1. General
1.1. Company Profile
(Provide general background information on COMPANY NAME. Describe the nature and products / services of COMPANY NAME’s business)
1.2. Purpose of this Manual
This Manual defines the Environmental Management System (EMS) of COMPANY NAME’s activities and contains:
- The Environmental Policy;
- Statements of responsibility and authority;
- An overview of the company’s environmental procedures and controls;
- The identification of the resources and training allocated to management, performance of work and verification activities including internal audit;
- The appointment of the Environmental Management Representative (EMR); and
- The arrangement for periodic management reviews
The purpose of this Manual is to demonstrate that this EMS meets all ISO 14001:2004 requirements and provide guidance and direction for the implementation and operation of the EMS to all personnel including all relevant documents.
1.3. Scope of EMS
The scope of the EMS applies to the (BUSINESS ACTIVITIES) related to the (PRODUCTS / SERVICES) provided / undertaken by COMPANY NAME. Also the locations and areas to be covered in the EMS.
2. Policy
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Environmental Policy
(Briefly describe your company profile and scope of your Environmental Management System) The Company is committed to protecting the environment of the Earth. To minimize environmental impacts concerning our activities, products and services, we shall:-
Endorsed by:
Signature:
Date:
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3. Organization
3.1 Organization Chart
(Insert Company Organizational Chart – be sure to identify major staff and their role in EMS development and implementation)
3.2 Responsibility
(Define the role and responsibilities of the staff / function / department involved in the EMS such as top management, Environmental Management Representative, Deputy Environmental Management Representative, Environmental Management System Committee and Management Review Committee.)
3.2.1 Top Management
(Top Management)is responsible for:
- endorsing the environmental policy;
- ensuring appropriate resource allocation to enable the effective operation and continual improvement of the EMS.
3.2.2. Environmental Management Representative (EMR)
The (Position) is the appointed EMR and has the responsibility and authority for:
- Ensuring that EMS requirements are established, implemented and maintained in accordance with the ISO 14001 standard;
- Ensuring that sufficient resources are allocated for the proper implementation of the environmental policy and the EMS;
- Regularly reviewing the policy and the effectiveness of the EMS, and ensuring that the necessary changes are made.
EMR is also the Chairman of the EMS Committee and has the responsibility and authority for :
- Leading the EMS Committee to establish and implement the EMS according to ISO 14001 standard, and monitoring the performance of the EMS;
- Coordinating internal EMS audits to ensure the EMS has been properly implemented and maintained;
- Handling and investigating nonconformity and ensuring corrective and preventive action has been taken to mitigate any impacts caused;
- Reporting on the performance of the EMS to the top management for review and as a basis for improvement of the EMS.
The EMR, the DEMR, the EMS Committee and (Top Management) shall undertake the EMS management review annually to ensure top management commitment and integration of the EMS with business strategies for its implementation and continual improvement.
3.2.3. Deputy Environmental Management Representative (DEMR)
The (Position) is the appointed DEMR and has the responsibility and authority for:
- Assisting the EMR to ensure the EMS is effectively implemented and maintained in accordance with ISO 14001 standard;
- Assuming the responsibility and action of the EMR when the EMR is unavailable
3.2.4. Environmental Management System Committee (EMS Committee)
This committee is responsible for:
- The establishment and implementation of the EMS;
- The establishment and review of objectives, targets, and programmes;
- Ensuring the effective implementation of environmentally-related operational controls and programmes;
- The internal communication of environmental matters between management and employees; and promoting environmental awareness among company staff;
- The review of complaint records, nonconformity, corrective action and preventive action reports and the adoption of preventive actions as necessary;
- Providing leadership in the pursuit of environmental issues;
- Any other EMS activities that are assigned by the EMR;
- Holding regular meeting (at approximately three-month intervals.
3.2.5. Management Review Committee
The Committee systematically examines the EMS to ensure the suitability, adequacy and effectiveness of the EMS. The Committee comprises of the (Top Management), EMR, DEMR, and designated Function / Departmental Managers.
3.2.6. Function / Departmental Manager
The Function / Departmental Managers are responsible for:
- Establishing controls for the identified significant environmental aspects for his/her function team / department according to procedures and instructions;
- Ensuring that the EMS is properly implemented and that environmental matters are properly handled at all stages;
3.2.7. All Employees
All employees are responsible for:
- Working in accordance with the documented environmental procedures and instructions, specific responsibilities defined in individual procedures and instructions; and
- Reporting problems or deviations associated with environmental issues and the EMS to the EMS Committee.
4. Environmental Management System Requirements
The EMS of COMPANY NAME is developed to manage significant environmental aspects so as to limit their impacts on the environment. The EMS is established in accordance with ISO 14001:2004 , and is described in this section. Procedures for each component is given in the relevant Environmental Procedures (EPs) listed in Appendix A.
4.1. Environmental Management System Documents
The purposes of these EMS documents are as follows:.
| Environmental Policy |
Describes the intention and principles to be adopted in relation to environmental performance, including but not limited to legal compliance, continual improvements and pollution prevention. |
Environmental Management System Manual (EMS Manual)
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Describes the environmental management system and outlines how the requirements of the International Standard (ISO 14001) are achieved. A cross-reference of the ISO 14001 clauses to the sections of this Manual is listed in Appendix A. |
Objective(s) * |
The overall environmental goals that COMPANY NAME set to achieve. |
Target(s) * |
The set of measurable performance requirements that COMPANY NAME establishes to achieve the objectives. |
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Programme(s) *
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The programme and schedule which COMPANY NAME implements to achieve the objectives and targets.
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Environmental Procedures (EPs)
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Define the roles, responsibilities, and actions to be taken to ensure that activities are performed and the EMS implemented in accordance with the environmental policy and the requirements of ISO 14001. A cross-reference of the ISO 14001 clauses to the EPs is listed in Appendix A.
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Register of Environmental Aspects
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Compiles the environmental aspects that are derived from the activities and services of COMPANY NAME. The register also denotes the significance of the environmental aspects and the respective operational controls for significant environmental aspects.
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Register of Legal and Other Requirements
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Compiles the legal and other requirements, which include legislation, codes of practice, regulatory and non-regulatory guidelines that are applicable to COMPANY NAME.
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Environmental Instructions (EIs)
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Describe which and how activities should be performed to manage significant environmental aspects and to achieve the EMS ISO 14001 requirements.
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Environmental Forms/Records
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Record information for the audit trail and the assessment of environmental conditions and performance.
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* Objectives and Targets, and associated Programmes are provided as a single document.
4.2. Environmental Policy
(ISO 14001 Standard Clause 4.2)
The environmental policy of COMPANY NAME is included in Section 2 of this document. It outlines the environmental commitments of COMPANY NAME with respect to its operations, activities, and overall environmental performance. During the development of this policy, the appropriateness to the nature, scale and environmental impacts of COMPANY NAME activities, products and services has been considered. The policy is endorsed by the (Top Management) and the policy shall be reviewed during the management review meeting.
The policy shall stipulate the commitments of COMPANY NAME to continually improve its environmental management and prevention of pollution. COMPANY NAME is also committed to comply with applicable legal requirements and other requirements to which COMPANY NAME subscribes which relate to its environmental aspects. The environmental policy shall provide a framework for setting and reviewing objectives and targets, and must be maintained, implemented and communicated to all employees of COMPANY NAME and its contractors. This policy shall be available to the public.
The environmental policy of COMPANY NAME is included in Section 2 of this document. It outlines the environmental commitments of COMPANY NAME with respect to its operations, activities, and overall environmental performance. During the development of this policy, the appropriateness to the nature, scale and environmental impacts of COMPANY NAME activities, products and services has been considered. The policy is endorsed by the (Top Management) and the policy shall be reviewed during the management review meeting.
The policy shall stipulate the commitments of COMPANY NAME to continually improve its environmental management and prevention of pollution. COMPANY NAME is also committed to comply with applicable legal requirements and other requirements to which COMPANY NAME subscribes which relate to its environmental aspects. The environmental policy shall provide a framework for setting and reviewing objectives and targets, and must be maintained, implemented and communicated to all employees of COMPANY NAME and its contractors. This policy shall be available to the public.
4.3. Planning
COMPANY NAME shall follow a “plan-do-check-act” process to facilitate continual environmental performance improvements. The planning process includes the identification and updating of COMPANY NAME’s Register of Environmental Aspects, and the Register of Legal and Other Requirements. Together with COMPANY NAME’s environmental policy, COMPANY NAME’s objectives and targets are established, and appropriate programmes are formulated to achieve the objectives and targets.
4.3.1. Environmental Aspects
(ISO 14001 Standard Clause 4.3.1)
The planning process commences with the identification and updating of environmental aspects. In order to evaluate the impacts of its activities to the environment, COMPANY NAME shall establish, implement and maintain a procedure to identify the environmental aspects of its activities, products or services that it can control and those that it can influence taking into account planned or new developments, or new or modified activities, products and services. These aspects, inclusive of those arising from works carried out by contractors, are registered in the "Register of Environmental Aspects". COMPANY NAME shall ensure that all environmental aspects that may pose significant impacts to the environment are under control and prioritised for improvements. COMPANY NAME shall keep this information up-to-date. Relevant procedure : EP-01 Identification of Environmental Aspects and Significance Evaluation
The planning process commences with the identification and updating of environmental aspects. In order to evaluate the impacts of its activities to the environment, COMPANY NAME shall establish, implement and maintain a procedure to identify the environmental aspects of its activities, products or services that it can control and those that it can influence taking into account planned or new developments, or new or modified activities, products and services. These aspects, inclusive of those arising from works carried out by contractors, are registered in the "Register of Environmental Aspects". COMPANY NAME shall ensure that all environmental aspects that may pose significant impacts to the environment are under control and prioritised for improvements. COMPANY NAME shall keep this information up-to-date. Relevant procedure : EP-01 Identification of Environmental Aspects and Significance Evaluation
4.3.2. Legal and Other Requirements
(ISO 14001 Standard Clause 4.3.2)
COMPANY NAME shall establish, implement and maintain a procedure to identify and maintain access to legal requirements that are relevant to the company, as well as other requirements that the company subscribes to which relates to the company’s environmental aspects. COMPANY NAME shall identify all relevant regulations, codes of practice and guidelines that are applicable to the environmental aspects of its activities, products and services, and record this information in the Register of Legal and Other Requirements.COMPANY NAME shall keep this information up-to-date. Relevant procedure : EP-02 Review of Legal and Other Requirements
COMPANY NAME shall establish, implement and maintain a procedure to identify and maintain access to legal requirements that are relevant to the company, as well as other requirements that the company subscribes to which relates to the company’s environmental aspects. COMPANY NAME shall identify all relevant regulations, codes of practice and guidelines that are applicable to the environmental aspects of its activities, products and services, and record this information in the Register of Legal and Other Requirements.COMPANY NAME shall keep this information up-to-date. Relevant procedure : EP-02 Review of Legal and Other Requirements
4.3.3. Objectives, Targets and Programme(s)
(ISO 14001 Standard Clause 4.3.3)
Based on the environmental policy and significant environmental aspects, environmental objectives and targets shall be established, implemented and maintained at each function and level within COMPANY NAME. Programmes are established, implemented and maintained for achieving its objectives and targets. When establishing and reviewing its objectives, COMPANY NAME shall take into consideration the legal and other requirements, significant environmental aspects, technological options, financial/operational/business requirements, and the views of interested parties, and ensure that the objectives and targets are consistent with the environmental policy, including commitment to pollution prevention, to compliance with applicable legal requirements and other requirements, and to continual improvement. The programmes designate the responsibility for achieving objectives and targets at each function and level of the company, together with the means and time frame by which they are to be achieved. The (Top Management) shall approve the objectives, targets and programmes proposed by the EMS Committee before implementation. The EMR shall ensure that the objectives and targets are measurable if possible, and that the progress towards achieving the objectives and targets is continually monitored and reviewed. The achievement of objectives, targets and programmes shall be reviewed by the EMS Committee every 3 months. The EMR shall lead the EMS Committee in revising the objectives, targets and programmes as necessary. COMPANY NAME shall ensure that the programmes are amended as appropriate for new projects and new or modified activities, products or services in order to ensure that environmental management applies to such projects and activities. In the event that objectives and targets in the programmes are not met, the EMR shall revise the programme as necessary and maintain documented evidence / records for the actions taken to mitigate the problems. The EMR shall also maintain obsolete objectives, targets and programmes as an EMS record for three years.
Based on the environmental policy and significant environmental aspects, environmental objectives and targets shall be established, implemented and maintained at each function and level within COMPANY NAME. Programmes are established, implemented and maintained for achieving its objectives and targets. When establishing and reviewing its objectives, COMPANY NAME shall take into consideration the legal and other requirements, significant environmental aspects, technological options, financial/operational/business requirements, and the views of interested parties, and ensure that the objectives and targets are consistent with the environmental policy, including commitment to pollution prevention, to compliance with applicable legal requirements and other requirements, and to continual improvement. The programmes designate the responsibility for achieving objectives and targets at each function and level of the company, together with the means and time frame by which they are to be achieved. The (Top Management) shall approve the objectives, targets and programmes proposed by the EMS Committee before implementation. The EMR shall ensure that the objectives and targets are measurable if possible, and that the progress towards achieving the objectives and targets is continually monitored and reviewed. The achievement of objectives, targets and programmes shall be reviewed by the EMS Committee every 3 months. The EMR shall lead the EMS Committee in revising the objectives, targets and programmes as necessary. COMPANY NAME shall ensure that the programmes are amended as appropriate for new projects and new or modified activities, products or services in order to ensure that environmental management applies to such projects and activities. In the event that objectives and targets in the programmes are not met, the EMR shall revise the programme as necessary and maintain documented evidence / records for the actions taken to mitigate the problems. The EMR shall also maintain obsolete objectives, targets and programmes as an EMS record for three years.
4.4. Implementation and Operation
The implementation of the EMS requires COMPANY NAME to clearly define roles, responsibilities and authorities of key personnel, commit to staff training, maintain effective communication channels, adopt effective document and operational controls, and maintain sufficient awareness on emergency preparedness among the staff.
4.4.1. Resources, Roles, Responsibility and Authority
(ISO 14001 Standard Clause 4.4.1)
Top management of COMPANY NAME shall commit to provide resources (including human resources and specialized skills, organizational infrastructure, technological and financial resources) essential to the implementation and control of the EMS. The roles, responsibilities and authorities of key personnel shall be defined, documented, and communicated in order to facilitate effective environmental management. COMPANY NAME has appointed the (Position) as the Environmental Management Representative (EMR), and the (Position) as the Deputy Environmental Management Representative (DEMR) for the implementation and maintenance of the EMS. Their EMS responsibilities are described in section 3 of this manual.
Top management of COMPANY NAME shall commit to provide resources (including human resources and specialized skills, organizational infrastructure, technological and financial resources) essential to the implementation and control of the EMS. The roles, responsibilities and authorities of key personnel shall be defined, documented, and communicated in order to facilitate effective environmental management. COMPANY NAME has appointed the (Position) as the Environmental Management Representative (EMR), and the (Position) as the Deputy Environmental Management Representative (DEMR) for the implementation and maintenance of the EMS. Their EMS responsibilities are described in section 3 of this manual.
4.4.2. Competence, Training and Awareness
(ISO 14001 Standard Clause 4.4.2)
COMPANY NAME shall ensure all persons performing tasks for it or on its behalf, whose work may have a significant impact on the environment, are competent on the basis of appropriate education, training and/or experience, and shall retain associated records. COMPANY NAME will need to ensure that all people performing tasks for or on behalf of the organization, which includes contractors, sub-contractors, temporary staff and remote workers, have had an appropriate assessment for their potential to cause a significant environmental impact and the associated competence required. COMPANY NAME shall establish, implement and maintain procedures to identify the training needs associated with its environmental aspects and its EMS, and develop programmes to ensure awareness and competence, at each relevant function and level, by addressing:
COMPANY NAME shall ensure all persons performing tasks for it or on its behalf, whose work may have a significant impact on the environment, are competent on the basis of appropriate education, training and/or experience, and shall retain associated records. COMPANY NAME will need to ensure that all people performing tasks for or on behalf of the organization, which includes contractors, sub-contractors, temporary staff and remote workers, have had an appropriate assessment for their potential to cause a significant environmental impact and the associated competence required. COMPANY NAME shall establish, implement and maintain procedures to identify the training needs associated with its environmental aspects and its EMS, and develop programmes to ensure awareness and competence, at each relevant function and level, by addressing:
- The roles and responsibilities in achieving conformity with the environmental management system;
- The importance of conformity with the environmental policy, the procedures & the requirements of the structured EMS;
- The significant environmental aspects and related actual or potential impacts associated from their work activities and the environmental benefits of improved personal performance;
- The potential consequences of departure from specified operating procedures;
Relevant procedure : EP-03 Training
4.4.3. Communication
(ISO 14001 Standard Clause 4.4.3)
For internal communication, the EMR shall ensure information regarding the EMS (such as the policy, objectives, targets and programmes) and environmental performance is readily available to employees on notice board, or is published on the intranet or newsletters. Employees with enquiries / complaints regarding to the EMS and/or environmental issues of COMPANY NAME shall inform their Function / Departmental Manager. The designated member of EMS Committee representing each division shall maintain a log for the relevant enquiries / complaints. Depending on the nature and scope of the enquiry / complaint, the EMR shall determine the corresponding action and maintain relevant records to demonstrate the response / corrective actions taken. For external communication, the environmental policy is available at the office and company web page. All internal and external enquiries / complaints / communications shall be discussed and reviewed during the EMS Committee meeting and the decision shall be recorded on meeting minutes. The EMS Committee may discuss and decide whether to communicate externally about its significant environmental aspects, the decision shall be documented in the meeting minutes. If the decision is to communicate, the EMS Committee shall establish and implement a method(s) for this external communication, e.g. publish environmental report. Relevant procedure : EP-07 Enquiry / Complaint / Nonconformity Handling.
For internal communication, the EMR shall ensure information regarding the EMS (such as the policy, objectives, targets and programmes) and environmental performance is readily available to employees on notice board, or is published on the intranet or newsletters. Employees with enquiries / complaints regarding to the EMS and/or environmental issues of COMPANY NAME shall inform their Function / Departmental Manager. The designated member of EMS Committee representing each division shall maintain a log for the relevant enquiries / complaints. Depending on the nature and scope of the enquiry / complaint, the EMR shall determine the corresponding action and maintain relevant records to demonstrate the response / corrective actions taken. For external communication, the environmental policy is available at the office and company web page. All internal and external enquiries / complaints / communications shall be discussed and reviewed during the EMS Committee meeting and the decision shall be recorded on meeting minutes. The EMS Committee may discuss and decide whether to communicate externally about its significant environmental aspects, the decision shall be documented in the meeting minutes. If the decision is to communicate, the EMS Committee shall establish and implement a method(s) for this external communication, e.g. publish environmental report. Relevant procedure : EP-07 Enquiry / Complaint / Nonconformity Handling.
4.4.4. Documentation
(ISO 14001 Standard Clause 4.4.4)
The Environmental Management System documentation encompasses four levels as described below:
The Environmental Management System documentation encompasses four levels as described below:
- The first level is the Environmental Management System Manual (this document) which includes COMPANY NAME’s environmental policy (specifying the principal objectives and environmental commitments of COMPANY NAME), and a broad description of how COMPANY NAME addresses the ISO 14001 requirements. The EMS Manual serves as an interface to interpret the relationship between COMPANY NAME’s EMS and the ISO 14001 Standard. An individual document of Objectives, Targets and Programmes is developed based on the company’s environmental policy. It demonstrates the company’s environmental commitment on continual improvement in environmental performance.
- The second level is the Environmental Procedures (EPs), which include all procedures that COMPANY NAME shall follow as specified in the ISO 14001 Standard. These procedures provide a detailed description of the EMS elements and define who should do what, how and when. Appendix A shows the relationship between various environmental procedures and the ISO 14001 Standard clauses. Register of Environmental Aspects, and Register of Legal and Other Requirements are derived from the procedures and act as the foundation of the EMS which the company subscribed to.
- The third level is the Environmental Instructions (EIs), which are operational control procedures or instructions, with defined responsibilities, to control the identified significant environmental aspects associated with COMPANY NAME’s operations and activities.
- The fourth level is Environmental Records, which arise from the implementation of the Environmental Management System Manual, Environmental Procedures and Environmental Instructions. Environmental Records include various checklists, reports and meeting records, etc, as defined in each Environmental Procedure and Environmental Instruction.
4.4.5. Control of Documents
(ISO 14001 Standard Clause 4.4.5)
The essences of EMS documentation controls are:
The essences of EMS documentation controls are:
- They shall be reviewed, revised as necessary and approved for adequacy by authorized personnel;
- That current version of relevant documents shall be available at all locations where operations essential to the effective functioning of the environmental management system are performed;
- That documents of external origin determined by the organization to be necessary for the planning and operation of the EMS are identified and their distribution controlled;
- Obsolete documents shall be promptly removed from all points of issue and use, or are otherwise assured against unintended use; and
- Any obsolete documents retained for legal and / or knowledge preservation purposes shall be suitably identified.
COMPANY NAME shall ensure that documentation is legible, dated (with dates of revision) and readily identifiable, maintained in an orderly manner, and retained for a specified period. COMPANY NAME shall establish, implement and maintain a procedure for the creation and modification of the various types of documents and the respective responsibilities for such creation and modifications.
Relevant procedure : EP-04 Control of Documents
Relevant procedure : EP-04 Control of Documents
4.4.6. Operational Control
(ISO 14001 Standard Clause 4.4.6)
- COMPANY NAME shall establish, implement and maintain operation control procedures to manage its significant environmental aspects.
- COMPANY NAME shall ensure that all operations and activities, carried out by COMPANY NAME’s employees or contractors, that are associated with the significant aspects are properly controlled, and that appropriate operational control procedures, in terms of Environmental Procedures (EPs) and Environmental Instructions (EIs), are communicated to personnel whose tasks may result in significant environmental aspects.
- COMPANY NAME shall influence its staff and contractors by communicating its environmental policy and other relevant EPs and/or EIs to them.
4.4.7. Emergency Preparedness and Response
(ISO 14001 Standard Clause 4.4.7)
- COMPANY NAME shall establish, implement and maintain a procedure to identify potential emergency situations and responses to such situations in order to prevent and/or mitigate environmental impacts that may associate with them.
- COMPANY NAME shall review and revise its emergency preparedness and response procedures, in particular after the occurrence of accidents or emergency situations
- COMPANY NAME shall also periodically test the procedure and the preparedness where practicable.
Relevant procedure : EP-05 Environmental Emergency Preparedness and Response
6.0. Appendix
- Appendix 1 : Monthly Office Inspection Checklist (EF-EI01-01)
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