Environmental Document Management System by prx14345


Environmental Document Management System document sample

More Info
Glasgow Caledonian University
Draft Policy Document

ISO14001 :2004 – 4.0 Environmental Management System Requirements
ISO14004 :2004 – 4.0 Environmental Management System Elements

General Requirements – Policy 1
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
Environmental Policy – Policy 2

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.

ISO14001 :2004 – 4.3 Planning
Environmental Aspects – Policy 3

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
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

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

Objectives, Targets and Programmes – Policy 5

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.

ISO14001 :2004 – 4.4 Implementation & Operation

Resources – Policy 6

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

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

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

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


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


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

          a.   Environmental Policy document
          b.   Environmental Policy statement
       c.     Environmental scope & manual
       d.     Terms of Reference document
       e.     Records

Manual – Policy 12


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
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
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


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

Emergency Preparedness & Response – Policy 15
Identified as Contingency Plan
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.

ISO14001 :2004 – 4.5 Checking

Monitoring & Measurement – Policy 16


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
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

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

ISO14001 :2004 – Legal Compliance
ISO14001 :2004 – 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

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


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

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.

ISO14001 :2004 – 4.6 Management Review

Management Review – Policy 22

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

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
Review Output – Policy 24

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

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.

To top