ISO 45001 Clause 7.5.3 Control of Documented Information

Introduction

The introduction of Clause 7.5.3 in the latest standard has brought significant changes to the way organizations manage their documented information. This clause focuses on the control and management of documents and records within an organization, ensuring that the information is accurate, up-to-date, and easily accessible. Understanding the requirements of Clause 7.5.3 is crucial for organizations looking to maintain compliance and improve their overall document control processes. This blog will delve into the specifics of Clause 7.5.3 and its implications for organizations seeking to enhance their document management practices.

Importance of Documented Information in Occupational Health and Safety Management

Documented information plays a crucial role in occupational health and safety management, as it ensures that all necessary information is available to support the effective implementation of the organization's OHSMS (Occupational Health and Safety Management System) and facilitate compliance with ISO 45001 requirements.

Clause 7.5.3 of ISO 45001 specifically addresses the control of documented information within the OHSMS. This involves ensuring that documented information is appropriately identified, controlled, and maintained to ensure its integrity and reliability. Documented information includes a range of documents such as policies, procedures, work instructions, forms, records, and reports that are essential for the effective operation of the OHSMS.

Documented Information Vital for OHS Clarity and Accountability

Effective control of documented information is critical for a number of reasons:

• Ensuring Consistency and Accuracy: Documented information provides a standardized approach to managing occupational health and safety risks and controls within the organization. By controlling the version, distribution, and access to documented information, the organization can ensure that all employees are working from the most up-to-date and accurate information.

• Legal and Regulatory Compliance: Documented information helps the organization to demonstrate compliance with relevant legal and regulatory requirements related to occupational health and safety. By maintaining accurate records and documentation, the organization can provide evidence of its compliance efforts during audits and inspections.

• Enhancing Communication and Collaboration: Documented information provides a common reference point for all employees within the organization. By controlling the dissemination and accessibility of documented information, the organization can ensure that individuals have the necessary information to perform their roles effectively and collaborate with others in achieving OHSMS objectives.

• Supporting Decisions and Improvement: Documented information provides a basis for informed decision-making within the organization. By maintaining accurate records of incidents, near misses, hazards, and controls, the organization can identify trends and opportunities for improvement in its OHSMS. This information can also be used to monitor the effectiveness of OHSMS processes and initiatives over time.

The control of documented information is an essential component of effective occupational health and safety management. By implementing robust processes for identifying, controlling, and maintaining documented information in accordance with ISO 45001 requirements, organizations can enhance their OHSMS performance, ensure compliance with legal and regulatory requirements, and promote a culture of safety and well-being within the workplace.

Establishing and Maintaining Documented Information Control Procedures

ISO 45001 Clause 7.5.3 Control of Documented Information states that an organization must establish and maintain procedures to control all documented information required by the occupational health and safety management system. Documented information includes policies, processes, procedures, plans, records, and any other information necessary for the effective operation of the management system.

To comply with this clause, organizations should establish and maintain documented procedures that define the following:

• How documented information is approved for adequacy before being issued.

• How changes and the current revision status of documented information are identified.

• How relevant versions of applicable documents are available at points of use.

• How documents are reviewed and updated as necessary and re-approved.

• How external documents are identified and controlled.

• How obsolete documents are retained for a specified period or disposed of in a controlled manner.

The procedures should also ensure that documented information remains legible, readily identifiable, and retrievable. It is important to provide employees with timely access to the latest versions of documents relevant to their roles and responsibilities.

Additionally, the organization should establish controls to prevent the unintended use of obsolete documents and ensure that any changes made to documented information are appropriately authorized and communicated to relevant personnel.

By implementing and maintaining robust Documented Information control procedures, organizations can effectively manage their occupational health and safety management system and ensure compliance with ISO 45001 requirements. Regular reviews and updates to these procedures will help to continuously improve the effectiveness of the management system.

Documenting Changes and Revisions

Clause 7.5.3 of ISO 45001 discusses the control of documented information within an organization. This clause is crucial for ensuring that all documents are accurate, up-to-date, and readily available to those who need them.

In order to comply with this clause, organizations must establish and maintain documented procedures for controlling all documents related to the Occupational Health and Safety management system. This includes documents such as policies, procedures, work instructions, forms, and records.

Any changes or revisions to documented information must be carefully controlled and recorded. This includes identifying the reason for the change, ensuring that the change is reviewed and approved by relevant personnel, and ensuring that the revised document is accessible to those who need it.

It is also important for organizations to have a process in place for managing obsolete documents. This may include clearly marking documents as obsolete, removing them from circulation, and retaining them for a specified period of time in order to meet legal or other requirements.

By effectively controlling documented information, organizations can ensure that employees have access to accurate and up-to-date information, which is essential for maintaining a safe and healthy work environment.

Ensuring Accessibility and Protection of Documented Information

Clause 7.5.3 of ISO 45001 requires organizations to ensure accessibility and protection of Documented Information. This clause focuses on controlling the availability, protection, and maintenance of documented information within the organization.

To comply with this requirement, organizations should establish and maintain procedures for controlling all forms of documented information, including policies, procedures, guidelines, and records. These procedures should outline the requirements for creating, approving, reviewing, and updating documented information to ensure its accuracy and relevance.

Organizations should also define who has access to the documented information and ensure that this access is controlled and secure. This can include implementing password protection, encryption, and other security measures to prevent unauthorized access or tampering.

Additionally, organizations should establish procedures for the storage, preservation, retrieval, and disposal of documented information to ensure that it remains intact, legible, and readily available when needed. This can include implementing proper file management systems, backup procedures, and disaster recovery plans to protect the integrity of the information.

By implementing these controls and procedures, organizations can ensure the accessibility and protection of documented information, which is crucial for maintaining a safe and effective occupational health and safety management system in accordance with ISO 45001 requirements.

Auditing and Monitoring Documented Information Controls

Clause 7.5.3 of ISO 45001 discusses the control of Documented Information within an organization. Documented Information includes policies, procedures, instructions, forms, records, and any other documents that are necessary for the effective operation of the Occupational Health and Safety Management System.

Auditing and monitoring Documented Information controls is crucial to ensure that the information is accurate, up-to-date, and easily accessible to relevant personnel. This process involves reviewing the Documented Information to identify any inconsistencies, errors, or gaps, and taking corrective actions to address them.

During an audit or monitoring process, organizations should consider the following:

• Ensuring that Documented Information is easily identifiable and located within the organization's document control system.

• Verifying that the Documented Information is current and has not been altered without proper authorization.

• Checking for the proper version control of Documented Information to prevent the use of outdated or incorrect documents.

• Confirming that Documented Information is available to relevant personnel who require access to perform their duties effectively.

• Reviewing the effectiveness of Documented Information controls in place and identifying areas for improvement.

By conducting regular audits and monitoring of Documented Information controls, organizations can maintain the integrity and accuracy of their Occupational Health and Safety Management System, thereby ensuring the safety and well-being of employees and stakeholders.

Conclusion

Clause 7.5.3 of the ISO 9001 standard focuses on the control of documented information within an organization. This clause is essential for ensuring that the right documents are available to the right people at the right time, in order to facilitate effective decision-making and compliance with quality management system requirements. In this blog post, we will explore the key points of Clause 7.5.3 and provide a comprehensive conclusion to help organizations effectively implement and maintain control over their documented information.