Rank: Forum user 
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Hi Everyone, I have been tasked by the h&s manager of the organisation for which I work to collate information from all our various departments so we can conduct a management resouce review of all our training material, documentation and procedures used to ensure that our staff are both competent and effective in what they do. Whilst we have a central office where all of our core procedures are available on an interal intranet, these mainly reflect the standards expected througout the organisation as in DSE, first aid, office mgt, lone working, CDM, etc. The departments themselves are likely to have their own internal policies, documentation, training resources, quality standards that I don't have access to. These departments are spread across our various locations throughout the UK. Does anyone have any sugggestions as to how I should go about compiling a list of all this information currently being held by all the other depts? Are there specific categories that I should be looking to divide this information into? We don't have any technical software so I'm just going to be using a simple excel spreadsheet. Sorry if this sounds like a mundane question but I thought someone might have something to share on the matter. Many thanks in advance
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Rank: Super forum user
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You are really talking about an audit of the Health and Safety management system you have. And before any sort of audit you need to decide what you are going to audit against. This does not need to be an external standard but it should a set of goals and aspirations that lead to what you want to achieve. Unless you organisation is very straight forward and you are very organised, I’d be wary of just relying on an excel spreadsheet to manage your documents .It is probably worth investing in some sort of document management software. This will: - Provide a central definitive copy of your documentation
- Keep track of the updates/version of the documents
- Manage distribution of the documents
- Assign documents(and responsibilities) to individuals
- Force people to sign off documents as required
- Force people to review documents
- Provide an electronic paper trail for your doucuments
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Rank: Super forum user 
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Unless these various departments have particularly diverse working practices, or are a separate legal entity, I would have thought they should be working with the same policies and procedures as the parent company.
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