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Posted By MICHAEL CRAWFORD
Good morning , being fairly new to this please accept my apologies if this is on the wrong forum , and thanks to anyone who can help :
I am starting to work towards 18001 and on reaching 4.5.3 Records and Records Management , I was wondering is this answered by "what we record , how we record and store , the length of time retained and disposal method".
Thanks ,Michael
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Posted By Arran Linton - Smith
If you already have an ISO 9001 certification QA. system, this is quite simple as all you have to do is refer to that procedure there and ensure that ensure that your safety records generally follow that.
You may wish to add a statement about the time retention of accident or occupational ill health records and the securing the confidentiality of these records.
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Posted By garyh
Think you mean 4.5.4.
My experience of this is that you need to have a record retention policy.
This would include - how do you identify records? (This relates also to document control - you need a logical and unambiguous way of identifying records and so on).
Then consider how do you retain them? You can retain them electronically, paper, however you want - it is your system after all.
You specify what type of records are held for how long, in what form and by whom. Also define what you do with old records re destruction, disposal etc.
Thus some records or docs may be kept 40 years (eg occ health stuff) some 3 years min (accident records) and so on - part of this is driven by the regs and legal aspects and others by your business needs
Hope this helps.
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Posted By Helen C
Hi, sorry to jump in on someone else's thread, but I'm working on this myself.
Is there a list anywhere that says which records have to be kept and how long each should be kept for, i.e. risk assessments, training records, waste transfer notes etc?
Cheers
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Posted By Raymond Rapp
Helen
You can decide your own list of records provided they are aligned to your list of documents. The only other impositions are that records must be legible, readily identifiable and retrievable.
Ray
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Posted By Helen C
Thanks Ray - are there no legal obligations? I thought occupational health was 40 years, training was ?, risk assessments ?, waste transfer notes 2 years....I'm guessing now.
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Posted By Raymond Rapp
Helen
As a norm records are kept for 3 years unless there is a statutory requirement for longer, such as The Control of Asbestos Regs which require records to be kept for 40 years.
Ray
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Posted By Robert K Lewis
Remember the 40 years starts at the date of last employment not the date of creation. This is often the case with specific health and exposure records. Things like noise and vibration are not so specific but you could parallel the defined requirements.
Looking at this from the business viewpoint you do need to keep associated supporting documentation with these records. They are your evidence of actions taken if confronted with a claim many years down the road. This could include work methods, PPE assessments and issue records, Training records and syllabus of courses etc. I would expect your 18001 system to identify these associated documents.
I have seen stack and other discharge analyses and many other items kept for effectively the lifetime of the plant and an intended 30-40 years post closure.
Bob
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Posted By Carl Deaves
It is also possible to develop a matrix listing all health and safsty records with columns across the top with responsibility, where held, how long for, method of disposal etc
Hope this also helps
Carl Deaves
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Posted By David Balkwell
Dear Michael
As Lead BSOHSAS18001 Certification Body Assessor (for 9 Certification Bodies and having been witnessed by UKAS for 9k 14k & 18k) I have a pretty good definitive list I use as my guidance which I am happy for you to have (email me using the link below, I not posting it on an open forum)
The intent though of the Records and Records Management is however that your procedure (or process) addresses the following ----- The identification, indexing , filing, storage, maintenance and disposition - that records are readily retrievable and legible
Regards
David
davidbalkwell@mobileemail.vodafone.net
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