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HSE Management
System Manual
ISO 14001:2015 & ISO 45001:2018

This document is the property of your organization. It must not be reproduced in whole or in part or otherwise
disclosed without prior written consent.

The official controlled copy of this document is the digitally signed PDF document held within our network server and
visible to all authorised users. All printed copies, and all electronic copies and versions, except the ones described
above, are considered uncontrolled copies which should be used for reference only.
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HSE Management System Manual
ISO 14001:2015 & ISO 45001:2018

Contents
Contents ________________________________________________________________________________________________________ 1

1 Approvals & Revision History ____________________________________________________________________________ 4

1.1 Approvals ______________________________________________________________________________________________ 4

1.2 Revision History _______________________________________________________________________________________ 4

1.3 Proprietary Information _______________________________________________________________________________ 4

2 Introduction _______________________________________________________________________________________________ 5

2.1 Process Activity Map __________________________________________________________________________________ 5

2.2 Purpose ________________________________________________________________________________________________ 5

2.3 Applicability ___________________________________________________________________________________________ 6

2.4 Plan-Do-Check-Act Cycle______________________________________________________________________________ 6

3 Terms & Definitions ______________________________________________________________________________________ 6

4 About Our Organization __________________________________________________________________________________ 9

4.1 Organizational Context ________________________________________________________________________________ 9

4.2 Relevant Interested Parties ___________________________________________________________________________ 10

4.3 Management System Scope __________________________________________________________________________ 11

4.4 Management System Processes ______________________________________________________________________ 12

5 Leadership & Worker Participation ____________________________________________________________________ 14

5.1 Leadership & Commitment ________________________________________________________________________ 14

5.2 Management System Policy _______________________________________________________________________ 15

5.2.1 Establishing the HSE Policy ______________________________________________________________________ 15
5.2.2 HSE Policy Statement ____________________________________________________________________________ 16

5.3 Roles, Responsibilities & Authorities _____________________________________________________________ 17

5.3.1 Top Management________________________________________________________________________________ 18
5.3.2 HSE Manager ____________________________________________________________________________________ 18
5.3.3 Health & Safety Representatives ________________________________________________________________ 19
5.3.4 Environmental Coordinator ______________________________________________________________________ 19
5.3.5 Health & Safety Advisors ________________________________________________________________________ 20
5.3.6 Managers & Supervisors_________________________________________________________________________ 20
5.3.7 Workers & Contractors __________________________________________________________________________ 20

5.4 Consultation & Participation of Workers and Contractors ______________________________________ 21

5.4.1 Safety Bulletins __________________________________________________________________________________ 21
5.4.2 Safety Alerts _____________________________________________________________________________________ 22
5.4.3 Health & Safety Committee _____________________________________________________________________ 22

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5.4.4 External Regulatory Parties ______________________________________________________________________ 22

6 Planning _________________________________________________________________________________________________ 23

6.1 Actions to Address Risks & Opportunities _______________________________________________________ 23

6.1.1 General __________________________________________________________________________________________ 23
6.1.2 Hazard Identification & Assessment _____________________________________________________________ 24
6.1.2.1 Hazard Identification __________________________________________________________________________ 24
6.1.2.2 Assessment of Risks ___________________________________________________________________________ 25
6.1.2.3 Assessment of Opportunities _________________________________________________________________ 26
6.1.3 Environmental Aspects __________________________________________________________________________ 26
6.1.4 Legal & Compliance Obligations ________________________________________________________________ 27
6.1.5 Planning Action __________________________________________________________________________________ 29

6.2 Objectives & Planning to Achieve Them _________________________________________________________ 29

6.2.1 HSE Objectives___________________________________________________________________________________ 29
6.2.2 Objectives & Plans to Achieve Them ____________________________________________________________ 30

7 Support __________________________________________________________________________________________________ 31

7.1 Resources ___________________________________________________________________________________________ 31

7.2 Competence ________________________________________________________________________________________ 32

7.3 Awareness __________________________________________________________________________________________ 32

7.4 Communication ____________________________________________________________________________________ 33

7.4.1 General __________________________________________________________________________________________ 33
7.4.2 Internal Communication _________________________________________________________________________ 33
7.4.3 External Communication_________________________________________________________________________ 34

7.5 Documented Information _________________________________________________________________________ 35

7.5.1 HSE Management System Documents __________________________________________________________ 35
7.5.2 Creating, Updating & Issuing ____________________________________________________________________ 35
7.5.3 Controlling Documented Information ___________________________________________________________ 35

8 Operations _______________________________________________________________________________________________ 37

8.1 Operational Planning & Control __________________________________________________________________ 37

8.1.1 Health & Safety Planning & Control _____________________________________________________________ 37
8.1.1.1 General ________________________________________________________________________________________ 37
8.1.1.2 Eliminating Hazards & Reducing OH&S Risks ________________________________________________ 38
8.1.1.3 Management of Change ______________________________________________________________________ 39
8.1.1.4 Procurement __________________________________________________________________________________ 41
8.1.2 Environmental Planning & Control ______________________________________________________________ 42

8.2 Emergency Preparedness __________________________________________________________________________ 43

8.2.1 Emergency Management Plan ___________________________________________________________________ 43
8.2.2 Emergency Drills _________________________________________________________________________________ 44
8.2.3 Accidents & Incidents ___________________________________________________________________________ 44

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HSE Management System Manual
ISO 14001:2015 & ISO 45001:2018

8.2.4 First Aid & Medical Facilities _____________________________________________________________________ 44

8.2.5 Fire Precautions __________________________________________________________________________________ 45

9 Performance Evaluation ________________________________________________________________________________ 46

9.1 Monitoring, Measurement, Analysis & Evaluation_______________________________________________ 46

9.1.1 Monitoring & Measuring Equipment ____________________________________________________________ 46
9.1.2 OHS Analysis & Evaluation ______________________________________________________________________ 46
9.1.3 Environmental Analysis & Evaluation ____________________________________________________________ 48
9.1.4 Evaluation of Compliance________________________________________________________________________ 49

9.2 Internal Audit_______________________________________________________________________________________ 49

9.2.1 General __________________________________________________________________________________________ 49
9.2.2 Internal Audit Programme _______________________________________________________________________ 50

9.3 Management Review ______________________________________________________________________________ 51

9.3.1 General __________________________________________________________________________________________ 51
9.3.2 Inputs ____________________________________________________________________________________________ 52
9.3.3 Outputs __________________________________________________________________________________________ 52

10 Improvement _________________________________________________________________________________________ 53

10.1 General ___________________________________________________________________________________________ 53

10.2 Nonconformity & Corrective Action ___________________________________________________________ 53

10.2.1 Corrective Action ________________________________________________________________________________ 53
10.2.2 Incident Investigation____________________________________________________________________________ 55

10.3 Improvement ____________________________________________________________________________________ 56

Appendices ___________________________________________________________________________________________________ 57

A.1 Interaction of Processes ___________________________________________________________________________ 57

A.2 Organization Chart _________________________________________________________________________________ 58

A.3 Correlation Matrix _________________________________________________________________________________ 59

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HSE Management System Manual
ISO 14001:2015 & ISO 45001:2018

4 About Our Organization

4.1 Organizational Context
Your organization is committed to defining our position in the marketplace and understanding how relevant
factors arising from legal, political, economic, social, and technological issues influence our strategic direction
and our organizational context.

Your organization identifies, analyzes, monitors, and reviews factors that may affect our ability to satisfy our
customers and stakeholders, as well as; factors that may adversely affect the stability and integrity of our
processes and our management system.

To ensure that our organizational context is aligned with our strategy whilst taking account of relevant,
influential, internal, and external factors; your organization collates and analyzes information pertinent to those
influential factors to identify issues that have the potential to be affected by our activities, products, and
services.
Figure 2: Context Discovery Process

Similarly, we identify internal and external issues that could be capable of affecting our organization’s ability
to deliver products, services, or activities. Broadly, these issues are defined as:

Internal issues – conditions related to our organizational activities, products, services, strategic direction,
culture, people, knowledge, processes and systems. Using SWOT analysis provides our organization with
framework for reviewing and evaluating our strategies, and the position and direction of our organization,
business propositions and other ideas.

External issues – conditions related to cultural, social, political, legal, regulatory, financial, technological,
economic, competition at local, national or international levels. Using PESTLE analysis provides our organization
with framework for measuring our market and growth potential.

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Environmental issues – conditions related to climate, air quality, water quality, land use, natural resource
availability or biodiversity that can either affect our organization’s purpose, or be affected by the impacts of
our environmental aspects, which your organization must manage.

The output from this activity is evident as an input to the consideration of risks and opportunities and the
actions that we take to address them. For more information about our risk and opportunity management
framework, refer to Section 6.1.
Although we acknowledge that ISO 14001 and ISO 45001 does not require our organizational context to be
maintained as documented information, we maintain and retain, in addition to this document, the following
documented information that describes our organizational context:
1. Analysis of business plans, strategies, and statutory and regulatory commitments;
2. Analysis of technology and competitors;
3. Technical reports from experts and consultants;
4. SWOT analysis reports or schedules for internal issues;
5. PESTLE analysis reports or schedules for external issues;
6. Minutes of meetings (management and design review minutes), process maps and reports, etc.
SWOT analysis provides our organization with a framework for reviewing and evaluating our strategies and the
position and direction of our organization, business propositions, and other ideas.

Similarly, PESTLE analysis provides our organization with a framework for measuring our market and growth
potential according to external political, economic, social, technological, legal and environmental factors.

4.2 Relevant Interested Parties

Your organization recognizes that we have a unique set of interested parties whose needs and expectations
change and develop over time and that only a limited set of their respective needs and expectations apply to
our operations or our HSE management system. Such needs and expectations broadly include those shown in
the table below.

Interested Party Requirements HSE Critical Compliance Obligation

Customers Supply of goods and services to specification Yes Contractual
Continued employment No Contractual
Employees
Safe working environment Yes Legal
Regulatory Compliance with the law and regulatory reporting Yes Legal
Community Social responsibility Yes Voluntary

To ensure that our products and processes continue to meet all relevant requirements, we identify and assess
the potential impact of any relevant needs and expectations that may be elicited from interested parties.

Where appropriate, to ensure that our processes are aligned to deliver the requirements of our interested
parties, we convert relevant needs and expectations into requirements that become inputs to our HSE
management system and to our product and service designs.

Prioritized relevant needs or expectations are converted into requirements which become inputs to HSE
management system planning, and product, or service designs. The outputs from this process are typically
used to inform the following sections and processes of this document:

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HSE Management System Manual
ISO 14001:2015 & ISO 45001:2018

considered when determining the significance of each impact. This process is controlled and communicated
using the Environmental Aspects Procedure.

The subsequent output from this identification Figure 7: Significant Environmental Aspects
process takes account of the severity of
pertinent environmental aspects and our
Energy
organization’s ability to influence them, in order
usage
to determine key issues and requirements that
pose adverse or beneficial effects in a prioritized Production
Recyling
way to: and
of waste
and
1. Ensure that the HSE MS can achieve its disposal
emissions
intended outcomes; Environmental
aspects which
2. Prevent or reduce undesired effects;
our
3. Achieve continual improvement. organization
Environmental aspects that we address include: can influence
Purchased
Fuel used in
1. Those with significant environmental raw
transport
impacts; materials

2. Those that affect compliance with our

obligations; Water
3. Those which are priority issues for the usage
organization (e.g. which affect strategy,
policy or objectives).
Environmental aspects which pose a significant impact are subject to risk management, corrective action, and
monitoring and measurement as appropriate. The HSE MS is structured to identify and manage these aspects
in order to control or limit potential impacts and risks that may affect our organization or HSE MS conformity.

The significance of our organization’s aspects is reviewed bi-annually, including proposals for new processes,
services or developments and environmental aspects arising are also considered and assessed for significance
by the HSE Manager. New aspects are added to the Environmental Aspects Register as necessary and
operational control is altered accordingly.

6.1.4 Legal & Compliance Obligations

Top management and the HSE Manager review all relevant occupational health, safety and environmental
related legal requirements, compliance obligations, regulations and Approved Codes of Practice (ACoPs) using
http://www.legislation.gov.uk. The HSE Manager ensures that applicable health, safety and environmental
requirements are identified and understood in terms of customer requirements and current legislation,
including as appropriate:

1. Health and Safety at Work Act 1974;

2. The Regulatory Reform (Fire Safety) Order 2005;
3. Workplace (Health, Safety and Welfare) Regulations 1992;
4. Management of Health and Safety at Work Regulations 1999;
5. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013;
6. Control of Substances Hazardous to Health Regulations (COSHH) 2002;

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HSE Management System Manual
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5. All equipment is visually checked before use.

Hired equipment is always acquired from reputable companies who supply properly maintained equipment
that is safe to use and suitable for the job. Upon receipt, the equipment is checked to ensure it has not been
damaged in transit.

All buildings; leased or owned by your organization are deemed to be a safe working environment. Internal
inspections and external reports on fixed fire mains and fire alarm testing etc. are conducted, and records
retained. The working environment is deemed safe through internal inspections and external regulatory
inspections such as gas boiler servicing, fire alarm servicing, PAT testing, and fixed electrical equipment testing,
etc.

All staff is afforded a good working environment to conduct their business. Welfare arrangements are available
through toilets, rest areas, water and coffee machines, etc. PPE is issued to all staff as required, and a PPE Issue
Record is maintained and held by the Health & Safety Department.

8.1.1.2 Eliminating Hazards & Reducing OH&S Risks

Using the hierarchy of controls as a basis, your organization eliminates or reduces occupational physical,
chemical, biological or psychosocial hazards from our operational activities. The controls are implemented by
selecting the most effective measures necessary to mitigate residual risks to an acceptable level (ALARP).

The hierarchy of control is used to select the risk control that most effectively eliminates or minimizes the risk
associated with a hazardous task. This may involve using a single risk control measure or a combination of two
or more different risk controls to allow the hazardous task to be undertaken safely.

Control measures are implemented to eliminate, or minimize the frequency, magnitude and duration of
movements, forces and postures by changing the sources of risk, e.g., the work area, tool, load, environment,
method of handling and/or the way work is organized.

Figure 8: Hierarchy of Controls

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HSE Management System Manual
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The following table provides examples of control measures that may be implemented to control the risks
associated with hazardous tasks:

Hierarchy of Control Examples of Risk Control Measures

• Eliminating the hazardous manual task during design processes.
Elimination • Automate the hazardous manual tasks (such as using remote controls).
• Deliver goods directly to the point of use to eliminate multiple handling.
• Replace heavy items which are lighter, smaller and/or easier to handle.
Substitution • Replace hand tools with power tools to reduce the level of force required to
do the task.
• Isolate machinery from the user.
Hard
Isolation • Storing gas cylinders in specific storage facilities.
Controls
• Energy tag and lockout procedures and processes.
• Use mechanical lifting aids.
• Installing emergency stops adjacent to plant.
• Installing guards to prevent contact with moving parts.
Engineering
• Installing rollover protection.
• Inclusion of pressure relief valves on high pressure equipment.
• Provide workstations that are height adjustable.
• Rotate workers between different tasks.
• Pre-start inspections.
• Maintenance programmes to ensure plant is maintained appropriately.
• Develop work instructions/JSAs/QRAs for undertaking tasks involving plant.
Administrative • Provide adequate training and supervision.
• Licencing requirements/permit to works.
Soft Controls • Installing warning signage.
• Train workers to use control measures implemented when carrying out
normal tasks.
• Ergonomic computer mouse/keyboard.
• High visibility clothing, hard hats, safety footwear, gloves, safety goggles, ear
PPE
plugs, etc.
• Shock absorbent shoes for work on hard concrete floors.

By applying the hierarchy of controls during the earliest stages of the design and development process, your
organization also proactively identifies and mitigates foreseeable occupational hazards early in the design
process. Prevention through design addresses hazards mainly by elimination and substitution.

8.1.1.3 Management of Change

The HSE Manager in conjunction with relevant process owner(s) identifies relevant risks and opportunities in
order to assess the potential impact of each change to current process practices and activities that might
impact upon the performance of the management system. Change proposals and assessments are presented
to Top management for consideration and approval.

Management system reviews and planning activities are performed, prior to the implementation of any
significant changes that might impact the effectiveness of our health, safety and environmental management
system, in order to minimize adverse effects, as necessary. These types of change may be:

1. Planned or unplanned;
2. Sudden or gradual;

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performance reviews as appropriate. Where applicable a life cycle approach is taken within the operational
controls so that the hazards at each stage can be controlled or influenced.

Supporting documentation:
Doc No. Title & Description
P0811-01 Health & Safety Control Procedure

8.1.2 Environmental Planning & Control

Your organization undertakes analysis to map out the high-level life cycle of our organization’s products and
services using the Life Cycle Analysis Template. By identifying and documenting information about the relevant
environmental aspects, we can prevent or mitigate adverse environmental impacts during each life cycle phase.

Figure 10: Life-cycle Approach

Your organization considers the environmental requirements and aspects that can be controlled and influenced
during each phase of the product life-cycle. Where applicable, a life cycle approach is taken within our
operational controls so that the environmental impacts at each stage of the life-cycle are identified, assessed,
and controlled, or influenced.

By identifying and documenting information about the relevant environmental aspects (6.1.3) and the relevant
legal and compliance requirements (6.1.4), we are able to prevent or mitigate adverse impacts during each life-
cycle phase:

1. Design phase;
2. Procurement phase;
3. Manufacturing phase;
4. Packaging, transport and delivery phase;
5. Intended use;
6. End of life treatment and final disposal.

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The audit frequency is also based upon process performance trends, results from previous audits, levels of
customer satisfaction, rates of nonconformity and corrective action, etc., to ensure that our organization
focuses on the aspects that affect product and process conformity the most.

The criteria, scope, frequency and methods of each audit are defined in the audit reports. The selection of
trained auditors and their subsequent impartial conduct ensures objectivity throughout the audit process and
that:

1. The results of each are reported to the HSE Manager;

2. That timely appropriate corrective action undertaken where required;
3. They retain documented information such as audit checklists and audit reports as evidence of the
effective implementation of the audit programme in respect of each audit.
Internal auditors are selected to ensure objectivity and impartiality of the audit process. This is achieved by
selecting a team of auditors from cross-functional departments who have received the appropriate training in
the auditing process.

The audit is conducted according to the Internal Audit Procedure to ensure that timely corrective actions are
implemented to correct any deficiencies found. The results of the audits are recorded and submitted to the
personnel having responsibility in the area audited. The results of the internal audits are summarized for
discussion at management reviews.
Supporting documentation:
Doc No. Title & Description
P0920-01 Internal Auditing Procedure

9.3 Management Review

9.3.1 General
To ensure the continuing suitability, adequacy and effectiveness of our HSE management system in meeting
our organization’s strategies, Top management conducts formal management review meetings at planned
internals. The requirements for conducting a management review are defined and communicated using the
Management Reviews Procedure.

Each management review meeting may require multiple subjects and departmental input and rely upon
multiple metrics and data analysis. When more frequent meetings are conducted, the meeting agenda is
reduced to focus on customer-critical issues, with the full review cycle of the HSE occurring annually.

Agenda Item (9.3.2) Impact on Customer or Business Frequency Type of Meeting

Previous actions High Monthly Functional review
Changes to the HSE Low Six-monthly HSE review
Significant hazards Very High Weekly/Daily HSE review
Performance of the HSE High Monthly Functional review
Environmental aspects High Monthly Functional review
Legal requirements Medium Quarterly Planning review
HSE objectives Low Six-monthly Functional review
NCR/CAR/Incident root-causes Medium Quarterly Planning review

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Agenda Item (9.3.2) Impact on Customer or Business Frequency Type of Meeting

Monitoring and measurement results Very High Weekly/Daily HSE review
Internal audit results Low Six-monthly HSE review
Consultation and participation Medium Quarterly Planning review
External providers Medium Quarterly Planning review
Resources required Low Six-monthly HSE review
Actions to address risk High Monthly Functional review

In response to changing or special conditions and events, the frequency of management review activities will
increase.

In summary, a Senior Director chairs the HSE Review Meeting. The review group is coordinated and recorded
by the HSE Manager. To ensure that the review group includes each of the requirements of ISO 14001 and ISO
45001, a Management Review Agenda & Minutes is prepared issued and distributed by the HSE Manager as
appropriate.

9.3.2 Inputs
The primary inputs that are reviewed comprise data from conformance and performance measurements that
are gathered at key HSE data points from various processes. Subsequent recommendations for improvement
are based on the evaluation of such measurements.

Conformance is primarily assured through internal audits and demonstrated through a review of audit results
and our demonstrated ability to detect, correct, and prevent problems. Performance is primarily assured
through the deployment of corporate and operational level objectives and through the review of our
demonstrated ability to achieve desired results.

9.3.3 Outputs
The primary outputs of management review meetings are management actions that are taken to make changes
or improvements to our HSE management system. During management review meetings, Top management
identifies appropriate actions to be taken regarding the following issues:

1. Improvement of the effectiveness of the HSE management system and its processes;
2. Improvement of product related to customer requirements;
3. Opportunities and risks;
4. New hazards;
5. Resource needs.
The primary outputs of management review meetings are the actions necessary to make changes or
improvements to our management system and the provision of resources needed to implement these actions.
Responsibilities for required actions are assigned to members of the management review team. Any decisions
made during the meeting, assigned actions, and their due dates are recorded in the management review
minutes.

Supporting documentation:
Doc No. Title & Description
P0930-01 Management Review Procedure

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A.3 Correlation Matrix

This section provides a matrix that correlates the headings of ISO 14001 and ISO 45001 against the relevant
sections in this document.
ISO 14001:2015 and ISO 45001:2018 Related Documentation
Clause Title HSE Manual Procedure No.
4.1 Organizational Context 4.1 P0400-01
4.2 Relevant Interested Parties 4.2 P0400-01
4.3 Management System Scope 4.3 P0400-01
4.4 Management System Processes 4.4 & A.1 P0400-01
5.1 Leadership & Commitment 5.1 N/a
5.2.1 Establishing the Policy 5.2.1 N/a
5.2.2 Communicating the Policy 5.2.2 N/a
5.3 Roles, Responsibilities & Authorities 5.3 & A.2 P0530-01
5.4 Consultation & Participation 5.4 P0540-01
6.1.1 Risks & Opportunities 6.1.1 P0611-01
6.1.2 Hazard Identification 6.1.2 P0612-01
6.1.2 Aspect Identification 6.1.3 P0613-01
6.1.3 Legal Requirements 6.1.4 P0614-01
6.1.4 Planning Action 6.1.5 N/a
6.2.1 HSE Objectives 6.2.1 P0620-01
6.2.2 HSE Objectives & Plans to Achieve Them 6.2.2 P0620-01
7.1 Resources 7.1 P0710-01
7.2 Competence 7.2 P0723-01
7.3 Awareness 7.3 P0723-01
7.4.1 Communication - General 7.4 P0740-01
7.4.2 Internal Communication 7.4 P0740-01
7.4.3 External Communication 7.4 P0740-01
7.5.1 Management System Documents 7.5.1 P0750-01
7.5.2 Creating, Updating & Issuing 7.5.2 P0750-01
7.5.3 Control of Documented Information 7.5.3 P0750-01
8.1.1 Health & Safety Planning & Control 8.1.1 P0811-01
8.1.2 Environmental Planning & Control 8.1.2 P0812-01
8.2 Emergency Situations 8.7.2 P0820-01
9.1.1 Monitoring & Measuring Equipment 9.1.1 P0911-01
9.1.2 OHS Analysis & Evaluation 9.1.1 P0912-01
9.1.3 Environmental Analysis & Evaluation 9.1.1 P0913-01
9.1.4 Evaluation of Compliance 9.1.2 P0614-01
9.2.1 Internal Audit - General 9.2.1 P0920-01
9.2.2 Internal Audit Programme 9.2.2 P0920-01
9.3.1 Management Review - General 9.3.1 P0930-01
9.3.2 Management Review Inputs 9.3.2 P0930-01
9.3.3 Management Review Outputs 9.3.3 P0930-01
10.2 Nonconformity & Corrective Action 10.2.1 P1020-01
10.2 Incident Investigation & Reporting 10.2.2 P1020-02
10.3 Continual Improvement 10.3 P1030-01

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