7.5 Documented Information [ISO 45001 Procedure Template]

What is ISO 45001 Clause 7.5 Documented Information?

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.

Contents

7.5.1 General

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:

  • The occupational health and safety management system, including related processes;
  • Information created in order for the organization to operate (documentation);
  • Evidence of results achieved (records).

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.

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.

man writing document with information

7.5.2 Documents - Creating and Updating

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.

OH&S Documentation Requirements

The following list represents the documents and related clauses that you need to maintain in order to comply with ISO 45001:

  1. Description of the scope (4.3)
  2. Health and safety policy (5.2)
  3. Division of roles, responsibilities and authorities (5.3)
  4. Risks and opportunities (6.1.1)
  5. The processes and actions required to identify and address risks and opportunities in 6.1.2 - 6.1.4 (6.1.1)
  6. The methodologies for assessing the OH&S risks and criteria to determine them (6.1.2.2)
  7. Legal and other requirements (6.1.3)
  8. Health and safety objectives and the plans to realize them (6.2.2)
  9. Evidence of competences (7.2)
  10. Evidence of communication activities (7.4.1)
  11. Processes for operational planning and control (8.1.1)
  12. Processes and plans for preparedness and response to emergency situations (8.2)
  13. Evidence of the results of monitoring, measurements, analyses and evaluations of the performance (9.1.1)
  14. Evidence of maintenance, calibration or verification of equipment measurements (9.1.1)
  15. Compliance assessment (9.1.2)
  16. Internal audit programme and results of internal audits (9.2.2)
  17. Results of the management review (9.3)
  18. The background of incidents and deviations, measures taken and the results of measures and corrective measures, and their effectiveness (10.2)
  19. Evidence of the results of the continuous improvement process (10.3)

Non-Mandatory Documentation

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:

  1. Results of the context and stakeholder analyses (see 4.1 and 4.2)
  2. Process application matrix (4.3)
  3. Description of the organization and responsibilities
  4. Overview of documented information and records (including any descriptions of processes and procedures other than those more or less required on the basis of 6.1.1, 8.1 and 8.2)
  5. Procedure for determining organizational context and interested parties (clauses 4.1 and 4.2)
  6. Procedure for identification and evaluation of risks and opportunities (clauses 6.1.1 and 6.1.2)
  7. Procedure for competence, training and awareness (clauses 7.2 and 7.3)
  8. Procedure for communication (clause 7.4)
  9. Procedure for document and record control (clause 7.5)
  10. Procedure for internal audit (clause 9.2)
  11. Procedure for management review (clause 9.3)
  12. Procedure for management of nonconformities and corrective actions (clause 10.2)

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.

Document files

7.5.3 Control of Documented Information

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.

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.

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Updated: 15th April 2022
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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:

  • Control of Documented Information Process Activity Map
  • Master Document & Record Index
  • Document Issue Sheet
  • Document Change Request

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