SOP: Control of Records

1.0 GENERAL
 

Scope:

• Compliance to clause  4.5.4 of OHSAS 18001: Control of Records
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

• Record: Document stating results achieved or providing evidence of activities performed (refer to section 3.20 of OHSAS 18001 Standard Requirement)

3.0 RESPONSIBILITY AND AUTHORITY

Safety Manager:

• Responsibility: <define the function>
• Accountability: <define the function>
• Authority: <define the function>

OSHMR:

• Responsibility: <define the function>
• Accountability <define the function>
• Authority: <define the function>

SHO

• Responsibility <define the function>
• Accountability <define the function>
• Authority <define the function>

4.0 CONTROL PROCEDURE 

• Identification and traceability
• All records shall be filed in sequence and/or dated to allow easy identification and retrieval.
• Unique identification is generated as described in SOP: Control of Documents
• MR shall be responsible to maintain the List of Records. If any changes to the list of their records, the list shall be updated accordingly.
• Records should be kept at the designated location to ensure the traceability and person in charge is defined.
• Storage, protection and retention
• All records shall be stored and maintained and retrievable by the respective department.
• Records shall be stored in hard copy and/or soft copy as appropriate. For non-critical records, storage in normal file cabinet is sufficient. For critical records, if any, the records shall be protected from potential fire, theft, unauthorized removal and other damage.
• Also, critical records on electronic media shall be secured from inadvertent deletion, computer viruses and corruption of files; hard copies shall be produced and kept at a different location / area.
• Records on soft copy shall be backed-up and back-up records shall be protected accordingly from damage or loss.
• All records shall be retained for a minimum period as specified in the List of Records. Each Head of Department shall be responsible to establish the retention period.
• Retrieval and Disposal
• All records shall be made available for inspection by management or as requested by the interested parties.
• The records shall be stored in such a way that they are readily retrievable for review. For any request for records by external parties.
• Records only can be disposed once obtained approval from MR.
• Records shall be disposed off by any suitable means.  Confidential records shall be disposed off by shredding
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5.0 CROSSED REFERRENCE SECTION

• SOP: Control of Documents

6.0 RECORDS

• List of Records