Starting your journey towards ISO 45001 compliance is an important step in ensuring the safety and well-being of your workforce.
That said, the path to compliance can often appear intimidating, especially when first presented with complex documentation requirements. ISO 45001 itself does not require specific documents.
Still, it outlines requirements for establishing and maintaining an occupational health and safety management system (OHSMS), including the types of ISO 45001 documents you'll need to gather and maintain. Let’s go over some examples below.
Documents for Implementing an ISO 45001 Compliant OHSMS
- Organizational Context - Documentation outlining the internal and external factorsthat may impact an organization's ability to achieve its health and safety objectives.
- Scope of the OHSMS - Description of the boundaries and applicability of the occupational health and safety management system.
- Occupational Health and Safety Policy - Documented statement of the organization's commitment to health and safety, including objectives for improvement.
- Roles, Responsibilities, and Authorities: Documentation defining roles, responsibilities, and authorities related to occupational health and safety within the organization.
- Records of Consultation and Participation: Documentation of processes for consulting and involving employees and other relevant stakeholders in occupational health and safety matters.
- Risk Assessment and Hazard Identification Records: Documentation of the methods used to identify and assess occupational health and safety risks and hazards within the organization.
- Records of Occupational Health Promotion Activities Documentation related to initiatives fostering employee health and well-being such as wellness program materials, health education records, health screening documentation, etc.
- Objectives and Targets: - Documentation of the organization's occupational health and safety objectives and targets, including plans for achieving them.
- Legal and Regulatory Compliance Records: - Documentation demonstrating the organization's compliance with relevant health and safety laws, regulations, and other requirements.
- Training and Competence Records: - Documentation of training programs, competency assessments, and qualifications of personnel involved in health and safety-related activities.
- Communication Procedures: - Documentation of how the organization communicates internally and externally about health and safety matters, including how reports are made.
- OHSMS Manual: - A documented manual that provides an overview of the organization's occupational health and safety management system, including its processes and procedures.
- Operational Control Procedures: - Document procedures for controlling health and safety risks during day-to-day operations, including emergency preparedness and response.
- Records of Management of Change (MoC) - Documentation related to managing processes, equipment, or organizational structure changes that may impact occupational health and safety.
- Supplier and Contractor Management Records: Documentation of processes for selecting, evaluating, and monitoring the performance of suppliers and contractors regarding health and safety.
- Emergency Preparedness and Response Plans: - Documentation of plans and procedures for responding to emergencies and other health and safety incidents.
- Monitoring and Measurement Records: - Documentation of methods used to monitor, measure, and evaluate the performance of the OHSMS and its processes.
- Internal Audit Reports: - Documentation of internal audits conducted to assess the effectiveness of the OHSMS and identify areas for improvement.
- Management Review Records: - Documentation of management reviews conducted to evaluate the performance of the OHSMS, including decisions and actions taken as a result of the evaluation.
With all of those said, remember that even if ISO 45001 does not directly require specific documents, regulatory authorities or certification bodies may have their own documentation requirements for compliance or certification purposes.
Therefore, organizations should carefully consider their legal obligations and the expectations of relevant stakeholders when developing their Documentation. By using the guidance provided by ISO 45001, you can build a solid safety management system that protects your employees and ensures the long-term success of your organization.
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