ISO 45001 Clause 7.5 Documented Information

Introduction

ISO 45001 is an internationally recognized standard that specifies requirements for an occupational health and safety management system. Clause 7.5 of ISO 45001 pertains to documented information – a crucial aspect of the standard that organizations must adhere to in order to demonstrate compliance. This clause outlines the requirements for creating and maintaining documented information within the occupational health and safety management system. In this blog, we will provide an overview of ISO 45001 Clause 7.5, covering what documented information is required, how to effectively manage it, and why it is important for achieving and maintaining ISO 45001 certification.

Understanding the Importance of Documented Information in Clause 7.5

Clause 7.5 of ISO 45001 emphasizes the importance of having documented information within an occupational health and safety management system. Documented information helps to ensure that processes are consistent, controlled, and effectively communicated throughout the organization.

Documented information can include policies, procedures, instructions, forms, records, and any other type of documentation that is necessary for the operation of the management system. This information provides guidance to employees on how to perform their tasks in a safe and compliant manner.

Having documented information also helps with compliance to legal and regulatory requirements, as well as with the identification of risks, opportunities, and the implementation of corrective actions. It serves as evidence of the organization's commitment to health and safety and provides a means for monitoring and measuring performance.

Documented information should be easy to access, maintained up to date, and controlled to prevent unauthorized changes. It should also be communicated effectively to relevant parties within the organization.

Overall, documented information plays a crucial role in ensuring the effectiveness of an organization's occupational health and safety management system and in demonstrating compliance with ISO 45001 requirements.

Types of Documents Required by ISO 45001 Clause 7.5

• Occupational Health and Safety Policy – Document outlining the organization's commitment to providing a safe and healthy work environment.

• Objectives and Targets – Document outlining specific goals and targets related to occupational health and safety.

• Scope of the Occupational Health and Safety Management System – Document outlining the boundaries of the OH&S management system and the activities it covers.

• Roles, Responsibilities, and Authorities – Document outlining the responsibilities and authorities of individuals within the organization regarding OH&S.

• Risk Assessment and Control Procedures – Document outlining the procedures for identifying, assessing, and controlling occupational health and safety risks.

• Emergency Preparedness and Response Plan – Document outlining the procedures for responding to emergencies and ensuring the safety of employees.

• Monitoring and Measurement Procedures – Document outlining the procedures for monitoring, measuring, and evaluating the effectiveness of the OH&S management system.

• Internal Audit Procedure – Document outlining the procedure for conducting internal audits of the OH&S management system.

• Management Review Procedure – Document outlining the procedure for conducting management reviews of the OH&S management system.

• Corrective Action Procedures – Document outlining the procedures for identifying, implementing, and monitoring corrective actions to address nonconformities and improve the OH&S management system.

Document System Implementation

ISO 45001 Clause 7.5 requires organizations to establish, implement, and maintain a documented information management system to ensure that all necessary information is available and up-to-date. This includes documents such as policies, procedures, and records related to occupational health and safety.
To effectively implement a documented information management system in accordance with ISO 45001 requirements, organizations should follow these steps:

• Identify the Document Requirements: Review the standard and identify all the documented information required for compliance with ISO 45001. This may include policies, procedures, work instructions, forms, records, and other documents related to the occupational health and safety management system.

• Document Management Plan Development: Create a plan that outlines how documents will be created, reviewed, approved, updated, and controlled within the organization. This plan should define roles and responsibilities for managing documented information and establish clear processes for document control.

• Create and Maintain Documents: Develop the necessary documents based on the identified requirements, ensuring that they are clear, accurate, and up-to-date. Review and update documents regularly to reflect any changes in processes, procedures, or regulatory requirements.

• Establish Document Control Procedures: Implement procedures for document control, including document numbering, version control, review and approval processes, and document retention and disposal. Ensure that all employees are aware of these procedures and follow them consistently.

• Employee Document Management Training: Provide training to employees on the importance of document management and their role in maintaining accurate and up-to-date information. Ensure that employees are aware of where to access relevant documents and how to use them effectively.

• Monitor and Measure Document Effectiveness: Establish methods for monitoring the effectiveness of documented information, such as conducting document audits, tracking document usage, and soliciting feedback from employees. Use this information to identify areas for improvement and make necessary revisions to documents.

By following these steps, organizations can establish an effective documented information management system that complies with ISO 45001 requirements and supports the achievement of occupational health and safety objectives. This system will help ensure that relevant information is available when needed, reduce the risk of errors and inconsistencies, and facilitate continual improvement in occupational health and safety performance.

Maintaining and Updating Documented Information

Clause 7.5 of ISO 45001 focuses on maintaining and updating documented information within an organization's Occupational Health and Safety Management System. Documented information includes policies, procedures, manuals, records, and other types of documents that are necessary for the effective operation of the OH&S management system.

To comply with this clause, organizations must ensure that:

• Documented information is controlled to ensure it is current, accurate, and suitable for its intended purpose.

• Documented information is reviewed and updated as necessary to reflect changes in processes, procedures, or requirements.

• Changes to documented information are communicated to relevant employees and stakeholders.

• Documented information is safeguarded against loss, damage, or unauthorized access.

Maintaining and updating documented information is essential for the continual improvement of the OH&S management system and for ensuring that employees have access to the most current and relevant information. This helps to minimize the risk of incidents and accidents in the workplace and demonstrate compliance with legal and regulatory requirements.

By following the requirements of Clause 7.5, organizations can effectively manage their documented information and contribute to a safe and healthy work environment for all employees.

Ensuring Compliance with Clause 7.5 Requirements

Clause 7.5 of ISO 45001 requires organizations to maintain documented information to support the operation of their occupational health and safety management system. This includes documentation related to the development, implementation, and improvement of the system.

To ensure compliance with Clause 7.5, organizations should follow these steps:

• Identify the specific documented information required by Clause 7.5, including procedures, instructions, records, and other documents necessary to support the operation of the management system.

• Develop and maintain documented procedures for creating, updating, and controlling the documented information required by Clause 7.5. This may include establishing document control procedures, defining responsibilities for documentation management, and implementing controls to ensure the accuracy and validity of the information.

• Communicate the requirements for documented information to relevant employees and stakeholders. Ensure that everyone understands their roles and responsibilities in creating, updating, and using the documented information required by Clause 7.5.

• Regularly review and update the documented information to ensure its accuracy and relevance. This may include conducting periodic audits of the documented information, reviewing feedback and suggestions for improvement, and updating the information as needed.

By following these steps, organizations can ensure compliance with Clause 7.5 of ISO 45001 and effectively support the operation of their occupational health and safety management system.

Conclusion

ISO 45001 Clause 7.5 focuses on the importance of documented information within an organization's occupational health and safety management system. This clause outlines the necessary procedures for creating, updating, and ensuring the effectiveness of documented information within the system. By following these guidelines, organizations can maintain compliance with ISO 45001 standards and improve overall workplace safety. In this blog post, we will discuss the conclusion of ISO 45001 Clause 7.5 and its significance in ensuring a safe and healthy work environment.