HEALTH & SAFETY PROCEDURAL MANUAL Revision : 0

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PROCEDURE FOR CONTROL OF DOCUMENTS
MNE/OHS/P02 Issue Date : 25-12-2011

1. Purpose
To ensure that all documents related to OHSMS are controlled prior to their release and to
ensure that only pertinent documents are available at the point of use

2. Scope
All documents of the OHSMS related documents

3. Responsibilities

3.1 Primary : Management representative (MR)

3.2 Project Safety Manager

4. Method:

4.1 Structure of OHSMS documentation:

OHSMS documentation is maintained in the following levels: a part of the same.

4.1.1 OHSMS Manual

Arranged OHSAS 18001 clause wise

4.2 Procedure Manual

Individual procedures against different requirements of OHSAS 18001 standard along with
relevant formats required as per the procedure. These documents shall be released my MR
office as centralized documents.

4.3 In addition specific to individual projects following documents are also maintained

4.3.1 Project safety plan

For preparing the project safety plan, project safety heads uses the latest revisions of the
procedures released by MR office. Based on the contract agreement, cliet/main contractor
requirements the project safety heads will modify the scope of the project but ensures any
modification to the procedure is not contradictory to the contents of the procedures used as a
reference.

4.3.2 Risk assessment registers is modified to suit the scope of the project from annexure-1 of
MNE/OHS/P06. If specified by the client job safety analysis will be submitted.

4.3.3 The project safety head shall review risk control registers as per the scope of the project
identified in the risk assessment registers with action plan against control measures not in place.

4.3.4 Method statement reflecting the control measure identified through risk assessment registers
against individual activities.

4.3.5 Legal registers with an action against non compliance if any

4.3.6 Objectives relevant to the project as well a any additional objectives specific to the project
based on the review of risk assessment controls given in the respective registers as well as legal
requirements

4.3.7 Management programs as applicable to identified objectives

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PROCEDURE FOR CONTROL OF DOCUMENTS
MNE/OHS/P02 Issue Date : 25-12-2011

All these documents are reviewed by project safety head and approved by project head

4.4 Documentation identification

4.4.1 The OHSMS & procedure manuals have the documentation identification on the front cover
page giving the title, organization name and locations covered, document number

MNE/OHS/P.xx

Where,
MNE indicates Mechanical & Electrical
OHS indicates occupational health & safety
P indicated procedure
XX indicates serial number allotted for each document

For Formats the numbering system is as below:

MNE indicates Mechanical & Electrical

OHS indicates occupational health & safety
P indicates procedure
F indicates Format

4.4.2 The safety plan has the following identification, company Logo, Main contractor Logo, Job
No, prepared and approved

4.5 Preparation, review approval and distribution documents:

4.5.1 OHSMS manuals are approved by Director & SGM and both common procedure manual and
project safety plan are approved by MR. All these documents are issued by MR.

4.5.2 The project safety plans are reviewed by the project safety head and approved by the project
head before submitting the documents the main contractor / client.

4.5.3 The comments received by the clients are incorporated and resubmitted until the project safety
plan is approved by the main contractor/client.

4.6 Distribution
Master copy of the manual is maintained by the MR with the signature of the approving
authority and with Master Copy in red colour. All users are issued a copy in write protected
form (PDF) as per the list of controlled copy holders attached at the front of these manuals.
Any print out taken is treated as uncontrolled copy and for implementation and auditing only
master copy or the soft copy in PDF issued from MR office is referred.

4.7 Document changes:

Any person wising to suggest changes to the documented OHSMS is required to fill-up a
Document Change Request (MNE/OHS/P02/F01) and forward the same (and where necessary,
with relevant background information) through their reporting officer or by themselves to MR.

The document changes request is reviewed by MR with the feedback for project safety heads
and if changes are accepted by MR, the necessary changes are incorporated and revised
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PROCEDURE FOR CONTROL OF DOCUMENTS
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documents are prepared with new revision number an effective date along with the amendment
sheet. On approval of the revised document (by the original approving authority or otherwise
designated by the original approving authority in this absence) in the amendment sheet revised
document is distributed to the controlled copy holders and old or obsolete documents are
collected back.

The revision status is mentioned in the amendment sheet if individual manuals as well as on the
individual documents.

MR retains the old copy of the master copy with “superseded stamp” along with the document
changes request

Whenever procedures and formats are revised, MR communicates the details of changes to
respective project safety heads asking them to review the changes and need for updating the
details in the safety plan as well as the need to submit the revised plan to the client. Accordingly
the project safety plans are revised and approved by project head. Feedback on the action take
is given to MR within one week of receipt of communication from MR on the changes.

5. Records

Format No Document/record Retention Responsibility Record type

period
MNE/OHS/P02/F01 Document I year MR Hard/Soft
change request