C2.9.16 EMS Records


Records should be completed and retained to document the performance of the EMS. These may include environmental inspection reports, environmental audit reports and training records.

The retention period of a record will generally depend upon the specific requirements of the organisation. However, certain records have a defined statutory retention period. For example, it is a legal requirement that all Waste Transfer Notes are retained for a minimum period of 2 years and that all Hazardous Waste Consignment Notes are retained for a minimum period of 3 years.

What is the difference between a document and a record?

A blank complaint form is a document. Under the document control requirements people should know where this form (the document) is located so that they can access it when they need it. They should also only be able to access the most up-to-date version of the form.

Once a complaint is received and logged on the compliant form (the document), this becomes a compliant record (the record).

Another example is an inspection form. The blank form is a document. A completed inspection form becomes a record.