ISO 9001 quality management system consultants in GTA Toronto Archives

MINIMUM DOCUMENTED INFORMATION FOR ISO 45001:2018

An Overview of ISO 45001:2018

ISO 45001 specifies requirements for an occupational health and safety (OH&S) management system, and gives guidance for its use, to enable organizations to provide safe and healthy workplaces by preventing work-related injury and ill health, as well as by proactively improving its OH&S performance.

ISO 45001 is applicable to any organization that wishes to establish, implement and maintain an OH&S management system to improve occupational health and safety, eliminate hazards and minimize OH&S risks (including system deficiencies), take advantage of OH&S opportunities, and address OH&S management system nonconformities associated with its activities.

What is Documented Information?

The “documented information” is defined as the information required to be controlled and maintained by an organization and the medium on which it is contained. The example of documented information can be a record, specification, procedure, drawing, report, standard, etc.

The term “document” is defined as information created in order for the organization to operate e.g. procedures, instructions, specifications, guidelines, and criteria, etc. The term “record” is defined as a document that provides evidence of results achieved or activities performed e.g. evidence of training, operational control, corrective action, internal audit, and management review activities, etc. A set of documented information, for example, specifications and records, is frequently called “documentation”.

ISO 45001:2018 uses a standardized term “documented information” to refer to both documents and records. ISO 45001 uses the term “retain documented information” to describe a record (e.g. retain the results of corrective actions) and “maintain documented information” to describe a document (e.g. maintain the scope of OH&S Management System). The document is live information and needs to be updated as required while a record is a history of an event, activity, or action.

Clause 7.5 of ISO 45001:2018 describes the requirements of the documented information. Documented information can be in any format and media and from any source. The medium can be paper, magnetic, electronic or optical computer disc, photograph or master sample, or combination thereof.

What is the minimum documented information required by the ISO 45001:2018?

Every organization has to produce the minimum documented information required by ISO 45001 standard to demonstrate the conformance to the standard requirements. All the requirements of minimum documented information listed below might not be applicable to every organization depending on its operations and activities and shall be listed as an exclusion in the scope statement of the OH&S management system.

mandatory-records

How to determine the requirement for ISO 45001 Documentation?

Clause 7.5 of ISO 45001 describes the requirements for documented information. To demonstrate the conformance to the requirements of ISO 45001, an organization may need to produce more documents and records than the minimum required by the standard because according to the Clause 7.5, the organization’s OH&S Management System (OHSMS) shall include:

documented information required by ISO 45001 (as listed above)
documented information determined by the organization as being necessary for the effectiveness of OH&S Management System e.g. policies, procedures, instructions, guidelines, and relevant records other than the minimum required. It is quite common that for an effective OH&S management system, organizations establish procedures for hazard identification, risk assessment, compliance obligations, corrective actions, control of documented information and operational control, etc.

The extent of documented information for ISO 45001 may differ from one organization to another due to:

the size of the organization and its type of activities, processes, products, and services
the complexity of processes and their interactions
the competence of persons

The rule of thumb for an organization is to use a risk-based approach to determine the requirement for documented information other than the minimum documented information e.g. an organization may decide that due to lack of documented procedures and work instructions, there might be a risk of workplace accidents. The organizations also establish procedures and other documented information to establish controls as a result of a risk assessment or to address a nonconformity.

G-Certi.ca provides ISO registration/certification services in Canada and 50 other countries for the number of ISO Standards including but limited to ISO 9001, ISO 14001, ISO 45001, ISO 27001 and ISO 22301, etc. The auditors of G-Certi ensure that your organization is conforming to the requirements of ISO 45001. Please feel free to visit G-Certi.ca and contact one of our representatives for a complimentary pre-assessment to ensure that your organization is ready for ISO 45001 registration/certification.

THE BENEFITS OF A QUALITY MANAGEMENT SYSTEM (ISO 9001)

ISO 9001 is an international standard that specifies the requirements to establish, implement, maintain, and continually improve a Quality Management System (QMS). Organizations implement ISO 9001 to demonstrate their ability to consistently provide products and services that meet and exceed customer satisfaction. This is the world’s leading quality management standard and has been implemented by over one million organizations in more than 170 countries.

Any organization, regardless of its type, size, the products and services can implement ISO 9001 to meet the quality requirements of its customers and other interested parties.

Key Benefits of ISO 9001

The benefits of ISO 9001 include but not limited to the following:

Corporate Image

Implementation of ISO 9001 demonstrates the commitment of an organization to consistently provide the quality of products and services to its customers and reflects a positive image of the organization in the competitive market.

Preferred Supplier

Every customer wants to work with suppliers who can consistently provide products and services required to run their business. Effective implementation of ISO 9001 demonstrates the ability of an organization to consistently provide quality products and services to its customers.

Increased Revenue

Most of the organizations are profit-oriented organizations and one of their core objectives is to increase the revenue by selling their products and services. The organization can get more clientele by selling its market image and demonstrating its ability to provide good quality of products and services on a consistent basis. Moreover, the revenue of an organization is also increased by doing first time right and avoiding the costs of rework, rejection, scrap, additional inspection and penalties due to late deliveries, etc.

Customer Satisfaction

Customer satisfaction is a key objective of an organization and one of the basic principles of the QMS. Continuity and growth of business depend on achieving customer satisfaction by consistently providing good quality of products and services. Effectively implementation of ISO 9001 helps to achieve customer satisfaction.

Reduced Cost

The QMS is based on a preventive approach and doing the first time right. Effective implementation of ISO 9001 helps to reduce the operating cost by doing the first time right and avoiding the costs related to scrap, rework, customer rejection, additional inspection, and penalties due to late deliveries, etc.

Quality Culture

ISO 9001 is based on the principle of engaging people for establishing, implementing, maintaining, and continually improving QMS. This engagement helps the organization to get the buy-in of everyone in the organization and laid down the foundation of establishing quality culture. Quality culture helps to achieve the overall objectives of an organization and guarantees customer satisfaction.

Risk Management

The ISO 9001:2015 is based on risk-based philosophy. The risk-based philosophy helps and organization to identify the potential risks (relevant to organizational context and processes) and implement the actions to address those risks. Consequently, effective implementation of ISO 9001 helps an organization to manage its risks.

Improved Performance

Continual improvement (PDCA Cycle) is one of the basic principles of the QMS. An organization continually improves by effective implementation of ISO 9001 requirements including but not limited to establishing improvement objectives, addressing the risks and opportunities, identifying nonconformities and taking corrective actions, training employees, monitoring, measuring, analyzing and evaluating the data and information for decisions making, conducting internal audits and management reviews, etc.

Achieving Objectives

QMS provides a framework for establishing and achieving objectives. Establishing quality objectives at relevant functions, levels, and processes for continual improvement is one of the key requirements of ISO 9001.

Maintaining Quality

Effective implementation of ISO 9001 helps an organization to maintain and continually improve the quality of products and services.

Meeting the expectations of Interested Parties

The ISO 9001 provides a framework to identify and meet the expectations of interested parties including customers, suppliers, employees, regulators, and leadership, etc.

Motivating Employees

The ISO 9001 engages and motivates employees by implementing the best quality practices and establishing a quality culture. Moreover, employees feel motivated while working in an ISO 9001 certified organization because their roles, responsibilities, authorities, expectation, and work processes are well defined and communicated.

In short, through G-Certi.ca ISO 9001 certification we demonstrate that your organization is customer-focused and committed to delivering high-quality services. If you need help with any aspect of your certification then contact us for consultation.

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