۷٫۵ Documented information
The organization’s OH&S management system shall include:
a) documented information required by this document;
b) documented information determined by the organization as being necessary for the effectiveness of the OH&S management system.
NOTE The extent of documented information for an OH&S management system can differ from one organization to another due to:
— the size of organization and its type of activities, processes, products and services;
— the need to demonstrate fulfilment of legal requirements and other requirements;
— the complexity of processes and their interactions;
— the competence of workers.
۷٫۵٫۲ Creating and updating
When creating and updating documented information, the organization shall ensure appropriate:
a) identification and description (e.g. a title, date, author or reference number);
b) format (e.g. language, software version, graphics) and media (e.g. paper, electronic);
c) review and approval for suitability and adequacy.
۷٫۵٫۳ Control of documented information
Documented information required by the OH&S management system and by this document shall be controlled to ensure:
a) it is available and suitable for use, where and when it is needed;
b) it is adequately protected (e.g. from loss of confidentiality, improper use or loss of integrity).
For the control of documented information, the organization shall address the following activities, as applicable:
— distribution, access, retrieval and use;
— storage and preservation, including preservation of legibility;
— control of changes (e.g. version control);
— retention and disposition.
Documented information of external origin determined by the organization to be necessary for the planning and operation of the OH&S management system shall be identified, as appropriate, and controlled.
NOTE 1 Access can imply a decision regarding the permission to view the documented information only, or the permission and authority to view and change the documented information.
NOTE 2 Access to relevant documented information includes access by workers, and, where they exist, workers’ representatives.