SOP-0013 Document Control

1.

OBJECTIVE

We maintain and control all documents and data that relate to the requirements of ISO 14001:2004,
ISO 9001:2008 and OHSAS 18001:2007 including where applicable, Legislation, Codes of practice,
Guidelines, Details on other standards and specifications.
2.

RESPONSIBILITY

The Systems and Admin Manager is responsible for ensuring that all documents are controlled
properly
3.

PROCEDURES

MANAGEMENT SYSTEM CONTROLLED DOCUMENTS

Examples of such documents that can be accessed electronically or printed in hard copy format are:

Integrated Systems Manual

Engineering Change Notice
Aspects Impacts
Risk Assessments

DOCUMENT FORMAT
As documents are revised and issued, all textual documentation will contain as a minimum:

Title.
Issue.
Review Date.
Approval - IMS ONLY
Approved By - IMS ONLY
Page Numbers.

DOCUMENT APPROVAL, AMENDET & ISSUE

The Integrated Management System will reside in electronic format where possible and will be
accessible by all staff for reading and printing purposes only. Documents printed in this manner will be
marked as UNCONTROLLED. The Systems and Admin Manager will have full access to the
electronic files and will be responsible for reviewing, amending, and approving documents as
appropriate.
A hard copy of the Integrated Management System marked as CONTROLLED will be held in the
Safety and Environmental Information Library. The Systems and Admin Manager will ensure that it is
kept up to date and that older versions are archived.
Other hard copies of documents printed for use in assigned areas such as Engineering Change
Notices, or Equipment Repair Documents, will be available from the Systems and Admin Manager.
The Systems and Admin Manager will ensure that up to date versions of documents with new issue
status are made available. One copy of each superseded document will then be placed in archive.
The Archive index will detail document title, issue, approval, archive date and reason for change.
NOTE:

All archived documents are held for a minimum of three years. Any documents relating to
any Health Surveillance will be held for 40 years. See records Section 7

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SOP-0013 Document Control

Documents of External Origin

Documents in this category are:

Customer Documents.
Purchase orders
Other ISO / Standards.
Regulatory / Guidance Documentation.
Specifications.

Customer documentation such as specifications or drawings will be held in that customers file. Other
documents held in the customers file will include any customer specific documents relating to
equipment repair or maintenance
Other external documents will be listed and controlled by the Systems and Admin and held on file.
See Records Section 7
Obsolete Documents
Obsolete documents not related to the Integrated Management System will be removed from use and
will be destroyed.

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