Question

The term “documented information” is defined in the ISO 14001: 2015 standard as “information required to be controlled and maintained by an organization and the medium on which it is contained”. Additionally, it is noted that documented information can be in any format or media and can come from any source as well as documented information can refer to the following: 1) the environmental management system (EMS), including related processes; 2) information created in order for the organization to operate, and; 3) evidence of results achieved (International Standard ISO 14001, pg. 4).

The difference between the documented information that a business needs to operate and the documented information that describes the results of those operations is that the documented information such as processes, plans and programs are required to be maintained to make sure the business is operating consistently, in a timely fashion and with repeat outcomes. Whereas, documented information that describes results should be maintained to demonstrate effective implementation of the environmental management system requirements (International Standard ISO 14004, pg. 37).

According to the ISO 14001:2015 standard, the minimum number and types of documents necessary for any organization to demonstrate conformance to the standard are: 1) scope of the EMS; 2) environmental policy; 3) risk and opportunities to be addressed and processes needed; 4) criteria for evaluation of significant environmental aspects; 5) environmental aspects with associated environmental impacts; 6) significant environmental aspects; 7) environmental objectives and plans for achieving them; 8) operational control, and; 9) emergency preparedness and response.

Additionally, there are mandatory records needed which include: 1) compliance obligations record; 2) records of training, skills, experience and qualifications; 3) evidence of communication; 4) monitoring and measurement results; 5) internal audit program; 6) results of internal audits; 7) results of the management review, and; 8) results of corrective actions (14001 Academy. ISO 14001 Knowledge Base. List of mandatory documents required by ISO 14001: 2015).

In the early weeks of this class I discussed the National Renewable Energy Laboratory (NREL). Within NREL’s EMS includes the relationship between the documents and where the documentation can be found. The NREL’s EMS documentation includes: 1) environmental policy; 2) the EMS description; 3) the EMS processes and procedures; 4) the environmental programs and tiered documents and procedures, and; 5) environmental records. According to the EMS, “a list of environmental programs, and the text of most programs, is accessible to staff on the NREL intranet ES&H webpage. The content of remaining programs are provided to staff upon request by the responsible ES&H staff member”. According to NREL’s document control, efforts are being made to make electronic media the method of distribution and control of the EMS documentation. Hard copy records still exist, for example, chlorine monitoring logs for NWTC drinking water system (NREL. Environmental Management System Description).

Some companies are moving towards an electronic document management system (EDMS) for maintaining their documented information. It is a software system for organizing and storing different kinds of documents. According to reviews posted online, “eFileCabinet is used by businesses that want to simplify processes, save time, save money, be compliant, and make all their documents instantly and securely accessible from anywhere”. It appears that the cost for use is $15.00 per month per user (Capterra. Document Management Software. eFileCabinet vs. Phrontex). According to eFileCabinet’s website, the user is able to secure cloud management, use compliance tools, it has a simple and user friendly design, it has a free mobile app, it has templates for automated file structuring, file retention, automated workflows, secure file sharing, and e-signature capabilities with many more applications (eFileCabinet. Find Out What Makes Rubex Capterra’s Most Popular Document Management Solution).

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Answer 1

The given article has classified , secribed and pointed about documented information and other mandatory information to be disclosed and maintained for gaining quality certification from ISO or any other institutions of local and regional importance.  

Use of technology and other management interventions may be useful to gain access to those organizations which are claiming to be a highly acclaimed and quality proof system. The inspection committees of ISO and other should focus on adopting online process by taking care the pros and cons of Covid19, a Pandemic. If, artificial intelligence, cloud technology and electronic interventions will be utilized then cost of accreditation process may be reduced significantly.