Environmental Management Systems (EMS)
Level 5
Level 2 - Procedures
Unit 5
EMS Documentation


Procedures are an essential part of any EMS. They describe how an activity is performed within the organisation and who is directly responsible for the activity. Procedures can be divided into two types:

  1. Management procedures which are common to all management systems

  2. Environmental procedures which are required by an EMS

Management Procedures

  • Structure and responsibility
  • Training, awareness and competence
  • Document control
  • Monitoring and measurement
  • Non-conformance and corrective and preventative action
  • Records
  • Audit
  • Management review

Environmental Procedures

  • Environmental aspects
  • Legal and other requirements
  • Environmental management programme
  • Communication
  • Operational control
  • Emergency preparedness and response

The above lists encompass all of the procedures that are required by ISO 14001. Companies wanting to implement an EMAS system can use the same procedures.

Operational control includes procedures that are required to manage those activities that have a significant effect on the environment.

A company which is operating an ISO 9000 system already has the management procedures in place to control aspects of quality management. These can be amended to include environmental requirements. This would only leave a minimum of six purely environmental procedures to be written from scratch.

Obviously, if a company is going to combine quality and environmental procedures, it will have to use the format of the existing quality procedures. The documentation of procedures can take many forms, and will be particular to the company. However, a number of basic guidance exists which should assist the person responsible for writing the procedures. For any given procedure the following points must be documented:

Although keeping documentation brief and easy to understand is important, there should not be any omissions which would prevent the successful execution of the task to which the procedure refers.

A sequential or step by step approach is preferable and flow charts should be used where procedures are complex.

Company Operating Procedure ENVP 3

WASTE DISPOSAL

  1. INTRODUCTION
    The purpose of this procedure is to ensure that waste is consigned for disposal in accordance with legal requirements.

  2. SCOPE
    All controlled and special waste produced by the company.

  3. REFERENCES
    BS EN ISO 14001 : 1996 : Section 4.4.6

  4. RELATED DOCUMENTS
    Waste Consignment Notes

  5. RESPONSIBILITIES
    5.1 It is the responsibility of the Manufacturing Services Manager to:
    1. decide when waste needs to be disposed of
    2. arrange for waste to be disposed or recycled
    3. check and select waste contractors
    4. complete Waste Transfer Notes correctly
    5. pre-notify the Environment Agencymaintain waste records

  6. PROCEDURE
    6.1 Controlled Waste
    Controlled waste is defined as any industrial or commercial waste produced by the site.

    6.1.1 All controlled waste transferred to a waste carrier should be accompanied by a properly completed Controlled Waste Transfer Note. In some cases (i.e. general waste skips), an annual Transfer Note may be used for multiple consignments where waste characteristics and disposal routes do not change.
      
    6.1.2 All waste carriers or contractors should be checked to ensure that they are suitably licensed or registered and are competent to deal with the waste safely and without risk to the environment. A copy of their waste licences should be maintained on site.

      
    6.2 Special Waste
    Special waste is defined as any controlled waste with particular environmental or health and safety hazards (i.e. waste trichloroethylene and waste oil).

    6.2.1 Before a special waste consignment is removed from site, five copies of the Special Waste Consignment Note must be completed. On each copy, the consignment details (Part A) and the description of the waste (Part B) must be entered, together with the relevant consignment code.
      
    6.2.2 The top copy of the consignment note must be provided to the Environment Agency office responsible for the destination of the waste at least 72 hours before the consignment is transferred.
      
    6.2.3 At time of transfer, the waste carrier must complete Part C on each of the four remaining copies, and the Manufacturing Services Manager or Maintenance Team Leader must complete Part D on each of the four remaining copies, retain one copy, and give the remaining three copies to the carrier.
      
    6.2.4 If the Special Waste forms part of a repeat consignment it is exempt from pre-notification. In this instance, a copy of the Consignment Note and Schedule provided by the carrier must be retained.

    6.3 Record Keeping
    6.3.1 A waste file must be maintained which includes, as appropriate, the following records:
    1. copies of waste carriers registration documents for all waste carriers
    2. copies of waste management licenses for all waste contractors
    3. information on any checks that are made on carriers or contractors
    4. copies of all Controlled Waste Transfer Notes
    5. copies of all Special Waste Consignment Notes
      
    6.3.2 The above information must be kept on site for a minimum of two years in the case of Controlled Waste and three years in the case of Special Waste.

Authorised by: P SMITH
Date::3/4/97
Issue No.: 2