Spotlight on Service (August 2009)

Updated Guidance Notes available for download!

ISO 14001 Demonstrating documentation control and legal compliance

Two significant clauses in the International Environmental Management System Standard ISO 14001 refer to being able to demonstrate effective 'document control' as well as 'evaluation of compliance'.

These clauses require businesses following ISO 14001 to be able to demonstrate that they can ensure they are using the most up to date documentation as well as ensuring that they have the ability to evaluate their own environmental compliance.

For those that have been issued with the Mentor Environmental Toolkit, 'document control' and 'evaluation of compliance' are partially managed through Section 5 - 'Environmental Guidance Notes'. Every guidance note produced by Mentor is positively updated on a rolling 3 month basis. July's updates have now been completed and uploaded to the 'client area' of the Mentor internet pages.

Each guidance note is given a 'last updated' date giving you the confidence that you are getting the most up to date legal guidance. Where there are no significant changes to legislation, the last updated date is still changed so that you can be confident that the content has been verified as being accurate.

Those using the Environmental Toolkit, should log into the 'client area' using their client number and password and download/print the updated guidance notes which affect their company. It is not necessary to download all the guidance notes, just the ones specific to your business. If you are unsure which guidance notes are relevant to your business or you don't have a password for the website then contact your consultant or the 24 hour Environmental Advice Service on 0800 634 7000 (option 3).

Old versions of guidance notes should be removed from the toolkit and archived in section 6 of the Toolkit in order to demonstrate to an auditor that an effective document control system is in place and is working effectively.

In addition, a guidance note 'document control history' has been added to the client area so that those using the toolkit can see a summary of the changes which have been made. Those using the toolkit are advised to download and print this record and store it in the toolkit in order to demonstrate effective document control.

New Toolkit 'Forms' available for download!

The following new forms have been added to the client area of the internet and are ready to be downloaded. Alternatively, contact your consultant or the 24 hour Environmental Advice Service who will be able to provide: -

EMS 25 Management Review Meeting Template

EMS 26 EMS Committee Meeting Template

EMS 27 Post Training Evaluation

EMS 28 Record of Company Specific Procedures/Emergency Accident Procedures

EMS 29 Company Procedure Template

EMS 30 Emergency Procedure Template

If you are unsure, how to use these forms or where they fit into your toolkit, then contact your consultant or the 24 hour Environmental Advice Service.