OHSAS 18001 - (Section 4.4 - Implementation and Operation)

4.4.5. Document and Data Control

Section 4.4.5.1 Document and Data Control - Written Procedure

Is there a written procedure dealing with the control of the documents and data required by OHSAS 18001 and the OH&S management system?


Guidance: OHSAS 18001 requires that organisations maintain certain documents and data and these documents and data are dealt with elsewhere in the evaluation. However, OHSAS 18001 also requires that organisations have procedures for controlling these documents and data and it is these procedures which are the subject of the present section.

Verification guidance: This question is a document check. Give a "Yes" answer if there is a document which

purports to be the organisation's document and data control procedure. The adequacy of this

document is tested by the remainder of the questions in this section.


Question 4.4.5.1.1

Are the arrangements for keeping documents and data up to date dealt with adequately in the written procedure on document and data control?


Guidance: The procedure for keeping documents and data up to date should include, as a minimum, their periodic review, with revisions as necessary, and their approval for adequacy by authorized personnel.

Verification guidance: Answer "No" to this question if the written procedure on document control does not deal with keeping documents and data up to date, OR the statement on keeping documents and data up to date does not cover adequately one or more of the issues given in the guidance to this question, OR the statement on keeping documents and data up to date is inadequate in any other way.


Section 4.4.5.2 Document and Data Control - Implementation


Question 4.4.5.2.1

Is there an adequate list of the OH&S documents required by the OH&S management system?


Guidance: Unless the organisation maintains a list of the documents required by its OH&S management system it will be difficult to ensure that these documents are effectively managed, and to demonstrate effective management to others. To be adequate, the list of documents must be up to date.

Verification guidance: Answer "No" to this question if there is no list of the documents required by the OH&S management system, OR the list is incomplete, OR the list is not up to date, OR the list is inadequate in any other way.


Question 4.4.5.2.2

Is there an adequate list of the OH&S data required by the OH&S management system?


Guidance: Unless the organisation maintains a list of the data required by its OH&S management system it will be difficult to ensure that these data are effectively managed, and to demonstrate effective management to others. To be adequate, the list of data must be up to date.

Verification guidance: Answer "No" to this question if there is no list of the data required by the OH&S management system, OR the list is incomplete, OR the list is not up to date, OR the list is inadequate in any other way.