IMS4.2.3.2 Control of External Documents Procedure

1.0   PURPOSE

The purpose of this procedure is to ensure that:

• External documents are formally registered and locations Identified,

• Pertinent copies of documents are available for use where necessary,

• Obsolete documents are promptly removed from use, and,

• The means of identification, indexing, storage and disposition of external documents is controlled.

2.0   SCOPE

This procedure is applicable to all external documents such as Standards, Regulations, Acts, etc.

All incoming correspondence, including customer drawings is controlled by other procedures.

3.0   REFERENCES

Nil.

4.0   DEFINITIONS

For the purpose of this procedure, the following definitions apply:

DataWeb the company Integrated Management System.

Controlled document a document, or a copy of a document, either on paper or electronic which has been issued, and details of the issue have been recorded.

Uncontrolled document a document, or a copy of a document, which has been issued for reference purposes only.

5.0   REQUIREMENTS

5.1   Document Identification

All external documents controlled by this procedure are identified by their original titles, numbers, issues, etc.

In cases where more than one copy of a document is acquired, appropriate copy number assigned to each copy identifies the documents.

5.2   Acquiring of Documents

The HSEQ Manager will acquire and manage the currency of external documents relevant to the company’s operations. The HSEQ Manager will maintain a register of relevant external documents which will be reviewed on a monthly basis and as required to maintain currency. This will be conducted using the following techniques.

• Subscription to Legislation updates through the Office of the Queensland Parliamentary Counsel

• Subscription to Standards Australia Email updates

• Subscription to Workplace Environment Australia Pty Ltd

• Subscription to Workplace Safety Australia Pty Ltd

Any Company employee who recognises a need or benefit in acquiring a document is encouraged to do so by requesting the HSEQ Manager to arrange for the document to be procured; or where appropriate, to acquire the document and deliver it to the HSEQ Manager for registration and issue.

5.3  Document Registration and Issue

Upon acquiring the document, the HSEQ Manager:

• Electronic versions are to be stored in a secure server location with access made available via the DataWeb with Hyperlinks.

• Locations of printed copies are to be recorded on the DataWeb.

The HSEQ Manager updates the appropriate Controlled Document Issue register located on the DataWeb and transcribes details of the document being issued, including:

• The document title,

• The document number (where appropriate),

• Issue date,

• The position, division or site to where the copy is located.

• Copy number (where applicable and if there is more than one copy is available),

• Details of the responsible person, and,

5.4   Updating of Documents

It is the responsibility of the HSEQ Manager to ensure that the External Document Register is current and that all updates amendments or new editions are acquired whenever they are published/issued by the original issuers of the document. This is done through the periodic review of appropriate catalogues, government gazettes, web sites and Standards Australia , etc.

In cases where amendments, updates or new editions of the documents are published/issued, the user of the document arranges through the HSEQ Manager to acquire the updated document..

Where an updated issue of a document is acquired the HSEQ Manager:

• For electronic documents the Hyperlink is updated throughout the DataWeb

• Registers and issues the new document

6.0   EXHIBITS

Nil