5468_14001pitfalls_0206.qxd 5/6/06 9:36 AM Page 30
THE ROUTE TO 14001:2004 THE ROUTE TO 14001:2004
Avoiding the Pitfalls Avoiding the Pitfalls
4.4.4 DOCUMENTATION
SYSTEM DOCUMENTATION a19 OR ✘ COMMENT/PLAN
Here the standard is looking for you to provide a ‘route map’ of how
Core elements of EMS defined?
(As manual, matrix or other)
your system relates to ISO 14001 and where within your EMS or
other management systems you deliver the Standard’s requirements.
Related documents, eg Quality or
Health and Safety system are
referenced when applicable?
KEY REQUIREMENTS
Documents are subject to document
a73 description of core elements of system
control disciplines?
a73 provision of direction to related supporting documentation
The Standard does not state how these ‘core elements’ are to
be described, nor how ‘direction to related documentation’ is to
be effected.
4.4.5 CONTROL OF DOCUMENTS
Typically this is done by a ‘handbook’ or matrix which gives a
The EMS, when documented, will be your company’s guide to its
pointer to where within the organisation’s management system(s)
current recognised ‘best practice’. It follows then that this must be:
the requirements of ISO 14001 are delivered.
approved, up-to-date, and available to those who need it.
Often elements of the EMS are delivered by pre-existing procedures
in the Quality or Health and Safety management systems. This is
KEY REQUIREMENTS
sensible and avoids duplication. It is essential to cross-refer to
a73 documents must be controlled so that they are:
these documents because they are vital controls and will need to
locatable, approved, periodically reviewed
be included in audit schedules.
a73 documents must be legible and dated
COMMON PITFALLS
a73 up-to-date documents must be available where they
are needed
a73 Procedures in quality or other management system
which deliver or support part of the EMS (eg chemicals
COMMON PITFALLS
handling, emergency plans) are not cross-referenced
a73 The most common problem found is that documents and
from the EMS.
procedures are not available to those who need them.
a73 The means of delivering part of the requirements of
This can often be the case with management systems
ISO 14001 are not clear, typically the means of
which are electronic.
confirming legal compliance, external communications
a73 Latest issues are not made available to every user, due
regarding Significant Aspects.
to poor updating and control procedures.
a73 Procedure not auditable - does not say how things
a73 Occasionally the approval mechanism for procedures is
are done.
not clear, nor is there a plan for reviewing the procedures
to make sure they are still relevant and accurately reflect
the requirements of the process which they describe.
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