Fluent Motion Inc

Environmental, Health & Safety Compliance Management Platforms

The effective management of any compliance program can seem daunting, needless to mentioned the implementation of a new or integrated system.  Making health & safety a priority, through compliance can reduce risk and improve behaviour based safety outcomes.  The success of management programs relies of some basic systems, that when operating well become the success of you management system.  The basic systems needed for a successful integrated management system are;

  1. Human Resources (HR) – The role of the HR has grown steadily in importance and more so when an organization understands, implements and practices the management of a true integrated management system. Today’s HR management professionals contribute on a strategic level, dealing with talent acquisition, total rewards management, training and employee development, employment law, health and safety, labour relations, change management and HR metrics. From the description itself, one can clearly see how HR, in and of itself is an integrated system.
  2. Document Management – A document management system is a system used to receive, track, manage and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users. In the case of the management of digital documents such systems are based on computer programs. Document management systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities. Here is a list of these components;
    • Metadata
    • Integration
    • Capture
    • Data Validation
    • Indexing
    • Storage
    • Retrieval
    • Distribution
    • Security
    • Workflow
    • Collaboration
    • Versioning
    • Document Control
    • Searching
    • Publishing

Government regulations, system standards and often internal processes require that companies working in certain industries control their documents. 

Documents stored in a document management systems — such as procedures, work instructions, and policy statements—provide evidence of documents under control. Failing to comply can cause fines, the loss of business, or damage to a business’s reputation.

The following are important aspects of document control:

  • reviewing and approving documents prior to release
    • reviews and approvals
  • ensuring changes and revisions are clearly identified
  • ensuring that relevant versions of applicable documents are available at their “points of use”
  • ensuring that documents remain legible and identifiable
  • ensuring that external documents (such as customer-supplied documents or supplier manuals) are identified and controlled
  • preventing “unintended” use of obsolete documents

Integrated document management comprises the technologies, tools, and methods used to capture, manage, store, preserve, deliver and dispose of ‘documents’ across an enterprise. In this context ‘documents’ are any of a myriad of information assets including images, office documents, graphics, and drawings as well as the new electronic objects such as Web pages, email, instant messages, and video.

  1. Audit Management Process – Audit management is responsible for ensuring that board-approved audit directives are implemented. Audit management helps simplify and well-organise the workflow and collaboration process of compiling audits. Most audit teams heavily rely on email and shared drive for sharing information with each other.

The effective integration of all of the areas allows an organization to effectively deliver on a well functioning integrated management system. The depth of knowledge and experience of the workforce in these areas will identify areas for improvement and opportunities for growth. 

In today’s work environment it is not uncommon to have client request that their service provider comply with anyone of the many safety management platforms.  There are various platforms systems that are used in different industries, some common platforms used are;

  • Contractor Check
  • eCompliance (Aclumus)
  • Comply Works
  • Avetta, and
  • many others

The key to a functional management system is its seamless integration into your operations – a function that often falls under the role of the Environmental, Health & Safety (EHS) Director/Manager.  Finding the best fit takes time, knowledge and experience to ensure a successful implementation. 

Our next blog will focus on the various standards available to ensure a successful management system.