Documented Information is a requirement of the ISO 45001:2018 OHAS Management System. It serves 2 purposes, firstly, it drives the business to do what it states in its OHAS Policies and Procedures, and in doing so, allows management to check that the system is being used and delivering its benefits. Secondly, it allows the certifying auditor to check that you are compliant with the requirement of the ISO standard.
For businesses that have the 18001 certification, there are a few changes in the required documentation and the table below shows the requirement of both systems and relevant clauses within the standard.
There are a number of non-mandatory documents that are commonly seen in businesses implementing ISO 45001. Although non-mandatory, businesses will find these useful in ensuring their procedures are carried out fully. The rule of thumb for deciding whether to document a process or procedure is:
If there is any chance that the process will not be carried out as planned, then it should be documented.
This will ensure that employees involved in the process know what to do and therefore reduce the likelihood of the process failing to produce the desired results.
Some of the non-mandatory documents are:
Many of the above Documents can be incorporated within the OHAS manual as policy, statement and actions, reducing the number of individual documents.
As with all the new ISO standards written in the High-Level Structure (HLS), documented information does not have to be in paper form. Documented Information can be electronically stored, for example PDF, JPEG, Word or Excel documents, etc. As long as the information is available, up to date, maintained and controlled, it will be compliant with the requirements of the ISO standard.
The new ISO 45001:2018 OHAS Management System can also be easily integrated within existing management systems. The 2 other main management systems from ISO, 9001 Quality and 14001 Environmental Management Systems all have the same structure, 10 clauses and written in the HLS, that permits easy integration. This again will reduce the amount of documented information and allow integrated Management Reviews reducing time.
For more information on ISO 45001:2018 OHAS Management System email:
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