‫عمليات الخفجي المشتركة‬

‫الشركة الكويتية لنفط الخليج‬

KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

CONTROL OF RECORDS

DOCUMENT NO - KJO - 6402

REVISION NO - 00
DATE - 01 July 2008

INDUSTRIAL SECURITY AND SAFETY DEPARTMENT

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 ‫عمليات الخفجي المشتركة‬
‫الشركة الكويتية لنفط الخليج‬
KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

APPROVALS

Chairman, Joint Operating Committee Date

Executive Director, Industrial Services Date

Manager, Industrial Security & Safety Date

CONTROLLED COPY NO: ………………………..

The master of this document is stored on an electronic document server and is write protected. It can only be
changed by the Content Manager. Copies may be printed or downloaded to your desktop; however, any hard or
soft copy of this document (other than the Master) is considered to be an Uncontrolled document and used for
reference only.

PROPRIETARY INFORMATION: The information contained in this document is the property of KJO. Except as
specifically authorized in writing, the holder of this document shall keep all information contained herein
confidential, to be used within KJO only.

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 ‫عمليات الخفجي المشتركة‬
‫الشركة الكويتية لنفط الخليج‬
KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

TABLE OF CONTENTS

PAGE NO

1. PURPOSE…………………………………………………………………………….….4

2. SCOPE……………………………………………………………………………………4

3. RESPONSBILITY…………………..…………………………………………………...4

4. PROCEDURE……………………………………………………………………………4

5. ATTACHMENTS

KJO – 6402-1: OHSMS RECORDS LIST……………….……………….…………..6

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 ‫عمليات الخفجي المشتركة‬
‫الشركة الكويتية لنفط الخليج‬
KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

1. PURPOSE
The purpose of this procedure is to clarify requirements for the identification, retention, maintenance
and disposition of occupational health & safety management system records.

2. SCOPE
The scope of this procedure is applicable on all records that are generated within KJO occupational
health & safety management system.

3. RESPONSIBILITY
The Executive Occupational Health & Safety Management Representative (EHSMR) is responsible for
the control of OHSMS records, defining the requirements of identification, minimum retention period
and disposal methods for all OHSMS records.

Departmental Health & Safety Management Representatives (DHSMR) are responsible for ensuring the
appropriate identification, legibility and traceability of OHSMS records and that they are stored and
maintained in such a way that they are readily retrievable and protected against damage, deterioration
or loss.

4. PROCEDURE

Legibility
All written records shall be legible throughout the specified minimum retention period. Accordingly,
handwriting shall be of an acceptable standard, and the use of ink is preferred to pencil.
In some cases records may be stored in electronic format i.e. databases or spreadsheets. These
records will be stored electronically on a suitable network drive and will be protected for access and
modification. In accordance with company policy the network drive will be backed-up to prevent the loss
of crucial data.

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 ‫عمليات الخفجي المشتركة‬
‫الشركة الكويتية لنفط الخليج‬
KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

Identification
OHSMS records are identified in the appropriate procedures along with;
 A Title.
 An Alpha / numeric reference in line with other relevant forms / records.
OHSMS shall be completed as specified in the relevant procedure with regard to the details required.

Retention
A minimum retention period for each type of record is defined by the EHSMR through “OHSMS Records
List” – Attachment 1 as well as the record keeper. OHSMS Records List shall be maintained and
updated by the EHSMR. Each DHSMR is responsible for implementing the list throughout his
department

Storage
The storage of OHSMS records, which includes training records and the results of audit reviews, shall
be organized in a disciplined manner. Each file, folder, box or other method of filing shall be clearly
identified with the type of record it contains, range or period covered and any other relevant information.
Storage shall be organized so that records are accessible and readily retrievable at all times.
OHSMS records shall be protected from damage or deterioration throughout the defined minimum
retention period. Storage facilities shall therefore provide suitable temperature, humidity and light
conditions.

Disposal
After the minimum retention period has passed, the records can be removed from the file or can be
retained for a longer period if required by the keeper
Obsolete records are disposed as per the requirements of KJO Environmental Management System
through appropriate means by the keeper under the authority of the Environmental Management
Department EMD.

5. ATTACHMENTS

KJO – 6402-1: OHSMS Records List

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 ‫عمليات الخفجي المشتركة‬
‫الشركة الكويتية لنفط الخليج‬
KUWAIT GULF OIL COMPANY
AL-KHAFJI JOINT OPERATIONS

INDUSTRIAL SECURITY & SAFETY DEPARTMENT Doc no. KJO - 6402

Doc. KJO OCCUPATIONAL HEALTH AND SAFETY PROCEDURE Rev. no. 00
Subject OHS CONTROL OF RECORDS Date 01 July 2008
Status Approved

KJO – 6402-1: OHSMS Records List

OHSMS Records List

Form Name Form Code Keeper Minimum Retention Period

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