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Document Number: EMS-14001-453-P007 (Assign some type of unique numbering system) Date: 6 June 20021 E X A M P L E Record Control Procedure (Include a control statement that describes how you are going to control the document) (Example of a control statement) This on-line procedure is a “controlled” document and authorized for use. When printed from this web- site, this document is uncontrolled. Before using a printed copy of this document, ensure that it is the same as the on-line version. Document Number: EMS-14001-453-P007 Date: 6 June 2002 Record Control Procedure Approved by: ________________________________________________________________________ Date: ______________________________________________________________________________ This on-line procedure is a “controlled” document and authorized for use. When printed from this web- site, this document is uncontrolled. Before using a printed copy of this document, ensure that it is the same as the on-line version. Title: Record Control Procedure (Sample Header) Date: 6 June 2002 Procedure No.: EMS-14001-453-P007 Page 1 of 4 (Include a Record of Revision to maintain a history of the document) Record of Revisions Release Date Section(s) Page(s) Summary of Changes Signature Number 0 6/6/02 Initial Release EMR Title: Record Control Procedure (Sample Header) Date: 6 June 2002 Procedure No.: EMS-14001-453-P007 Page 2 of 4 1.0 PURPOSE (Describe the purpose of the procedure) (Example of a purpose statement) To describe policies for identification, maintenance and disposal of this facility’s Environmental Management System records. 2.0 SCOPE (Describe what is included in this procedure) (Example of a scope statement) This procedure covers all environmental records, both hardcopy and electronic or other media form, required for effective operation of this facility’s Environmental Management System. These records are managed at the department level and at the facility level. Records include but are not limited to: forms (when filled in), reports, training, audit results, inspection results, maintenance and calibration records, emergency response records, information on significant environmental aspects, and management reviews. Records are considered Tier IV documents under the Environmental Management System documentation structure. 3.0 ACRONYMNS/DEFINITIONS EMR: Environmental Management Representative EMS: Environmental Management System Record: A document which furnishes objective evidence of activities performed or results achieved. 4.0 RESPONSIBILITIES (Describe who has responsibilities associated with this procedure) (Example of a responsibilities section) 4.1 It is the responsibility of the Environmental Office to identify environmental records and retention periods required by environmental regulations for environmental records that are maintained for the facility. 4.2 It is the responsibility of the Department Head or designee to identify and maintain environmental records, and their retention times, specific to the department's significant environmental aspects. 4.3 It is the responsibility of the EMR Designee to identify and maintain records associated with the EMS at the facility level. The EMR Designee identifies retention times for these records. Title: Record Control Procedure (Sample Header) Date: 6 June 2002 Procedure No.: EMS-14001-453-P007 Page 3 of 4 5..0 PROCEDURE (Describe how the facility identifies its record control process) (Example of this section) 5.1 The Environmental Office maintains a documented procedure for the identification, collection, indexing, access, filing, storage, maintenance, and disposition of facility level environmental records. Departments maintain a process for the identification, collection, indexing, access, filing, storage, maintenance, and disposition of department level environmental records. 5.2 All environmental records are legible, retrievable, and maintained in a suitable environment to prevent deterioration, damage, or loss. 5.3 Retention of records is in accordance with regulatory requirements unless otherwise specified in the procedure producing the record. 5.4 Obsolete records are disposed of by the record owner or designee. 5.5 Appropriate security and backup controls are in place to ensure the reliability, security, and availability of electronic environmental records for which no hard copy is retained. 6.0 REFERENCE (Include any reference associated with this procedure) ANSI/ISO 14001-1996 Environmental Management System—Specification with guidance for use 7.0 RECORDS (Include any records associated with this procedure) Environmental records maintained by the Environmental Office. Environmental records maintained by departments. Title: Record Control Procedure (Sample Header) Date: 6 June 2002 Procedure No.: EMS-14001-453-P007 Page 4 of 4 8.0 ATTACHMENTS (Include any attachments associated with this procedure) None 9.0 GENERAL Comments on this procedure are encouraged. Contact the Environmental Management Representative Designee or your EMS POC for assistance. 10.0 AUTHORIZED DISTRIBUTION (Include a distribution statement – who will receive a copy of this procedure) (Example of a distribution statement) The original copy of this document is located in the EMR Designee's Office. This document is kept current on this facility’s EMS Web Page.
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