Keeping records are mandatory to all companies; they keep records of different aspects of an organization. When it comes to environmental management systems there are certain requirements to maintain the records for ISO 14001 in Singapore, these requirements are not complex. There are few thins to keep in mind to make sure that the organization meet these requirements.
According to ISO 14001, an organization is required to maintain records that show it complies with all the requirements of EMS.
- Records showing the competence and awareness of the organization and the training given to its staff in reducing the impact of environmental aspects of an organization negatively
- Records of evaluation shows that the company has efficiently met the legal requirements and is able to continue meeting them.
- Records of operational control shows the record of controls put in place to comply with the legal requirements of environmental aspects of the organization and the frequency of its effect.
- Records of internal audit finally confirm the effectiveness of the preventive measures and controls placed.
There are certain characteristics that are supposed to be safeguarded while keeping records.
Here you have to keep in mind the important aspects of which you need to keep records. To know which processes needs records to be maintained, you have to look at your targets and goals. If you set a goal of efficient energy use, keep records of what changes were made to make energy use efficient.
This is an important characteristics as all the records you maintain needs to be stored safely. In case it’s a paper copy store it in a warm and dry place so that it doesn’t get destroyed over time and in case it’s a soft copy stored in a computer, take additional steps to back it up.
The data recorded should be stored securely as there might sensitive data about the organization which in the wrong hands can be bad for the organization. In order to secure it, access to the storage space or computer should be limited to select personnel with approval.
Ease of access to the stored records is another key aspect, because in times of emergencies you may need it very quickly. How fast can you access the data when in need of it? What are the procedures to get access to those records? These are important questions when it comes to record retrieval.