QHSE Management Syetem

Level 2
PROCEDURE NO.

QHSEP 02

TITLE:

Control of Records

1. PURPOSE
To describe the method by which records generated shall be maintained thus ensuring their
proper identification, collection, indexing, retrieval, filing, storage and disposition.
2. SCOPE
This procedure is applicable to all the records of the organization as described in the QHSE
Management System.
3. RESPONSIBILITY
The responsibility resides with the QHSE Manager and Management Representative or their
delegates.
4. DESCRIPTION
4.1 Identification and Indexing
It will be the responsibility of the QHSE Manager to ensure that all records generated as per
QHSE Management System can be identified by a unique document number specific to the
document type.
4.2 Collection and Input
4.2.1

It will be the responsibility of all staff to ensure that completed records which are
related to the QHSE are given to the appropriate holder.
In conjunction with QHSE and Human Resources, all Function Head(s), shall ensure
that a detailed Job description is completed for all the direct reports and the original
retained on file. Employees will receive a copy of the Job Description appropriate to
their work.
In conjunction with QHSE and Human Resources, the all Function Head(s) shall
ensure personnel qualification records are held on file for all his direct reports. This
will reference Employee Name, Qualifications and Experience noting any special
approvals.
All completed records should be given to the responsible holder who is detailed in the
relevant section of every QHSE Procedure

4.2.2

4.2.3

4.2.4
4.3 Filing
4.3.1

QHSE records will be indexed under document type and sequential number for that
document and date.

4.4 Storage, Maintenance and Disposition

4.4.1

All QHSE records will be stored in such manner that, to the best of the organizations
capability, it will prevent deterioration.
The maintenance of QHSE records will be undertaken by the QHSE Manager or his
delegate, who will periodically review the current QHSE record collection to ensure
ease of retrieval, appropriate indexing and filing, continued storage conditions to
prevent deterioration and facilitate appropriate removal of obsolete documents.
Computer generated records / data shall be subject to electronic back up.

4.4.2

4.4.3

Issued by

QHSE Manager

Revision No.

Authorised by

Chairman & CEO

Date

01st Jan, 10

Page 1 of 4

QHSE Management Syetem

Level 2

4.4.4

PROCEDURE NO.

QHSEP 02

TITLE:

Control of Records

Disposition of QHSE records will, unless otherwise specified, be the responsibility of

the QHSE Manager who shall ensure that confidentiality is respected and that such
records are disposed of in a manner which will prevent further reference or use.
QHSE records will be retained as per the RETENTION PERIOD in Table 1 unless
and otherwise mentioned for specific requirements.

4.4.5

5. REFERENCES

Organization QHSE Management System Manual

6. RECORDS

QHSEF 01 Documentation Register

Issued by

QHSE Manager

Revision No.

Authorised by

Chairman & CEO

Date

01st Jan, 10

Page 2 of 4

QHSE Management Syetem

Level 2
PROCEDURE NO.

QHSEP 02

TITLE:

Control of Records

Table 1

SN.
A

DESCRIPTION

Refers

RESPONSIBILITY

Master copy retained

QHSE

M.R / QHSE
Manager

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager,

General

1
1

RETENTION PERIOD

QHSE System Manual

Management Reviews, Meeting
minutes Records
Issue & Status, Distribution of
QHSE documents, Transmittals

Training Records

1 Year after the

employee leaves the
company

HR

HR/Training
Manager

Job Descriptions

Till employee presence

HR

HR / Function
Heads

Employee Records

HR

HR/Administration
Manager

Legislative or regulation
Requirements

Internal Audit Records

1 Year after the

employee leaves the
company
As long as Organization
is Certified to OHSAS
Standards
3 Years

External Audit Records

9
10
12
13
14
15

QHSE

QHSE Manager

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

QHSE Improvement Reports

3 Years

QHSE

Internal / External
Communication records

3 Years

QHSE

QHSE Manager
QHSE / Training
Manager / Admin.
Manager

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

Purch
asing
Maint

Purchasing
Manager
Maint Manager

QHSE Objectives performance

& analysis
Equipment Calibration Records
Third Party Inspection
Certificates, Reports
Non-conformance Reports,
Preventive & Corrective Actions

16

Purchasing Records

3 Years

17

Equipment Maintenance

3 Years

QHSE

QHSE Manager

19

Health & Safety Records - General

House keeping, First Aid, Fire
3 Years
Extinguishers, Site Inspections
Risk Assessments & Register
3 Years

QHSE

20

Material Safety Data Sheets

QHSE

QHSE Manager
QHSE Manager,
Material Manager,
relevant function
areas

18

Latest Rev. available

Issued by

QHSE Manager

Revision No.

Authorised by

Chairman & CEO

Date

01st Jan, 10

Page 3 of 4

QHSE Management Syetem

Level 2

SN.
21
22
23
24

DESCRIPTION
Near Miss Incidents, Safety
Alerts
First Aid Injury, Illness, Accident
Reports and Investigations
Emergency Evacuation Drills,
Plans
Management Programme

PROCEDURE NO.

QHSEP 02

TITLE:

Control of Records

RETENTION PERIOD

Refers

RESPONSIBILITY

3 Years

QHSE

QHSE Manager,
relevant functions
heads

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

3 Years

QHSE

QHSE Manager

Issued by

QHSE Manager

Revision No.

Authorised by

Chairman & CEO

Date

01st Jan, 10

Page 4 of 4