Documents and data control

Procedure V:

Documents and data control

(Clause number 4.4.5 - according to the international specification of the system)

Document and data control

1 - Objective:

To make sure that all documents and document management system safety and occupational health are reviewed and approved for publication as an essential element and it is found in the right place and that any amendments which are approved and noted that the employee responsible

2 - Application:

This procedure applies to all documents relating to the system of safety management and occupational health

3-

 Definitions:

3-1 - Guide: Guide to Safe

3-2 - Safety Officer: Chief Executive Officer is responsible for safety in the organization (varies according to the unnamed institution (Director of Safety / Safety Monitor / Safety Engineer / Head of Department or safety management / supervisor safety / safety officer / safety coordinator)

3-3 - Act: The Department of Safety and Occupational Health

Documents: documents and models of the system - 3-4

(Note these shortcuts only to clarify the purpose of this item put shortcuts for words repeated in the commentary to the shortcut)

 4 - Responsibilities:

4-1 - Safety Officer in the organization to be responsible for oversight of all documents n.A. Q in the organization.

4-2 - representative of the quality system management to be responsible for the monitoring of all documents (documents) of the quality system in the organization. (In the event that the institution holds a certificate ISO)

4-3 - Department of Information Systems in the organization to be responsible for all related activities in the control of documents

5 - roads (means):

5-1 - (control) control over the documents

The following documents have been placed under the control system of the documents: -

 evidence of safety and occupational health§

 procedures for system safety management and occupational health§

 Standard Operating procedures / work instructions in the (system) safety management system and occupational health§

 safety plans§

 documents the laws and regulations and internal regulations of the work§

5.1.1 - Control of documents:

 The definition of the institution and to identify the documents and documents relating to the system of safety management and occupational health as aforesaid and stamped and signed words (CONTROLED)

If there is an automated system for documents, forms and other documents used in the institution or the printed hard copy of the guide or procedures all of which must be subject to control under this standard

The need to develop appropriate documentation for each document includes the following points: -

 type of document followed by the serial number of the document§

 Release Date§

 Date of review / update§

 the page number / total number of pages of your document§

5.1.2 - the adoption and issuance of documents:

After the process of preparing and numbering the documents are reviewed (audited) and approved by the person in charge according to the level of powers in force in the Enterprise (Schematic structure is the work shows the level of dependence in the powers of the institution and the type of documents related to the system and associated powers in this)

In the event that these documents are designed and stored in the computer system, it must be supported automatically and available for read-only for all through personal computers / persons concerned with the possibility of withdrawing copies when you need the possibility of the amendment it must be specific and vested in the administrator of safety with the need to adopt Any amendment of the manager in charge

5.1.3 - Documents / Document Control

 Documents / Document control must meet the following conditions:

 must be numbered or color-coded according to the numbering system / encoding specific§

 must be audited and approved before they are issued§

 change the powers of the documents / documents should be clear and controlled§

All documents / controlled documents must be stamped seal of colored or black and white monitor the words "CONTROLLED on the title page to avoid copying them to withdraw and re-released, the rest of the non-controlled documents must not be stamped

5.1.4 - Control of external documents

External documents do not need to be numbered or approved by the person in charge

External documents bearing the number is contained and is kept in special files and identify with the person / persons concerned saved from these documents, for example:

Laws and regulations ............. - observer of the legal institution

Local and international specifications ............... - Department of

Evidence of equipment and devices (catalogs) ............ - Forum / Lots Maintenance

5.1.5 - the amendment to the document / documents

 Heads of Departments in the departments concerned they can start to make adjustments to the safety documents fill out a form request to amend§

 amendment request is sent to the Safety Officer in the organization for review and study the recommendations proposed amendment and adoption of the amendment§

 Safety Officer being necessary amendments and the amended document to the lifting of the direct responsible for review and approval of amendments have been pointing to the document and the requirements of the change in a paper submitted to the responsible offer direct and attached to the document§

 the lift directly responsible for the document to the upper hand in the organization (s) to adopt the amended document in its final form and version§

 The revision number is placed / amendment in the right place in the document is certified document from an authorized person§

 is the distribution of the document after its adoption to all persons with relationship and documenting the distribution on the model's distribution§

 the previous document is destroyed before the amendment and keep a copy with him in a special file stamp after stamp canceled OBSOLETE "in order to document the records of modifications to documents§

 NOTE: The above explanation illustrates the variation of the procedures for dealing with the amendment to the documents the system and can be adjusted according to the regulations in force in each institution with the need to document the sequence of actions as described above

Important information of the institution must have the possibility to restore them to save a copy in order to ensure that the information can be obtained if the original document is damaged or lost.

Repeat the restore process determined by how important document of the institution are usually Administration / Information Systems Department is responsible for this procedure and should explain in detail the procedures for maintaining copies of the documents and keep them within the period of this procedure

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 6 - Records and restrictions

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6-1 Main Menu Document Management System Occupational Safety and Health (Form No. 00/00)

6.2 - Change Request Form (Form No. 00/00)