What are effective strategies for implementing EMS documentation and record keeping?

1 Identify the requirements

The first step is to identify the documentation and record keeping requirements for your client's EMS. These may vary depending on the type and size of their organization, the industry they operate in, the environmental aspects they need to manage, and the standards or frameworks they follow. For example, ISO 14001, the most widely used EMS standard, specifies the minimum documentation and records that an organization needs to demonstrate its compliance and improvement. You should also consider the legal and contractual obligations, the stakeholder expectations, and the best practices in your client's sector.

3 Use a document control system

A document control system is a tool that helps you manage the creation, approval, revision, and access of your EMS documentation. A document control system can be either manual or electronic, depending on your client's needs and preferences. The main benefits of using a document control system are that it ensures the accuracy, consistency, and relevance of your EMS documentation, prevents the use of obsolete or outdated documents, and facilitates the communication and collaboration among the EMS stakeholders. A document control system should include a document identification scheme, a document approval process, a document revision history, and a document distribution list.

4 Establish a record keeping procedure

A record keeping procedure is a set of rules and methods for collecting, storing, retrieving, and disposing of your EMS records. A record keeping procedure should specify the types and formats of records, the responsibilities and authorities for record management, the retention periods and locations of records, the protection and security measures for records, and the disposal methods for records. A record keeping procedure should also comply with the relevant legal and regulatory requirements, as well as the internal and external audit criteria.

5 Review and update regularly

The final step is to review and update your EMS documentation and record keeping regularly. This is necessary to reflect the changes and improvements in your client's environmental performance, processes, and objectives. You should also monitor and measure the effectiveness and efficiency of your EMS documentation and record keeping, and identify any gaps or opportunities for improvement. You can use various methods to review and update your EMS documentation and record keeping, such as feedback surveys, audits, management reviews, benchmarking, and continuous improvement tools.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?