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Documentation and document control
The document outlines essential aspects of environmental management system (EMS) documentation and document control, highlighting the distinction between documents and records. It details core EMS elements, the importance of maintaining document control, and provides examples of effective document management systems. Proper documentation and control are crucial for compliance and environmental performance.
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Documentation and document control
- 1. Documentation and Document Control EPARegions 9 & 10 and The Federal Network for Sustainability
- 2. 2 Overview • EMS Documentation •Documents vs. records • Document Control • Document Formats • Examples
- 3. 3 EMS Documentation • Describescore elements of EMS • Provides directions to related documents • Supports employee awareness • Facilitates evaluation of the system and environmental performance
- 4. 4 Documents vs. Records Documents –Offer guidance or explain actions to be carried out – Can be changed Records – Provide verification of things that have happened – Cannot be changed
- 5. 5 • Documents arematerials that provide management directions: – environmental policy – internal standards and operating procedures – process information – organization charts – emergency plans • Records include – training records – incident reports – product information – complaints and responses – audit results – management review meeting minutes Documents vs. Records
- 6. 6 Core Elements ofEMS • Policy statement • Aspects and impacts • Objectives and targets • Linkage from objectives to programs • Roles and responsibilities • Schedules • Action items
- 7. 7 Document Control • Documentscan be located by people who need them • Current versions are available where appropriate • Periodically reviewed, revised, and approved • Obsolete versions are promptly removed • Obsolete versions are retained if necessary
- 8. 8 Document Formats • Legible •Easily identifiable • Current • Each revision dated • Author • Reviewer • Review date
- 9. 9 Examples of Document ControlSystems • Distribution to offices on as needed basis • Central file cabinet • Microsoft Outlook “Public Folders” • Use of software version control properties • Web site with Adobe Acrobat .pdf files • GIS • Proprietary software packages
- 10. 10 Summary An EMS musthave: • documentation for core elements • document control for other documents related to significant impacts and policy