Environmental Management Systems. EMS Documentation. Summer Workshop June 6, 2012
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1 Environmental Management Systems EMS Documentation Summer Workshop June 6, 2012
2 Documents Written Procedures/Instructions on: Environmental Compliance How the EMS was Developed How the EMS Will Continue to be Implemented Example Documents Environmental Policy Statement Communication Procedure Spill Response Plan Compliance Manual Permit Tank Operational Manual
3 Documents Purpose of a Document is to: Explain and Require Practices and Procedures to Promote Consistency Identify Responsible Personnel Identify Places Where Lack of Consistency in Performing a Task Would Lead to an Environmental Problem or Deviation of the EMS
4 Document Control Documents Need to be Controlled to: Ensure Staff are Working From the Most Recent Version of the Document Ensure the Use of Approved Procedures and Processes Ensure the Staff that Need the Document Actually Receive (and are Aware of) the Document Controlled Documents Need to Have a Review and Approval Process for Finalizing Documents Document Control May Include: Document Numbering Systems Signature of Authorized Staff for Approval Effective Date and/or Revision Number EMS
5 DOCUMENT CONTROL EXAMPLES
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9 Documentation: Many Styles Documentation Can be Simple to Very Complicated Text Flow Charts Photographs with Explanations EMS Documentation Usually Contains Similar Sections Scope Responsibilities Procedure Training Records EMS
10 Document Formatting Personalize the Document Format Identify the Document Style, Layout and Control Procedure that Best Works for Your Organization Keep the Format Consistent Review and Update the Format As Needed Communicate the Necessary Information
11 List of Required Documents for Iowa EMS Fenceline Statement Environmental Policy Objectives and Targets and Action Plan Procedures Environmental Impacts Legal and Other Requirements Communication, Training and Awareness Monitoring and Measurement Assessment Reevaluation and Modification Don t Forget Required Compliance Documents
12 Consider the Use of an EMS Manual An EMS Manual is Used to Tell Our EMS Story and May Also be Used to Keep All EMS Documentation in One Place Describes and Defines the Entire EMS Process in One Location and Answers the W questions - Who, Where, When, What, Why EMS Manual
13 Records
14 Record - Definition A Record is Written Proof or Evidence that: The EMS or Compliance Program is in Place The EMS or Compliance Program is Functioning Most Records Cannot or Should Not Be Changed Examples of Records Completed Training Log Completed Inspection Checklist Manifests Lab Results Related to an Objective and Target
15 Records Purpose of a Record: Demonstrate Conformity to the EMS Demonstrate Compliance with the Law Control of Records Identify Where the Record is to Be Stored, For How Long, and When It Can or Will be Destroyed Most Organizations Have a Records Retention or Retrieval Process Already in Place
16 Records Things to Consider Identification of Records What Records Am I Supposed to Keep? Storage of Records Where Are They Stored? Retrieval of Records How Can I Access the Records When I Need Them? Retention of Records How Long Do I Need to Keep Them? Disposal of Records When Can I Recycle Them?
17 Example List of Required Records for Iowa EMS Legal and Other Requirements List Activities and Impacts List Roles and Responsibilities Table Monitoring and Measurement Data Log of Information Requests from the Public with Corresponding Responses Reevaluation Results Management Review Record Training Logs Don t Forget Records Required by Law!
18 Best Practices Ask, What is the Value in Generating this Document or Record? Is it Required by Law? Is it Required by the EMS? Would it Eliminate Deviations that Could Cause Environmental Harm? Determine Whether There is an Existing Document Management/Control/Records Retention Process Already in Place Use it!
19 Best Practices Be Clear and Concise Consider Paper or Electronic Versions Designated Responsibility and Authority for Creating/ Revising Documents Retrieval of Old Documents Consider Log of Documents and Records
20 Warning: Over-Documentation Problems Remember You Have to Keep Up With It! If I Say I m Going to Do Something in a Written Procedure, Then I Better Be Doing It If the EMS Becomes About Generating Paperwork, Then We Missed the Point
21 QUESTIONS?
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