and Document Control
Documents related to the EMS and
significant environmental aspects need to be controlled to ensure that only the
current versions of the documents are referred to and are available as needed.
The documents must be reviewed periodically, revised as needed and approved
before issue or reissue. Obsolete documents must be removed or otherwise
safeguarded against inadvertent use. Documents are paper-based and on electronic
This section details the activities necessary to:
• Issue documents and manuals to the Coulson Group
of Companies' staff, employees and contractors as required.
• Ensure proposed revisions are currently reviewed
prior to being issued.
• Ensure controlled manuals are current.
• Ensure the manuals reflect the current needs of
The Coulson Group of Companies is committed to ensuring that
all EMS manuals and the supporting manuals and
documentation meets legislative and ISO
14001 (2004) requirements while being practical and effective for use by
Coulson employees, staff, and contractors. The Coulson Group is further
committed to ensuring systems are in place for effective data control.
Document Control ensures that:
• Supporting current EMS
documents are located in all operations and guide effective functioning of the EMS
• Obsolete documents are promptly removed from
points of issue.
Document Maintenance and
The Environment Manager and EMS Clerk are responsible for
reviewing, updating and maintaining documents. Access to make changes to
documents and the EMS is restricted to the Environment
Manager and/or the IT Manager under the direction of the Environment Manager.
The Coulson Group of Companies Environmental Management System
EMS is available in electronic form only.
The Coulson Group of Companies relies on several documents to
support its EMS . The key documents include:
These supporting documents summarize regulatory or other
environmental requirements as well as operational controls in the form of
Document Approval and Issue
The Coulson Group has developed an ‘on-line' EMS
manual. This format replaces the ‘hard-copy' format and ensures that all
Coulson personnel are provided with current documentation. This also reduces
the costs, inefficiencies and potential for errors in the location and
replacement of obsolete documents.
Some EMS documents, such as the EMS
Policy and SOP's will continue to be provided in hard copy to provide ready
access at the worksite for all personnel.
The EMS is reviewed annually by the
Environment Manager. Supporting documents are to be reviewed as new
legislation is introduced, procedures change, or where opportunities for
improvement are identified. Such revisions and required replacement are the
responsibility of, and at the discretion of the Environment Manager.
Annual internal and external auditing processes include
reviewing documentation to ensure it is properly maintained and updated.
The on-line EMS manual is a password
protected and controlled document that can only be revised at the direction of
the Environment Manager.
There are two categories of documents: “controlled” and
“uncontrolled”. EMS documents, such as the EMS Policy
and SOP's will continue to be provided in hard copy to enable employee’s
ready access. Controlled documents shall display the creation date,
revision date and approval date at the bottom of the last page. New issues,
revisions, and reissues of hard copy documents are accompanied by an “Update
- The changes to documents and the procedures for posting new
- the procedures to remove and destroy obsolete documents.
The Coulson Group of Companies may issue “uncontrolled” EMS
documents. These are for informational purposes only. They will not be numbered
Forms and Checklists
Forms and checklists associated with EMS tracking are
available electronically and are to be submitted directly to the EMS database upon
completion. Procedures for these and other records are discussed in the Record Keeping section of
All proposed changes or amendments to the EMS
and related documents are subject to the review and approval of the Environment
All EMS filing is to be
completed as outlined in the Record Keeping section of this manual. Copies of documents related to the significant environmental
aspects are to be maintained in the central EMS files by the EMS
Clerk. Where documents are outdated or superseded, obsolete documents are to be
destroyed by the Environment Manager.
Document retention shall be for a 4 year period. All Coulson
documents are considered “Private and Confidential” unless otherwise stated.