Operation

In order to show that the requirements are being met the auditor will need to see some evidence. This can take many forms and until recently was defined as a combination of “documents” (evidence of intention such as policies, processes and procedures) and “records” (evidence that something has been done). In the new versions of the standards the term “documented information” is generally used instead to cover anything that is recorded (the official definition is “information required to be controlled and maintained by an organization and the medium on which it is contained”). But the point is you need to have something to show the auditor.

This is often a major culture change in many organizations. Just doing something is no longer enough; you must be able to prove that you did something. This means keeping records in areas you maybe don’t keep records at the moment, a good example often being meeting minutes. Meetings happen and things are discussed and decisions are made but the auditor won’t just accept your word for it. The auditor will want to see the minutes. Other examples could be training records –who was trained to do what and when? Emergency response tests –what was tested, by whom, when and what was the outcome?

All of this sounds rather onerous, a lot of hassle. True, it can mean more work at least in the short term. But doing environmental management according to the ISO14001 standard is about doing it right. You will be taking advantage of the knowledge of a wide variety of experienced people who have come together to define the best way to create an EMS that works; people from all over the world in a wide variety of industries and organizations large and small.

From our experience what often happens during the process of implementing an international standard such as ISO14001 is that initially you will put things in place because the standard says you will. Some of the requirements may seem unnecessary or over the top. But gradually you will start to see why they are included and the difference it makes to your organization. After a period of time you will begin to implement procedures and methods that go further than the requirements of the standard because you can see that they would be useful and will provide more benefits for your organization. You’ll start to see that it’s about becoming more proactive in everything you do and in the long term this reduces the amount of reactive activities necessary. In simple terms, you’ll start to “get it” (but be patient, it can take a while!).

But in the meantime, you’ll need to create some of that “documented information”. And that’s where the CertiKit ISO14001 Toolkit comes in….

1.2 The CertiKit ISO14001 Toolkit

When looking at environmental management the emphasis is usually on the procedures used to manage the environmental impact of its business activities and reduce the risk of pollution. These procedures tell everyone what to do to protect the environment and satisfy requirements. And it’s right that this should be the main focus; it is, after all, the main deliverable of the whole environmental management idea.