Records Detention Register

by Nick T

Organizations certified to the ISO 14001 environmental management standard must have a records detention register that outlines how long certain records must be kept. This register is essential to ensure that the organization can provide evidence of its compliance with the standard's requirements, if necessary. The records detention register should be based on the types of records required to be kept by the standard and any other legal or regulatory requirements. It is essential to ensure that the records retention procedure is reviewed and updated regularly to remain relevant.

Records detention register, Records detention

Why do you need a records detention register?

Most businesses must comply with various international standards to operate in their chosen markets. One of the essential standards is ISO 14001, which deals with environmental management.

  • One of the essential requirements of ISO 14001 is that businesses must have a records detention procedure. This procedure is necessary for several reasons, which will be explained in more detail below. A records retention procedure is vital for essential certified to ISO 14001 because it ensures that they can keep track of their environmental performance over time. This information can identify trends and areas where improvements need to be made.
  • Another reason for having a records retention register is that it makes it easier for businesses to comply with other legal requirements relating to the environment. For example, many countries require firms to report their emissions or waste levels. If companies do not record their previous emissions or waste levels, it can be challenging to comply with these reporting requirements.
  • Finally, a records retention register can help businesses to defend themselves against allegations of environmental wrongdoing. For example, if a company is accused of polluting the air or water, it can point to its records to prove that its emissions are within limits set by law.

How to organize your records

Organize records

There are many ways to store and retrieve records, but choosing a method suitable for your needs is essential. This article provides tips on how to detain your ISO 14001 records appropriately. First, you should create a system for organizing and storing your documents. This system should be designed to meet the specific needs of your business and should be accessible to all employees who need to use it.

  • One way to organize your records is to create a central repository, such as a file server or database. This repository can be used to store all your documents in one location and can be accessed by employees from any site.
  • Another way to organize your records is to create a filing system organized by topic or department. This type of system can be used to store documents, photographs, and other types of records in separate folders. This system can be used to retrieve records quickly and easily.
  • Once you have created a system for storing your records, you should regularly update and maintain these records. You should also ensure that all employees who need access to these records can find them easily. This can help to minimize lost time and expenses.

What to include in your detention records

To be certified to ISO 14001, organizations must periodically renew their certification by undergoing an external audit. As part of the certification process, organizations must maintain certain records. This article guides what forms need to be kept and how to ensure they are up to date. Organizations implementing an EMS must keep records documenting their environmental management system. These records can include the following:

  1. The organization's environmental policy and objectives.
  2. A description of the scope of the EMS, including a list of all relevant environmental aspects and impacts.
  3. A description of the process for setting environmental objectives and targets.
  4. Records documenting the implementation of the EMS, including procedures, Work Instructions, and forms used in the EMS.
  5. Records document the results of environmental audits and other reviews of the EMS.
  6. Records are documenting training and awareness activities related to the EMS.
  7. Records document the organization's communication with interested parties about the EMS.
  8. Records are documenting environmental performance, including data on emissions, effluents, waste, and energy consumption.
  9. Records document non-conformances and corrective actions concerning the EMS.

Steps to implement detention procedure

The detention procedure should include the following steps:

  1. Establishing objectives and targets: The organization should establish goals and targets for the ISO 14001-compliant detention procedure. These objectives and targets should be based on the organization's environmental policy.
  2. Planning: The organization should develop a plan for meeting the objectives and targets. This plan should include details such as who will be responsible for each task, what resources will be needed, and when each task should be completed.
  3. Implementing and operating the procedure: The organization should implement the plan and perform the process daily.
  4. Checking and correcting: The organization should periodically check to ensure the procedure is followed and make corrections as necessary.
  5. Management review: The organization's management should periodically review the procedure's effectiveness and make changes as necessary.

Instructions to use the template

Records detention register, Instructions for records

All yellow indicated numbers in the Registry of records for detention need action to be taken. Below are details
1. Provide the Revision History of the document

  • Revision Number: in the order of 00,01,02, etc.
  • Date: Revision Date of Document in dd-mmm-yyyy.
  • Prepared By: Name of the person who prepared the document
  • Reviewed By: Name of the person who reviewed the document after revision
  • Approved By: Name of the person who approved the document after revision
  • Description: Describe the revision

2. Insert Company Name
3. Type either of the below as applicable

  • IMS – Integrated Management system i.e ISO 9001:2015, 14001:2015, 45001:2018 all
  • QMS – Quality Management system, i.e., ISO 9001:2015
  • EMS – Environmental Management system i.e. ISO 14001:2015
  • OHSMS – Occupational Health and Safety Management system i.e. ISO 45001:2018
4. Modify the exception as per Country/Local Law or as per Organizational defined norms
5. Registry of Records for Detention/Central Archive: Sample one line item is filled for reference. Detail can be referred to under Section 4 Procedure.