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Environmental Document Management System document sample
Environmental Document Management System document sample
ENVIRONMENTAL MANAGEMENT SYSTEM Glasgow Caledonian University Draft Policy Document References: ISO14001 :2004 – 4.0 Environmental Management System Requirements ISO14004 :2004 – 4.0 Environmental Management System Elements General Requirements – Policy 1 Reference: ISO14001 :2004 – 4.1 General Requirements Executive Board is committed to establishing, documenting and implementing an effective Environmental Management System (EMS), based upon a defined scope that is maintained and continually improved following the Plan-Do-Check-Act (PDCA) model process. The system is designed to satisfy all the requirements of this policy document which has been written based upon the requirements of BS EN ISO14001:2004 and general guidelines contained in BS EN ISO14004:2004. Where collaboration exists between BS EN ISO14001 :2004 and BS EN ISO9001 :2000 this will appear in red at the reference paragraph. Identification of the various processes needed to meet regulatory compliance that relates to significant environmental aspects, are established, including how they will sequentially interact with each other. Based upon the findings of an environmental review, the scope of the EMS is defined and documented. The criteria and source of information needed for the effective control and monitoring of the system is considered to ensure monitoring, measuring and analysis of all processes is undertaken. Processes are managed in a way that satisfies the requirements of this policy document. Environmental Policy – Policy 2 Reference: ISO14001 :2004 – 4.2 Environmental Policy The University’s environmental policy is set out in a statement that expands upon its commitment to: comply with legal requirements, prevent pollution, achieve continual improvement and other guiding principles as determined within the scope of the EMS. Executive Board will ensure the policy is controlled and reviewed for continuing suitability at each management review meeting chaired by the Principal. The statements are to be communicated to all Employees and made available to the Students, Clients and Public as required. Employees are responsible for committing themselves to compliance of its contents. PLANNING Reference: ISO14001 :2004 – 4.3 Planning Environmental Aspects – Policy 3 Reference: ISO14001 :2004 – 4.3.1 Environmental Aspects The University has identified those environmental aspects that it can control directly, or that it has an influence over, that fall within the scope of its EMS and covers all areas of its operations in order to identify those activities that have an actual or potential significant environmental impact. Environmental processes and methodology for controlling environmental aspects have been determined which is updated to reflect legislative or statutory regulation changes, concerns from interested parties and actual changes to the environment. Significant impacts are taken into consideration when formulating environmental objectives and targets. This information is recorded and continually updated. Legal and Other Requirements – Policy 4 References: ISO14001:2004 – 4.3.2 Legal & Other Requirements ISO9001:2000 – 7.0 Product Realisation The Principal will ensure a register of current legal and statutory requirements, including authorisations, that are related to the University’s aspects is maintained and an appropriate supply source identified. Access to this information is to be determined. It is important that Client requirements are fully scrutinised at the tender stage of a contract, so the University is able to identify where, if any, amendments need to be made to ensure compliance with current legal and regulatory regulations. Objectives, Targets and Programmes – Policy 5 References: ISO14001 :2004 – 4.3.3 Objectives, Targets and Programmes ISO9001 :2000 – 5.0 Management Responsibility The Principal has set environmental objectives and targets for the purpose of fulfilling the University’s environmental commitments stated in its policy statement and improving upon its performance. Objectives are measurable and documented such that they provide a systematic basis to improving the environmental performance of the University where improvements have been identified. Monitoring is achieved by identifying “performance indicators” that evaluate the result of the objective and improvements achieved. An objective and target programme has been compiled identifying Employee responsibilities and the resources needed to achieve the set target dates. This programme has been communicated to Employees. IMPLEMENTATION & OPERATION Reference: ISO14001 :2004 – 4.4 Implementation & Operation Resources – Policy 6 References: ISO14001 :2004 – 4.4.1 Resources, Roles, Responsibility & Authority ISO9001 :2000 – 5.0 Management Responsibility ISO9001 :2000 – 6.0 Resource Management Resources needed for the establishment, implementation and development of the EMS are made available by the Principal and monitored to ensure they are effective in ensuring good management of daily operations. Resources are subject to periodic reviews to ascertain their continuing adequacy. The Principal will ensure sufficient funding is allocated to the development of the EMS. Consideration is given to innovative financial methods to support and encourage overall improvement, through the setting of objectives that reduce overhead costs attributable to re-work, pollution control, waste, compensation pay-outs, lost Clients and potential markets. Adequate plant, workspace, tools, equipment, support services and IT (hardware and software) has been identified and provided by the University. A natural phenomenon that cannot be controlled but can have an impact on the infrastructure is to be classed as an “associated risk” and subjected to a risk assessment study. Roles, Responsibilities & Authority – Policy 7 References: ISO14001 :2004 – 4.4.1 Resources, Roles, Responsibility & Authority ISO9001 :2000 – 5.0 Management Responsibility Employees work responsibilities are defined within a written job description that has been authorised by the Principal and agreed to by the Employee. Where applicable, individual authorisation responsibilities are be included. It is the intention of the University to involve Employees in the development of the EMS with the aim of promoting motivation and commitment. An Environmental Management Representative has been identified with the prime role of advising the Principal on how best to manage, monitor, evaluate and develop the EMS. The Environmental Management Representative is required to undertake independent internal auditing and will be required to report direct to the Principal. Competency, Training & Awareness – Policy 8 References: ISO14001 :2004 – 4.4.2 Competence, Training & Awareness ISO9001 :2000 – 6.0 Resource Management Those Employees whose work responsibilities have the potential to cause a significant environmental impact must be assessed as competent to undertake such work. The assessment is to be based upon the individual’s education, training history or work experience. All competency assessments are to be documented and regularly reassessed. When statutory or regulatory training requirements have to be met, a formal training programme is to be compiled to ensure Employees are trained to an acceptable standard. Such programmes should reflect the Employees work responsibilities and level of knowledge and understanding of the subject. Details of all training are to be recorded. To ensure Employee awareness towards their work responsibilities remains high, work seminars, tool box talks and periodic evaluations of their standard of work will be undertaken. An individual’s overall proficiency and degree of awareness will be assessed annually where they will be given the opportunity to discuss all work and personal issues during an interview. Results will be recorded. Internal Communication – Policy 9 References: ISO14001 :2004 – 4.4.3 Communication ISO9001 :2000 – 5.0 Management Responsibilities Internal communication methods for the dissemination of information within the University are made known to Employees. Feedback is encouraged from Employees so their suggestions and concerns can be responded to. External Communication – Policy 10 References: ISO14001 :2004 – 4.4.3 Communication ISO9001 :2000 – 7.0 Product Realisation All communications with the Customer for the passing of information, including the methods for the transfer of documentation, is to be agreed to at the start of a given contract. Detailed information regarding emergency situations or accidents is only to be imparted to the Customer if the Principal considers these incidents could affect or concern them. Documentation – Policy 11 References: ISO14001 :2004 – 4.4.4 Documentation ISO9001 :2000 – 4.0 Quality Management System Reference documents, including legal & other requirements that are related to environmental aspects, used to structure the EMS are to be referred to within the manual. To ensure the manual remains current, supporting reference documents both statutory and regulatory are to be made easily accessible. The following “family” of documents are considered adequate to ensure all relevant information is documented. These appear in chronological order of importance: a. Environmental Policy document b. Environmental Policy statement c. Environmental scope & manual d. Terms of Reference document e. Records Manual – Policy 12 Reference: ISO14001 :2004 – 4.4.4 Documentation The manual is the means by which the scope of the EMS and subsequent processes are documented. The manual is treated as a controlled document. The manual will follow a prescribed flow-chart format in order to ensure uniformity throughout. This format is made up of the following sub-headings: Process title – process reference – revision status – revision date – owner – approver – sequence – task title – task description – responsibilities. Process interfaces and documentation have been identified within the task description. Control of Documents – Policy 13 References: ISO14001 :2004 – 4.4.5 Control of Documents ISO9001 :2000 – 4.0 Quality Management System All documentation that is integral in the management of the EMS will be controlled. Document information medium can be paper, magnetic, electronic or optical computer disc, photograph or master sample, or a combination thereof. A master document register or otherwise, is to be used for recording controlled document details such as: issue numbers, revision status and distribution. Changes to the text of controlled documents is to be clearly identified by italics and produced in printed form to ensure legibility. It is the responsibility of the document holder to ensure controlled documents are maintained in a good condition and revisions are inserted immediately upon receipt. When a controlled document is declared obsolete, it is to be immediately withdrawn from use to ensure its inadvertent use. Documents that have to be retained for legal or other purposes are to be identified. Operational Control – Policy 14 Reference: ISO14001 :2004 – 4.4.6 Operational Control Operational controls, as required, will be identified and put in place where their absence could lead to non-compliance of the environmental policy, objectives and targets or other operations that have a significant environmental aspect. Controls will be in the form of flow-chart processes, instructions, signs and other types of media, that chronicles how work activities are to be carried out and under what safety conditions. Operational controls will also be considered for controlling contractors or suppliers whose services may affect the University’s ability to manage its environmental aspects, and which my hinder the compliance of legal requirements Emergency Preparedness & Response – Policy 15 Identified as Contingency Plan Reference: ISO14001 :2004 – 4.4.7 Emergency Preparedness & Response The Principal will oversee the compilation of an Emergency Preparedness & Response Plan that identifies potential emergencies and accidents that can have an impact upon the environment and how the University will respond. The Emergency Preparedness & Response Plan is to be reviewed at management review meetings and revised as necessary. The plan is to be tested periodically as far as it is practical to do so. CHECKING Reference: ISO14001 :2004 – 4.5 Checking Monitoring & Measurement – Policy 16 References: ISO14001 :2004 – 4.5.1 Monitoring & Measurement ISO9001 :2000 – 8.0 Measurement, Analysis & Improvement Collation of information is an important ingredient for making fact-based decisions, therefore the Principal will ensure the degree of measurement and monitoring is identified and what methods used, to ensure the performance of the EMS is being maintained. These decisions will include a review of key characteristics of its activities that can have a significant environmental impact. Evaluation of information gleaned from management review minutes, audit reports, corrective/preventive actions, objective and target review, operational control reviews and other pertinent statistical information will be considered. Control of Monitoring & Measuring Devices – Policy 17 References: ISO14001 :2004 – 4.5.1 Monitoring & Measurement ISO9001 :2000 – 7.0 Product Realisation Equipment used for calibrating test equipment that is in turn used for verifying or validating test results, has be given a Unique Identification Number (UIN) and calibrated against a known International or National standard. In the absence of an International or National standard, test equipment will be adjusted before use to the manufacturer’s specifications. Calibration information will be recorded. Test equipment is to be protected from damage and deterioration and securely stored to prevent unauthorised adjustments. Test equipment software is to be validated before use. In the event of spurious calibration results, the item of test equipment used is to be treated as suspect. Evaluation of Compliance – Policy 18 References: ISO14001 :2004 – 22.214.171.124 Legal Compliance ISO14001 :2004 – 126.96.36.199 EMS Compliance ISO9001 :2000 – 8.0 Measurement, Analysis & Improvement The Principal will ensure periodic reviews are undertaken to ensure legal requirements that are applicable to the University’s environmental aspects are being complied with. The improvement of the EMS is also paramount if continual improvement is to be realised. Therefore methods such as reviewing operational controls, objectives, audit reports, corrective actions and risk assessments are to be undertaken as proof of the University’s commitment to compliance. Supplementary methods such as facility inspections, observation of work practices and interviews will also be considered. All reviews will be recorded. Nonconformity, Corrective and Preventive Action – Policy 19 References: ISO14001 :2004 – 4.5.3 Nonconformity, Corrective Action & Preventive Action ISO9001 :2000 – 8.0 Measurement, Analysis & Improvement Employees are empowered with the authority and responsibility for identifying and bringing to the attention of Management potential and/or actual non-conformities at any stage during their work. The Principal is responsible for undertaking an investigation to identify the cause of the non- conformance and determining the environmental impact the non-conformity will have. Appropriate corrective action will be decided upon in order to prevent recurrence. EMS will updated as appropriate. Wherever possible action is to be taken to eliminate the cause of potential non-conformances in order to prevent their possible occurrence. This will be achieved through monitoring and measuring processes. Corrective and preventive actions will be regularly reviewed and the review results documented. The reduction in the number of non-conformances raised is to be considered a priority. Control of Records – Policy 20 References: ISO14001 :2004 – 4.5.4 Control or Records ISO9001 :2004 – 4.0 Quality Management System The purpose of ‘records’ is to provide documentary evidence of the effectiveness of the EMS and as such should therefore be legible, readily identifiable and retrievable. Controls governing record identification, storage, protection, retrieval, retention and disposal have been defined and documented. Internal Audit – Policy 21 References: ISO14001 :2004 – 4.5.5 Internal Audit ISO9001 :2004 – 8.0 Measurement, Analysis & Improvement Internal auditing is undertaken in accordance with the audit programme in order to demonstrate the effectiveness of the EMS by measuring actual practices against the requirements of the policy statement, policy document and manual. The Principal will ensure subsequent corrective actions arising from internal audits are addressed within the agreed time-frame. The Environmental Management Representative will be notified when corrective action has been completed so follow-up action can be undertaken to verify their effectiveness prior to close-out action being taken. MANAGEMENT REVIEW Reference: ISO14001 :2004 – 4.6 Management Review Management Review – Policy 22 References: ISO14001 :2004 – 4.6 Management Review ISO9001 :2000 – 5.0 Management Responsibility The Principal will ensure the EMS is reviewed at agreed intervals, but not less than once a year, to assess its continuing suitability, adequacy and effectiveness. This review will include continual improvement opportunities and subsequent changes to the EMS. All review meetings will be minuted. Review Input – Policy 23 References: ISO14001 :2004 – 4.6 Management Review ISO9001 :2000 – 5.0 Management Responsibility The meeting agenda will comprise, but not be limited to, topics based upon information gleaned from internal audit reports, evaluations of compliance with legal requirements, Customer feedback, performance and conformity reports, status of objectives, status of corrective and preventive actions, recommendations for improvement and previous management review meeting minutes. Review Output – Policy 24 References: ISO14001 :2004 – 4.6 Management Review ISO9001 :2000 – 5.0 Management Responsibility Minuted decisions and actions that relate to possible changes to the environmental policy, objectives, targets etc. will be consistent with the commitment to continual improvement. Minutes of management review meetings are to be retained as a quality record. Continual Improvement – Policy 25 References: ISO14001 :2004 – 4.6.2 Continual Improvement ISO9001 :2000 – 8.0 Measurement, Analysis & Improvement The Principal will continually seek ways to improve the effectiveness and efficiency of the EMS by the experience gained from corrective and preventive actions, proactive response to internal audit reports, achieving objectives and targets, reviewing best practices, acting upon Client feedback and suggestions from the Students and Employees.
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