ISO 45001 OH&S Documentation

The following 15 minimal documentation are required by the ISO 45001 OH&S.

i) Clause 4.3 The scope of the OH&S management system to be documented. They includes:
a) external and internal issues to be considered (4.1)
b) requirements to taken into account (4.2)
c) planned or performed work related activities taken into account

The organization include activities, product and services that can impact OH&S performance.

ii) Clause 5.2 Top management shall establish, implement and maintain an documented OH&S policy:
a) a commitment to fulfill legal requirements and other requirements
b) a commitment to eliminate hazards and reduce OH&S risks (8.1.2)
c) a commitment to continual improvement of the OH&S management system
d) a commitment to consultation and participation of workers, and where they exist, workers representatives.
e) a commitment to provide safe and health working conditions for the prevention of work related injury and/or ill health
f) framework for setting the OH&S objectives.

iii) Clause 6.2.2 Planning to achieve the OH&S objectives
Organization shall maintain and retain documented information on the OH&S objectives and plans to achieve them.

When planning how to achieve its OH&S objectives, the organization shall determine:
a) what will be done;
b) what resources will be required;
c) who will be responsible;
d) when it will be completed;
e) how the results will be evaluated, including indicators for monitoring progress toward achievement of its measurable OH&S objectives;
f) how the actions to achieve OH&S objectives will be integrated into the organization’s business processes.

iv) Clause 7.2 Competence
The organization shall:
d) retain appropriate documented information as evidence of competence.

v) Clause 7.4.1 General Communication
The organization shall retain documented information as evidence of the communication, as appropriate.

vi) Clause 7.5.1 General Documented information
The organization’s OH&S management system shall include:
b) documented information determined by the organization as being necessary for the effectiveness of the OH&S management system;
c) documented information required by legal requirements and other requirements.

vii) Clause 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.

viii) Clause 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:

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.

ix) Clause 8.1.1 General Operation planning and control
The organization shall plan, implement, control and maintain the processes needed to meet requirements of the OH&S management system, and implement the actions determined in Clause 6, by:
c) Maintaining and retaining documented information to the extent necessary to have confidence that the processes have been carried out as planned;

x) Clause 8.1.6 Contractors
NOTE It can be helpful to include the occupational health and safety criteria for the selection of contractors in contractual documents.

xi) Clause 8.2 Emergency preparedness and response
The organization shall maintain and retain documented information on the process(es) and on the plans for responding to potential emergency situations.

xii) Clause 9.1.1 General Monitoring measurement, analysis and performance evaluation
f) retain documented information as evidence of the implementation of the audit programme and the audit results.

xiii) Clause 9.3 Management review
The organization shall retain documented information as evidence of the results management  reviews.

xiv) Clause 10.2 Incident, nonconformity and corrective action
The organization shall retain documented information as evidence of:

The nature of the incidents or nonconformities and any subsequent actions taken;

The results of any action and corrective action, including the effectiveness.

The organization shall communicate this documented information to relevant workers, and where exist, workers’ representatives, and relevant interested parties.

xv) Clause 10.3 Continual improvement
e) Maintaining and retaining documented information as evidence of the results of the continual improvement.