Process

HSP07
Reference

Process Owners H&S Manager

Pages Page 1 of 3

Initial Release
Revision Date Revised By Process 24.11.17
Date

23.04.202 Documentation, record keeping &

4 L Myers Originator L Arrowsmith
0 Control of documents

PURPOSE
This procedure details the system for controlling documentation relevant to the
operation of the OHSAS Management System. This procedure also details record
keeping controls.

SCOPE

Ultraseal International Group Ltd, Norman Hay Engineering Ltd & Surface Technology
Holdings ltd and subsidiaries companies

RESPONSIBILITES
The H&S Manager is responsible for co-ordinating OHSAS documentation in
accordance with this procedure. Where relevant the H&S Manager may delegate
various responsibilities to appropriate personnel within the company.

HEALTH AND SAFETY FORMS TO USE WITH THIS PROCEDURE

HD01A Master List of Controlled Documents
HD01B Health & Safety document retention Register

DOCUMENT IDENTIFICATION: DEFINTIONS OF DIFFERENT OHSAS

DOCUMENTS
 Document control methods will apply differently to each type of document it is
within the OHSAS. These definitions below give a detailed list of the types of
documents comprise the OHSAS. The next section (7.0) will discuss the control
based on the type of document.

Health and Safety Policy

 The Health & Safety Policy is authorised and approved by the Chief Executive.
The policy covers all the activities at, Ultraseal International Group Ltd,
Norman Hay Engineering Ltd & Surface Technology Holdings ltd and
subsidiaries companies will include a commitment to continual improvement of
the Health and Safety within the Lyons Park Coventry site. The policy also
makes a commitment to meet current relevant Health & Safety legislation,
regulations and all other requirements.

Health and Safety Directory (HD)

 The H&S Directory is the control panel for any employee to become familiar
with the OHSAS structure. It should include a copy of the policy, overall
responsibilities, the purpose and scope of the OHSAS, and a list of all H&S
procedures and forms that implement the system.

Health and Safety Procedures (HSP)

 Health and Safety Procedures are documents drafted and implemented in
order manage significant H&S aspects. H&S Procedures are identified by HSP,
then a number and title; (e.g. HSP01 Document Control and Record Keeping).
The HSP number should be recorded in the ‘process reference’ section of the
document. The HSP title should be recorded in the ‘process’ section of the
 Process
HSP07
Reference

Process Owners H&S Manager

Pages Page 2 of 3

Initial Release
Revision Date Revised By Process 24.11.17
Date

23.04.202 Documentation, record keeping &

4 L Myers Originator L Arrowsmith
0 Control of documents

document.

Health and Safety Forms (HF)

 Health & Safety forms are documents used to record something. Each H&S
form is a tool to help implement the H&S procedure. H&S Forms are identified
by HF, then a number and title; (e.g. HF 01 Document Control and Record
Keeping). The HF number should be recorded in the ‘process reference’ section
of the document. The HF title should be recorded in the ‘process’ section of the
document.

CONTROL OF DOCUMENTS (Clause 4.4.5)

All H&S documentation (excluding records)

Health and Safety Policy, Health and Safety Directory and Procedures
 These documents are located in the ‘BS ISO 45001:2018 Health and Safety
folder located on the server.
 They are organised by Manual, Top Level Procedures, Organisation and
Responsibilities and Arrangements
 They will be protected versions that cannot be edited
Health and Safety Forms
 These documents are located in the ‘BS ISO 45001:2018 Health and Safety’
folder located on the server.
 They are partially protected versions. Users will only be able to complete the
form, but not change its structure or function.

Document control: employee responsibilities

H&S Manager
 The H&S Manager only can amend controlled documents. The H&S Manager
will approve all documentation by signing the document and dating when the
document was approved.

Relevant version changes to documents and/or new documents will be communicated

as part of environmental training and communication requirements within the BS ISO
45001:2018. New versions of documents will not be actively communicated if the
change was due to spelling, grammar or changes that will not impact the current
method.

Annual Review of all OHSAS documentation

The H&S Manager will review all OHSAS documents at least annually to ensure
suitability. This review may form part of the internal audit regime and/or it may be
completed when needed.

All employees
Any OHSAS documentation that is printed or stored on an external USB or hard drive
is considered an uncontrolled document. It is the employee’s responsibility to ensure
they are using the correct version.
 Process
HSP07
Reference

Process Owners H&S Manager

Pages Page 3 of 3

Initial Release
Revision Date Revised By Process 24.11.17
Date

23.04.202 Documentation, record keeping &

4 L Myers Originator L Arrowsmith
0 Control of documents

The H&S Manager only can create new H&S documentation using the above formats.
The H&S Manager must ensure that the correct format is used for OHSAS
documentation.

On each new piece of H&S documentation, the following must be recorded:

Revision number
Date
Who it was revised by and the originator (H&S Manager only can revise documents
and create new ones.)

Occasionally documentation from other systems (e.g. quality, environmental and/or

production) will also be relevant documentation in the OHSAS. These documents may
have a different format. In this case the H&S Manager will liaise with the owner of
that document to ensure it is the latest and correct version and record it as such on
HD01A (below).

Master List of Controlled Documents (HD01A)

The H&S Manager will maintain a Master List of Controlled Documents. (HD01A) which
identifies all OHSAS documentation. OHSAS documentation may be located in other
management systems or in production SOP (standard operating procedures). The
master list will cross reference these documents where relevant.

The Document will identify all H&S records, their location and retention period. The
HSE Manager will retain the document.

H&S records shall be clearly identified in such a way that they are readily retrievable
in facilities that provide a suitable environment to prevent damage, deterioration or
loss. These will be maintained to demonstrate that the organisation are operating its
OH&S system effectively whilst managing the risks.

H&S records will be disposed of after the retention period time listed on the Health
and Safety Records document retention Register has lapsed HD01B.

References:
BS ISO 45001:2018