Good Example Of Document/Record Management Case Study

17.1 Requirement
Forest Products, Ltd. shall establish and maintain procedures for managing all documents, records and data required by this Health and Safety Management System Standard.
17.2 Responsibilities

General responsibilities shall be developed for the following positions in the company as may be appropriate.

President – The President shall direct the Human Resources Manager to find a qualified and experienced professional to fill in the vacancy for the Health and Safety Manager. For the meantime, however, the President shall mandate the Human Resources Manager, being the acting Health and Safety Manager, to undergo relevant training for the position to increase his effectiveness in handling health and safety-related duties.
Production Manager – The Production Manager, in conjunction with the Health and Safety Manager and Health and Safety Committee, shall procure all relevant documents, records and data on accidents to aid in his role to maximize productivity in the company.
Health and Safety Manager – The Health and Safety Manager shall provide a set of guidelines to the Worker ensuring his safety against accidents in the workplace. Also, all matters pertaining to accident reporting and reduction, including the recovery of the Worker, in conjunction with the WSIB on compensation insurance, shall be addressed by the Health and Safety Manager.
Health and Safety Committee – The Health and Safety Committee shall peruse data on health and safety issues affecting the Worker in order to revise established guidelines for implementation by the Health and Safety Manager.
Worker – The Worker shall ensure that all his activities within Forest Products, Ltd. comply with existing health and safety guidelines. Entitlement to WSIB compensation insurance and recovery endowments in case of health and safety issues shall be granted to the Worker.
17.3 Specifications

Management of documents, records and data shall make provisions for,

Applicable legislation – Guidelines on resolving health and safety issues and ensuring the competency of the Health and Safety Manager through relevant training
Identification of active documents, records and data – Classification of health and safety management documents, records and data that are currently active

Document retention time – Indication of time required for document retention for purposes of relevance and timeliness

Identification of archival documents and data retained for legal or knowledge preservation purposes or both – Provision of ample legal and factual knowledge on health and safety issues and competency requirements for the Health and Safety Manager through archived documents and data
Storage in such a way that they are readily retrievable and protected against damage, deterioration or loss – Stipulation of proper measures to ensure greater accessibility and protection of documents, records and data
Availability of current versions of relevant documents and data at all locations where deemed necessary - Thorough dissemination of documents and data to ensure unbridled access for referencing purposes
Periodical review, revision as necessary and approved by authorized personnel – Submission of documents, records and data under quality control measures to determine relevance and timeliness