Controlling Documentation
As you begin to develop and implement your EMS you will notice the creation or modification of various documents. These documents are essential to the establishment of the EMS framework and the managing of significant aspects. To ensure personnel are fulfilling their responsibilities properly they need to work from the correct documentation – approved and is the current version. A documented procedure for document control needs to be established to ensure personnel are working from proper documentation.
- Documents - written instruments used to keep the EMS functioning (policies, procedures, maintenance manuals)
What is EMS documentation?
- Your environmental policy
- Your organizational structure and key responsibilities
- A description of how your organization satisfies EMS requirements (An EMS Manual can satisfy this requirement)
- Operational procedures/work instructions
- Other EMS-related documents (such as emergency response plans,
training plans, etc.)
An EMS manual is:
- A description of the system’s core elements and how they are linked
- A roadmap to related documentation
The document control procedure needs to be documented and describes how documents are:
- Created
- Located
- Reviewed and updated
- Disposed of
Identify a document format that works best for your organization. Will a paper process or an electronic process or a combination of the two suit your needs? Be sure to identify who has the responsibility and authority for creating and revising documents.
Getting Started
- Identify what documents should be controlled
- Prepare a document control index
- Highlight changes in revised documents to make it easier for readers to identify changes