Documented Information
%The_Company% will ensure that all documents in the management system are approved, controlled and current at the time and point of use. All documents will be periodically reviewed and approved before use.
Current versions of relevant documents are available to all personnel at any time. All documentation will be dated, including revision dates.
%The_Company%’s OH&S management system will include:
• Documented information required by all relevant standards and legislation
• Documented information determined by %The_Company% as being necessary for the effectiveness of the
OH&S management system.
The extent of the documented information can differ from one organisation to another, due to:
• The size of the organisation and its types of activities, processes, products, and services • The complexity of processes and their interactions
• The competence of the employees
Responsibility and Authority
The person(s) with the responsibility and authority to ensure that these procedures or risk controls are being followed is to be the Health and Safety Representative(s) and/or Consultant.
Policy Document
This manual is a discrete document and is approved by the Health and Safety Representative.
Each subsequent page of the manual contains a heading which details the document title, issue number, issue date and page number.
The risk control section (Section 10) is not issued as one discrete document; the risk controls that are contained in the manual are unique and are controlled by their control number.
Each risk control is approved by the HSR on signing the first page of the document.
Each subsequent page of the control section contains a heading that details the document title, issue number and page number.
Other Documents
Other documents (forms, worksheets etc.) are approved by the HSR on signing.
There is one hard copy Master Manual kept by the HSR. This includes the policy manual, the procedures, the Work Instructions, and all other relevant documentation (forms, worksheets etc.).
There will also be an electronic copy of the manual kept on %The_Company% computer system and made available to the staff for reading purposes.
This copy will be in a pdf format and locked to prevent any unauthorized amendment. Printing of pages will be permitted. This copy will be of the same version as the master manual.
Issue of Controlled Document
Documented information required by the OH&S management system and by this International Standard will be controlled to ensure:
- it is available and suitable for use, where and when it is needed
- it is adequately protected (e.g., from loss of confidentiality, improper use, or loss of integrity).
%The_Company% only has one Master Manual in circulation. If any sections of the manual are to be reproduced in any way, this will be recorded on the reverse of the page of that section. Details of where the section is to be used must be recorded and then signed by the HSR.
Document Revisions
Text revisions in documents are identified by a note on the amendments page noting the revised text and page number. These must be signed off by a Health and Safety Representative or Consultant.
Revised documents must have their issue number increased to the version number of the updated page or system. All outdated documents will be removed from the management system and filed in the archive system.
As there is only one master manual, when revisions are made to the procedures, all affected staff members will be notified immediately by the Health and Safety Representative.
Creating and Updating Documents
When creating and updating documented information the organisation will ensure appropriate:
- identification and description (e.g., a title, date, author, or reference number)
- format (e.g., language, software version, graphics) and media (e.g., paper, electronic)
- review and approval for suitability and adequacy.