ISO 14001 requires that the organization certifying according to this standard maintain "documented information" (documents, records, etc.) capable of demonstrating that the Environmental Management System complies with regulatory requirements.
There are very clear indications on the type of documentation that must be provided, but the way in which one operates and how it should be recorded is not dictated by the standard, as it leaves the free choice to individual organizations.
The objective of the documentation underlying the management system is to ensure that solid environmental processes are in place.
Let's start, therefore, by looking at which documents need to be prepared.
- Definition of the Scope of the Environmental Management System: the scope defines the type of operations covered by the company's environmental management system. Establishing clear boundaries requires delineating which parts of the organization will be subject to the system and which will not (if any). It will then be necessary to describe the scope of the management system, and this will involve describing the types of products and services provided and their characteristics, such as the geographical location in which they will be provided (e.g., at a regional level, throughout the country, throughout Europe, or throughout the world);
- Environmental Policy: briefly describes your organization's commitment to taking responsibility for the effects it has on the environment and with regard to any legal requirements. The policy will include a clear commitment to prevent pollution and to continually improve the way your company seeks to achieve its environmental objectives;
- Assessment of Environmental Risks and Opportunities: this document will outline and recognize the environmental risks and opportunities that may arise during normal business operations. The company should at least be able to explain the methodology and approach used in this regard and present documented evidence of this attitude (e.g., a specific plan, a strategy, etc.);
- Assessment of Environmental Aspects: environmental aspects are the activities that determine an impact on the environment. Since every company consumes materials, uses energy, and generates waste, environmental impacts will occur, such as the use of water, light, and gas, waste production, emissions, etc. Once these aspects have been identified, it will be necessary to determine the impact they could have on the environment and, using a scoring system to classify the risks, identify the most significant aspects;
- Environmental Objectives and Plans to Achieve Them: your organization should have clear environmental objectives and a plan on how to achieve them. The results of the risk assessment can help prioritize activities that would benefit from monitoring;
- Operational Control Procedures: ISO 14001 requires organizations to define and execute their operational controls in a manner appropriate to the industry in which they operate. Therefore, the standard does not prescribe a specific type of controls or how they should be implemented, but it is necessary to keep documented evidence that your operational controls ensure that all legal and compliance requirements have been met, environmental objectives have been assessed and set, internal, external, and outsourced processes have been defined, and any training-related requirements have been assessed;
- Procedure for Emergency Preparedness and Response: emergencies can be situations that occur within your organization and affect the environment or environmental events that, in some way, affect your organization. You must demonstrate that the organization is able to respond to both, and for this, it is necessary to have processes that can identify and respond to emergencies. These responses must ensure that any environmental impact is minimized. The procedures should have been tested, and all stakeholders should have received the necessary training to take the actions described in them;
- List of Stakeholders, Legal Requirements, and All Others: stakeholders are those without whom the company could not function. Their needs and expectations must be considered within the management system. The requirements of these parties will impose different obligations on your organization, from legal to commercial obligations. You should record the requirements of all these stakeholders so that they can be considered when planning your environmental management system and you can decide how to comply with them;
- Records Relating to Competencies: the introduction of an environmental system often leads to new practices or requirements and therefore may require that additional training be provided to people. Recording the training and competency levels of each member of the organization will make it easier to keep track of any required skills improvements;
- Evidence Relating to Communication: it is important that everyone in your organization is aware of the existence of the environmental management system and their obligations towards it, which is why it is essential to demonstrate that corporate communications are clear and comprehensive in this regard. Internal communications, including e-mails, meetings, minutes, etc., will inform members of your organization about environmental objectives, how people should contribute to achieving them, and their responsibilities, but also external communications must be crystal clear regarding your commitment to the environmental management system and what you require to maintain it effective;
- Monitoring Performance Information: one of the advantages of ISO 14001 is the emphasis on continuous improvement, which is why a fundamental part of the environmental management system is the monitoring of its performance and its effectiveness. You will need to have a record of these assessments, as well as evidence that your organization has considered what to measure, how to do it, and when, and that the results of any decision ensure appropriate control of the processes that, taken together, constitute the management system according to ISO 14001;
- Register of Compliance Obligations: it is important that everyone in the organization is aware of the legal environmental requirements to which the company is subject. Therefore, an assessment must be carried out to establish the relevant legal requirements, and regular reviews must be conducted to ensure that this register is updated with any changes;
- Internal Audit Program and Results: an internal audit is a key aspect of an environmental management system because it assesses not only its effectiveness but also the overall environmental performance of the organization. This record will contain details of a regular internal audit program, as well as the results of any problems or opportunities for improvement that are highlighted during the audit;
- Results of Management Review: top management should regularly review the environmental management system to ensure it remains effective. A record of the results of these assessment moments should be maintained; - Non-conformities and corrective actions: your organization must document any non-conformities relating to environmental processes and activities and the actions that have been taken as a consequence.