ISO 14001:2004 Environmental Management System Manual Company Name/Logo Document No Rev Uncontrolled Copy Controlled Copy Date COMPANY PROPRIETARY INFORMATION Prior to use, ensure this document is the most recent revision by checking the Master Document List. To request a change, submit a Document Change Request to the Document Control Representative.
Approvals The signatures below certify that this quality manual has been reviewed and accepted, and demonstrates that the signatories are aware of all the requirements contained herein and are committed to ensuring their provision. Name Signature Position Date Prepared by Reviewed by Approved by Amendment Record This quality manual is reviewed to ensure its continuing relevance to the systems and process that it describes. A record of contextual additions or omissions is given below: Page No. Context Revision Date Document No: Page 2 of 19
Contents Introduction... 4 1. Scope... 5 1.1 Description of Organization... 5 1.2 Scope of Certification... 5 1.3 Third Party Certification... 5 2. References... 6 3. Terms & Definitions... 7 3.1 Description... 7 3.2 Implementation and Maintenance... 7 4. Environmental Management System... 8 4.1 General... 8 4.2 Environmental Policy... 8 4.3 Planning... 8 4.3.1 Environmental Aspects... 8 4.3.2 Legal and Other Requirements... 8 4.3.3 Objectives, Targets and Programmes... 9 4.4 Implementation and Operation... 9 4.4.1 Resources, Roles, Responsibility and Authority... 9 4.4.2 Competence, Training and Awareness... 9 4.4.3 Communication... 10 4.4.4 Documentation... 10 4.4.5 Control of Documents... 10 4.4.6 Operational Control... 11 4.4.7 Emergency Preparedness and Response... 11 4.5 Checking... 11 4.5.1 Monitoring and Measurement... 11 4.5.2 Evaluation of Compliance... 12 4.5.3 Non-conformity, Corrective Action and Preventive Action... 12 4.5.4 Control of Records... 12 4.5.5 Internal Audit... 12 4.6 Management Review... 13 Appendices... 14 A.1 Abbreviations & Acronyms... 14 A.2 Sequence and Interaction of Environmental Management Processes... 15 A.3 List of Key Environmental Management System Documents... 16 A.4 Organization Chart... 18 A.5 Environmental Policy... 19 Document No: Page 3 of 19
Introduction Your Company has developed and implemented an environmental management system (EMS) in order to document the company s best business practices, better satisfy the requirements and expectations of its customers and to improve the overall management of the company. The environmental management system of Your Company meets the requirements of the international standard ISO 14001:2004. This manual describes the environmental management system, delineates authorities, inter relationships and responsibilities of personnel responsible for performing within the system. The manual also provides procedures or references for all activities comprising the environmental management system to ensure compliance to the necessary requirements of the standard. This manual is also used externally to introduce our environmental management system to our customers and other external organizations or individuals. The manual is used to familiarise them with the controls that have been implemented and to assure them that the integrity of our environmental management system is maintained and focused on delivering environmental responsibility. Document No: Page 4 of 19
1. Scope 1.1 Description of Organization The International Organization Standard ISO 14001:2004 describes the requirements for an environmental management system by addressing the principles and processes surrounding the design development and delivery of a general product or service. The activity covered by Your Company is for the provision of and/or [amend as appropriate] supply of [specify business/industry/sector]. 1.2 Scope of Certification The environmental management system complies with all applicable requirements contained in ISO 14001:2004, covers the design and provision of all products and/or services, and encompasses all operations at our facility located at [insert address of your facilities here]. This manual shows the relationship between the environmental management system and BS EN ISO 14001. (Section 4 of this manual corresponds to Section 4 of ISO 14001:2004). 1.3 Third Party Certification Conformance to ISO 14001:2004 has been verified by [insert name of Registrar] utilising an assessment and review process. The Environmental Management Representative has confirmed compliance following this process by completion of a formal written Declaration of Conformance. Document No: Page 5 of 19
2. References In addition to ISO 14001:2004, Your Company also makes reference to relevant British and or international standards as well as customer specifications where appropriate. Standard Title Description ISO 14001:2004 Environmental Management Systems Requirements ISO 9000:2005 Quality management systems Fundamentals and Vocabulary ISO 19011:2011 Guidelines for Auditing Management Systems Auditing Guidelines During the implementation of the environmental management system, Your Company made reference to the guidance provided by: www.lrqa.co.uk/help/implementation/ems Document No: Page 6 of 19
3. Terms & Definitions 3.1 Description Your Company s environmental management system uses the same internationally recognised terms, vocabulary and definitions given in ISO 9000:2005. Acronyms, terms, vocabulary and definitions unique to our organization, customers, industry and region are referenced throughout our environmental manual and are contained in Appendix A.1. The following terms are adapted from ISO 14001:2004 and ISO 9000:2005: Term Management System Management Manual Management Procedures Environment Environmental Aspect Environmental Impact Controlled Copy Controlled Issue Definition The defined methods, practices and organisation to meet the requirements The documented environmental management system The procedures documenting the environmental systems Surroundings in which the organisation operates Activities that can interact with the environment A change to the environment resulting from an environmental aspect The issue of a document that will be updated whenever it is revised The issue of a document where proof of receipt is sought from the recipient 3.2 Implementation and Maintenance It is recognised that documenting the environmental management system is only the first step towards fully implementing its requirements. For this reason the Environmental Management Representative will brief all new and existing personnel on the requirements of the environmental management system to ensure full compliance. The effectiveness of the implementation is measured through on-going internal audits of the environmental management system. Where implementation is deemed inadequate then steps are taken to resolve the situation in a timely manner. The environmental management system as a whole is reviewed during regular management review meetings where the completeness and effectiveness of the system and any steps necessary to improve it are discussed to ensure appropriate action is taken. Whenever the environmental management system is changed the Environmental Management Representative will make all relevant personnel aware of the new or revised systems and monitor them to ensure that they are implemented effectively. Document No: Page 7 of 19
4. Environmental Management System 4.1 General Your Company has implemented an environmental management system (EMS) that exists as part of a larger, overall organizational management system. Your Company has established, documented and implemented the environmental policy and all related processes in order to satisfy the requirements of ISO 14001:2004. As an organisation, the following steps have been taken to ensure compliance: All requirements of ISO 14001:2004 are specified within this document are communicated to ensure that all personnel concerned with its operation are aware of the requirements. Top management take the lead to ensure that the environmental management system is fully implemented by all personnel. Regular management review meetings are held to review the status and relevance of the implemented requirements and to identify any actions that are required to maintain and improve the system. The scope to which this environmental management system is applied is defined as all operations which it conducts at and from the address stated in Section 1.2. 4.2 Environmental Policy Your Company s environmental policy is defined in Appendix A.5 and is designed to reflect the environmental needs and responsibilities of the company s activities. In particular the policy indicates the organisation s commitment to continual environmental improvement, the prevention of pollution, conformance to legislation and other requirements in relation to our environmental aspects. Top management ensures that the policy is communicated to all personnel and is available to the public upon request. 4.3 Planning 4.3.1 Environmental Aspects Your Company has identified the environmental aspects pertaining to its business operations. This process is managed using the Environmental Aspects Procedure EP01. The subsequent output from this process takes account of the severity of the environmental aspects and the company s ability to influence them, in order to determine which are the most significant. The aspects that have an associated significant impact are then considered significant aspects. The EMS is structured to address and manage these significant environmental aspects in order to control or limit the associated environmental impacts. Supporting documentation: Ref EP01 Title & Description Environmental Aspects Procedure 4.3.2 Legal and Other Requirements Top management reviews all relevant environmental legislation using the NETRegs service www.netregs.gov.uk provided online by the Environment Agency and has identified all relevant legal requirements that are relevant. Legal requirements are reviewed on a regular basis with assistance from the automatic emails received from NETRegs whenever legislation is updated or is newly published. The management review meeting attendees ensure that the environmental aspects identified are understood in terms of relevant legislation. Supporting documentation: Ref EP02 Title & Description Legal & Other Requirements Procedure Document No: Page 8 of 19