Documentation and Document Control EPA Regions 9 & 10 and The Federal Network for Sustainability

Overview EMS Documentation Documents vs. records Document Control Document Formats Examples

EMS Documentation Describes core elements of EMS Provides directions to related documents Supports employee awareness Facilitates evaluation of the system and environmental performance

Documents vs. Records Documents Records Offer guidance or explain actions to be carried out Can be changed Records Provide verification of things that have happened Cannot be changed

Documents vs. Records Documents are materials that provide management directions: environmental policy internal standards and operating procedures process information organization charts emergency plans Records include training records incident reports product information complaints and responses audit results management review meeting minutes

Core Elements of EMS Policy statement Aspects and impacts Objectives and targets Linkage from objectives to programs Roles and responsibilities Schedules Action items

Document Control Documents can be located by people who need them Current versions are available where appropriate Periodically reviewed, revised, and approved Obsolete versions are promptly removed Obsolete versions are retained if necessary

Document Formats Legible Easily identifiable Current Each revision dated Author Reviewer Review date

Examples of Document Control Systems Distribution to offices on as needed basis Central file cabinet Microsoft Outlook “Public Folders” Use of software version control properties Web site with Adobe Acrobat .pdf files GIS Proprietary software packages

Summary An EMS must have: documentation for core elements document control for other documents related to significant impacts and policy