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Controlling the EMS documentation (CP15:V12:01/10/2007)

The Communications & Research Assistant will ensure that the entire EMS appears on the Association's internal and external websites. Each time any part of the Policy, the Register of Significant Effects, the Programme, or the Procedures and the Public Statement are amended she will update the records.
Everyone who has to implement procedures will be aware of where to find them on the website.
Every two years staff with responsibility for procedures will be asked to review them to ensure they are still up to date. They will notify the Communications & Research Assistant of any changes needed.The last review date will be noted here and is presently October 2007.
Once EMS documentation has been updated, the Communications & Research Assistant will e-mail the relevant people the latest copy and make them aware that the latest version is posted on the website.
Each time a procedure is drawn-up or amended, the Communications & Research Assistant will record the date of issue of the updated procedure on the spreadsheet.
The EMS is supported by several other documents, many of which are referred to in procedures. These are detailed in Appendix 1.

Appendix 1 – Supporting Documentation

Document	Person/People Responsible	Where Stored	Updated	Special Requirements
Appraisal Records	Personnel Manager Line Managers	Personnel files	Annual appraisal with 6 month review	Must be kept on file for 3 years
Asbestos Register	Head of Surveying Administration Assistant	G-drive	Ongoing	Information must be held for as long as the asbestos remains in the property
COSHH Manuals	Works Manager Deputy Specialist Services Manager Office Services Manager	Stores Works Dept Cleaning cupboards	Ongoing	Must be available when products covered by COSHH are in use
Complaints Procedure	Board Managing Director	Intranet Board agenda 19/10/2004 Summarised in leaflet and on website	19/10/2004	Subject to version control Must be available to tenants
Contractor Confirmation of Sign Up to our Environmental Policy	Administration Manager Contract Administrators	Contractors database Contract documents	Ongoing	Must be confirmed prior to contract being issued
Controlled Waste Transfer Consignment Notes	Works Manager Administration Officer	Works Division	Ongoing	Must be kept for minimum of 2 years
Decision on External Communication of EMS (CP4)	Green Team Communications and Research Assistant	With EMS documentation (see below)	Ongoing	None
Design Guide	Director of Housing Services Head of Development	Development dept shared drive	05/2005	Must reflect current legislation and Housing Corporation requirements
Electrical Purchasing records	Finance Controller	Finance department	Ongoing	Must be held for 3 years
Environmental Good Practice Guide	Communications and Research Assistant	Public website	01/2004	Must be available to other organisations on request
Environmental Management System Documentation (including Env. Policy)	Communications and Research Assistant Green Team	Public website Intranet C&R dept shared drive	Various dates	Must reflect requirements of ISO14001:2004 standard.
Environmental Performance Data	Communications and Research Assistant	Public Environmental Statement Public website C&R dept shared drive	Annually in May/ June	None
Environmental Training Records	Personnel Manager Communications and Research Assistant	C&R dept shared drive	Ongoing	Kept for minimum 3 years
Fleet Vehicle Maintenance and Fuel Consumption Records	Support Services Manager Administration Assistant	Works division	Ongoing	None
Green Team Minutes	Communications and Research Assistant	C&R dept shared drive Intranet	Ongoing	None
Hazardous Waste Consignment Notes	Works Manager Administration Officer	Works Division	Ongoing	Green copy must be kept for minimum three years Photocopies not acceptable
Hazardous Wasts Consignee Declarations/Reports	Works Manager Administration Officer	Works Division	Ongoing	Kept for a minimum 3 years
Health and Safety at Work Procedure	Health and Safety Advisory Group	Staff Handbook	05/2005	Must be available to all staff
Internal Audit Reports	Communications and Research Assistant Bentley Jennison	C&R dept shared drive	Ongoing	None
Management Review	Green Team Communications and Research Assistant	Minutes of Green Team meeting where review took place C&R dept shared drive	Annually prior to Board report being produced.	Must be sent to Board of Management Must meet requirements of CP9
Record of Communication with Staff, Tenants and other Stakeholders	Communications and Research Assistant	C&R dept shared drive	Ongoing	None
Record of Non-conformities and Corrective Action	Green Team Communications and Research Assistant	Annual Board report Public Statement	Annually	Must include record of corrective/ preventative action
Record of Potential Impact on Environment During Emergency and Abnormal Operating Conditions	Green Team	With EMS documentation (see above)	Reviewed annually and updated if required	None
Record of Relevant Environmental Legislation (CP16)	Green Team Communications and Research Assistant	With EMS documentation (see above)	Ongoing	Green Team must be notified of any changes in legislation
Standard Waste Disposal Documentation (Skip lorry records, weight tickets)	Administration Officer Works Manager	Works Division	Ongoing	Kept for a minimum 2 years