded or obsolete documentation may be retained for archival, legal or knowledge preservation purposes; all such documentation shall be clearly stamped SUPERSEDED and stored in a manner that would prevent accidental access.

The OH&S manager shall ensure that all documentation and registers are updated to record this action.

4.4.5 Document and Data Control