EMS Development Course for Government Agencies Class 7: Communication, Document Control, Records, and Emergency Preparedness and Response Winston-Salem, DENR Regional Office March 19, 2002

Today’s Schedule 9:30 - 9:45Welcome and housekeeping: Did you complete homework assignments? Check-in. Review of Homework Julie Woosley, DPPEA 9: :00Introduction to today’s topics from the ISO standard: Internal and external communication (4.4.3), Document control (4.4.5), Records (4.5.3), and Emergency preparedness and response (4.4.7) Julie Woosley, DPPEA 10: :45 In-class exercise: Communication 10: :00Break 11: :00Speaker: Internal and external communication (4.4.3), Document Control (4.4.5), Records (4.5.3), and Emergency Preparedness and Response (4.4.7) Michael Hardman, Beers Skanska

Today’s Schedule 12:00 - 1:30Lunch 1:30 - 2:00Guest P2 speaker: Hazard Mitigation Planning and Senate Bill 300 Randy Mundt, N.C. Emergency Management 2:00 - 3:00Speaker: Internal and external communication (4.4.3), Document Control (4.4.5), Records (4.5.3) and Emergency Preparedness and Response (4.4.7) David Lester, EMS contractor for Westinghouse Savannah River Plant 3:00 - 3:15Break 3:15 - 3:45In-class exercise: Update and SOP’s 3:45 - 4:00Homework assignment Julie Woosley

Homework due today Complete determination of needed SOP’s Continue writing or revising SOP’s for operational control and monitoring and measurement requirements If you want to work ahead: start on SOP’s for next month’s topics And from February class: Determine needs for operating procedures Begin creating SOP documents: pick at least three (3) and write drafts

New Topics for today Communication (4.4.3) Document Control (4.4.5) Emergency Preparedness and Response (4.4.7) Records (4.5.3)

4.4.3 Communication With regard to its environmental aspects and environmental management system, the organization shall establish and maintain procedures for: a) Internal communication between the various levels and functions of the organization; b) Receiving, documenting and responding to relevant communication from external interested parties. The organization shall consider processes for external communication on its significant environmental aspects and record its decision.

And don’t forget the policy requirements for communication 4.2 Environmental Policy Communicated to all employees Available to the public

Communication What are some examples of situations where you might need a procedure for external communication? For internal communication? What about communication from your facility to outside entities? What does the last part mean? “The org. shall consider processes for ext. comm. on its significant env. aspects...” How will you make your policy statement available?

4.4.4 EMS Documentation The organization shall establish and maintain information, in paper or electronic form, to a) describe the core elements of the management system and their interaction; b) provide direction to related documentation

4.4.5 Document Control The organization shall establish and maintain procedures for controlling all documents required by this International Standard to ensure that a) They can be located; b) They are periodically reviewed, revised as necessary and approved for adequacy by authorized personnel; c) The current versions of relevant documents are available at all locations where operations essential to the effective functioning of the environmental management system are performed; d) Obsolete documents are promptly removed from all points of issue and points of use, or otherwise assured against unintended use; e) Any obsolete document retained for legal and/or knowledge preservation purposes are suitably identified

4.4.5 Document control continued Documentation shall be legible, dated (with dates of revision) and readily identifiable, maintained in an orderly manner and retained for a specified period. Procedures and responsibilities shall be established and maintained concerning the creation and modification of the various types of document.

4.4.5 Document Control How can you control documents online? How can you make sure that outdated paper copies of SOP’s are no longer available to workers? How can you establish and maintain document responsibility? What is a specified period?

4.4.7 Emergency preparedness and response The organization shall establish and maintain procedures to identify potential for and respond to accidents and emergency situations, and for preventing and mitigating the environmental impacts that may be associated with them. The organization shall review and revise, where necessary, its emergency preparedness and response procedures, in particular, after the occurrence of accidents or emergency situations. The organization shall also periodically test such procedures where practicable.

4.4.7 Emergency preparedness and response What do you need to include? How do you prevent impacts? How can you periodically test your EP&R procedures? What is practicable?

4.5.3 Records The organization shall establish and maintain procedures for the identification, maintenance and disposition of environmental records. These records shall include training records and the results of audits and reviews. Environmental records shall be legible, identifiable and traceable to the activity, product or service involved. Environmental records shall be stored and maintained in such a say that they are readily retrievable and protected against damage, deterioration or loss. Their retention times shall be established and recorded. Records shall be maintained, as appropriate to the system and to the organization, to demonstrate conformance to the requirements of this International Standard.

4.5.3 Records What is covered under “environmental records”? What counts as “readily retrievable and protected against damage, deterioration or loss” for electronic records? For paper records? What if you say you’ll keep records for 5 years?

Homework for April: Write SOP for Communication procedures Write SOP for Document control procedures Write SOPs for Emergency Prep and Response Write SOP for Record keeping procedures

Next Class: April , 9:30 AM – 4:00 PM, Shelby, N.C. Topics: Internal Auditing and Checking and Corrective Action (Monitoring and measurement; Nonconformance and corrective and preventive action) April 17, 2002, 8:00 AM – 4:30 PM Internal Auditor Training with Bob Danhauser, formerly of City of Charleston Commissioners of Public Works, now AQA – I need names of attendees for certificates!