ISO 45001 Documented Information Procedure

Description

ISO 45001 Documented Information Procedure includes a series of documents, such as procedures, instructions, forms, checklists, and charts that show us how to perform processes and activities and register records.

ISO 45001 Documented Information Procedure

Clause 7.5 of ISO 45001:2018 requires the organization to create the documents necessary as follow for the effectiveness of the quality management system:

7.5.1 General

The organization’s OH&S management system shall include:

a) documented information required by this document;
b) documented information determined by the organization as being necessary for the effectiveness of the OH&S management system.

According to this clause of the standard, the amount of documented information created by the company for the health and safety management system can be different from one quality management system to another because of the following:

— the size of the organization and its type of activities, processes, products, and services;
— the need to demonstrate fulfillment of legal requirements and other requirements;
— the complexity of processes and their interactions;
— the competence of workers.

ISO 45001 Documented Information Procedure

7.5.2 Creating and updating

When creating and updating documented information, the organization shall ensure appropriate:
a) identification and description (e.g. a title, date, author or reference number);
b) format (e.g. language, software version, graphics) and media (e.g. paper, electronic);
c) review and approval for suitability and adequacy.

ISO 45001 Documented Information Procedure

7.5.3 Control of documented information

Documented information required by the OH&S management system and by this document shall be
controlled to ensure:
a) it is available and suitable for use, where and when it is needed;
b) it is adequately protected (e.g. from loss of confidentiality, improper use or loss of integrity).
For the control of documented information, the organization shall address the following activities,
as applicable:
— distribution, access, retrieval and use;
— storage and preservation, including preservation of legibility;
— control of changes (e.g. version control);
— retention and disposition.
Documented information of external origin determined by the organization to be necessary for
the planning and operation of the OH&S management system shall be identified, as appropriate, and controlled.