Understanding ISO 14001:2015 Documented Information Requirements
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Understanding ISO 14001:2015 Documented Information Requirements
With the upcoming release of ISO 14001, there are new requirements for documented information. But what does this mean for your company and how you handle documents and records? Are your documented procedures now obsolete? Do you need to get rid of them? And what about your records and the controls you have in place to keep them secure and legible?
The good news is that these changes are not just for the sake of change. They are not intended to create more work for updating your system. The new requirements offer more flexibility in what needs to be documented in your Environmental Management System (EMS). But first – what is the definition of documented information?
What Does ISO 14001:2015 Mean by Documented Information?
In the ISO 14001:2015 drafts, the term “documented information” refers to any meaningful data that needs to be controlled and maintained by the organization, along with the medium on which it is contained. Documented information includes the EMS processes, documentation, and records. In short, it covers anything you need to record to ensure your EMS functions properly and to demonstrate compliance.
Requirements for Documented Information
Section 7.5 of the draft standard outlines the requirements for documented information, which are fairly basic. Your EMS needs to document the information required by ISO 14001, and any information deemed necessary for the effectiveness of your EMS. This documentation should be tailored to your company, taking into account the organization’s size, complexity, and the competence of its people.
Control of Documented Information
There are specific requirements for controlling documented information:
It must be available and suitable for use.
It must be adequately protected.
It should be appropriately distributed.
Controls must be in place for access, retrieval, use, storage, and preservation.
Additionally, there needs to be control of changes, retention, and disposition when documents are removed from use. These requirements are similar to those already in place for documented procedures and records, but are now merged into one set of requirements.
What Changes Are Necessary to Comply with the New Requirements?
Many people mistakenly think they need to change definitions in their management system to match those in the standard. This is not necessary. The standard does not dictate what you should call something or how you should number your documents. If you prefer to use terms like “procedure” and “record” because they are familiar to your staff, go ahead.
The requirements of ISO 14001 are designed to give you a framework to build an EMS that works best for your company. They help you meet legal requirements and improve your environmental performance.
If you see a benefit in replacing some of your current procedures or merging two procedures for simplicity, then do so. However, if your existing procedures are working well, there is no need to change them just for the sake of change. Remember, the purpose of an EMS is to create improvements. While all improvement requires change, not all changes are improvements. Make the changes that help you improve and keep the things that are already working well. This way, you get the benefits you want from your Environmental Management System.
