Documented information is defined by ISO 45001 as information required to be controlled and maintained by an organization, as well as the medium in which it is contained.
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You do need to document your OH&S Management System, but you probably have some of the documentation already, and the rest should be fairly easy to put in place.
Documented information can be in any format and media and from any source and can refer to:
OH&S Management System documentation is the basis for sharing your health and safety policy and explaining your processes to everyone. In addition, it is important that there are records of your safety management activity.
Our Documented Information Procedure is proven to work.
For small organizations, clear documentation helps to make sure that everyone including your staff members, your contractors, and regulators understand your management system.
Keep your management system documentation simple, concise and to the point. You may want to produce a health and safety manual, but it can refer to existing documentation that covers the requirements.
You should seek to confirm that when documented information is created or updated, your organization has ensured that it is appropriately identified and described (e.g.; title, date, author, reference number).
It must be in an appropriate format (e.g.; language, software version, graphics) and on appropriate media (e.g.; paper, electronic). Confirm that documented information is reviewed and approved for suitability and adequacy.
The following list represents the documents and related clauses that you need to maintain in order to comply with ISO 45001:
Apart from the above list of documents, there are additional supporting documents that can be used to facilitate the operation of your health and safety management system:
Our Documented Information Procedure is proven to work.
The documented information must be maintained and retained to the extent necessary to have confidence that the processes have been carried out as planned. Information required to be controlled and maintained by an organization and the medium on which it is contained.
A robust document control process invariably lies at the heart of any compliant health and safety management system; almost every aspect of auditing and compliance verification is determined through the scrutiny of documented information. With this in mind, it becomes apparent that the on-going maintenance of an efficient document management system must not be overlooked.
Your organization must control the documented information required by the OH&S Management System. A suitable process must be implemented to define the controls needed to; approve, review, update, identify changes, identify revision status and provide access. The documented information process should define the scope, purpose, method and responsibilities required to implement these parameters.
In order to comply with the documented information requirements, it is essential that all personnel understand what types of information that should be controlled and more importantly, how this control should be exercised. To get the most out of your documented information process, it must communicate to ensure that staff and other users of the documentation information understand what they must do in order to manage that information effectively and efficiently.
Our Documented Information Procedure is proven to work.
Departmental managers should always be responsible for promoting good documented information practices in their area whilst supporting overall compliance to the requirements. Individuals and their line managers should be responsible for the information that they create, as well as being responsible for their retention and disposal in line with legislative requirements and organizational needs.
All of the ISO 14001 clauses are fully-documented and explained in our Environmental Management System Template (EMS).
We have procedures, templates, checklists, process maps, forms and gap analysis tools to help your documentation without missing a single input or output.
Before you invest all the hours reinventing the wheel, before you spend countless dollars outsourcing the task — try our templates.
Updated: 15th April 2022
Author: Richard Keen
Richard is our Compliance Director, responsible for content & product development.
But most importantly he is ISO's biggest fanboy and a true evangelist of the standards.
Learn more about Richard
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Our ISO Auditors and Quality Manager Trainers have been in this industry for years, and since 2002 we’ve been providing thousands of small businesses and large corporations with the tools they need to get certified.
Instead of trying to create everything you need to follow this process from scratch, use ours. We have procedures, templates, checklists, process maps, forms and gap analysis tools to help you control your documented information without missing a single input or output.
Before you invest all the hours reinventing the wheel, before you spend countless dollars outsourcing the task — try our templates.
| QMS ISO 9001 |
EMS ISO 14001 |
OH&S ISO 45001 |
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Documented Information Procedure - view sample The purpose of this procedure is to ensure that all relevant documented information and organizational knowledge which forms an integral part of our quality management system is managed under controlled conditions and that all documented information is reviewed and approved by authorized personnel prior to issue. Forms & Reports also included:
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