easy

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in 10 days
with 10 people
on 10 pages
in 30 steps
EMAS "easy" for Small and
Medium Enterprises
Performance, Credibility, Transparency
The easy way to improve
your environmental
and business performance
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what is EMAS?
EMAS is like a trademark
2
It means that
•Wegobeyondlegalcompliance.
•Wehaveactiveemployeeinvolvement.
•Wepracticehonestandtruecommunication.
•Ourgoalisgoodenvironmentalperformance.
The CommunityEco-management and Audit Scheme (EMAS) is a management tool for both manufactur-
ing and service organisations for evaluating, improving and reporting their environmental performance.
EMAS is open to all economic sectors including public and private services.
In 2001, EMAS was strengthened by the adoption of EN/ISO 14001 as the environmental management
system required by EMAS; by adopting an attractive EMAS logo to signal EMAS registration to the out-
side world; and by stronger consideration for indirect effects, such as those related to financial services or
administrative and planning decisions.
Participation in the scheme is voluntary and extends to public or private organisations operating in the European
Union and the European Economic Area (EEA) - Iceland, Liechtenstein, and Norway.
4 steps to registration
To receive EMAS registration an organisation must:
1. Conduct an environmental review considering all environmental aspects of the organisation’s activi-
ties, products and services; methods to assess these; its legal and regulatory framework and existing
environmental management practices and procedures.
2. Establish responsibilities within the EMS; set objectives; provide the resources to support the EMS;
implement operational procedures appropriate to the objectives; identify training needs and imple-
ment monitoring and communications systems.
3. Carry out an environmental audit, assessing in particular the management system and conformity with
the organisation’s policy and programme as well as compliance with relevant environmental regulatory
requirements.
4. Publish a statement of its environmental performance that lays down the results achieved against
the environmental objectives and future steps to be taken to continuously improve the organisation’s
environmental performance.
This Brochure will walk you through each step on the way to EMAS in a easy way.
The main steps of EMAS
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NOTE
EMAS easy for small business has been developed by Heinz Werner Engel with the support of DG
Environment. Reproduction is authorized except for commercial use, providing the sources are
acknowledged.
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EMAS easy for small SMEs
EMAS is adapted for small business !
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SME’s and micro enterprises are the economic backbone of most economies in Europe. They typically account for
90% of the industrial fabric and contribute in a significant way to economic growth, social cohesion, employment,
regional and local development. The majority of these companies employ less than 5 people. One of today’s mega
trends is that the global economy is leading towards fast-growing standardisation in products, processes, manage-
ment and information. Global sourcing of goods and services imposes labels, standards, management tools and con-
trol systems. Furthermore, greening of government programmes and corporate green purchasing underpin this trend
and, as these measures become commonplace, more sustainable procurement will result.
For SME's in the supply chain in the European and the Global market, these changes will have impacts in day-to-day
activities.
A growing number of small companies have already demonstrated or may soon need to recognize demonstrate track
record of regular, positive environmental management, even in emerging economies. Furthermore health, safety,
working conditions and social issues are the subject of growing public scrutiny by consumers worldwide.
Therefore, the business of tomorrow is not just about products or processes but also about the management pro-
cesses which surround them. This is the focus for EMAS!
Standards and tools are shaped/have relevance to 90% of industry, whether medium or large, or multi-site or multi-
national organizations.
But traditional quality and environmental management tools do not fit into the reality of the small or micro-business
with less than 10 employees. Nor do they fit well in many SME's.
It is not the intrinsic qualities of those standards which are too high - it is more the internal and external barriers to
access which are more demanding – cost, bureaucracy, resources, knowledge…
This is what EMAS easy is about
It lowers the bureaucracy, the barriers of knowledge and consulting & certification costs
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What is EMAS ? 2
What is ecomapping, what is ISO/EMASeasy? 4
Ecomapping – getting started 5
Step 1 : Urban situation map 8
Step 2 : Material flow 9
Step 3 : Workers opinion poll - the Weather map 10
Step 4 : Eco-map water 12
Step 5 : Eco-map soil and storage 13
Step 6 : Eco-map air, odours, noise and dust 14
Step 7 : Eco-map energy 15
Step 8 : Eco-map waste 16
Step 9 : Eco-map risk 17
Step 10 : Your environmental information system 18
Moving from ecomapping to EMAS 19
Step 11 : Upgrade your ecomaps for EMAS 20
Steps 12 to 16 : Planning your environmental management system 21
Step 12 : Your environmental policy 22
Step 13 : Environmental aspects identification 23
Step 13 and 14 : FLIPO 24
Step 15 and 16 : Objectives and targets 25
Step 17 to 23 : Implementation and day to day management 26
Step 17 : Assign jobs and tasks to your EMAS 27
Step 18 : Train your staff
Step 19 : Your environmental manual 28
Step 24 to 28 : Controlling your environmental management system 30
Step 24 and 25: Internal controlling -your quick check 31
Step 26 : Recording of events and documents - your ecologbook 32
Step 27 :
Step 28 : Management review - your control panel 33
Step 29 : Environmental statement 34
Step 30 : Verification of your EMAS and use of the EMAS logo 35
The online EMAS toolkit for SMEs 36
Introduction
Informal
Formal
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Ecomapping and EMAS easy
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easy
Ecomapping is a simple, practical tool, designed in a visual format to be used as
a starter kit in environmental management.
Ecomapping is about scanning environmental impacts, problems and practice in
SME‘s in a participatory learning process. As such, it can be used in the initial
environment review as required by EMAS.
Useful environmental information is gathered systematically observation of
everyday practice and procedures as well as through reference to legislative
requirements and good practice.
It is a systematic method that builds up a picture of key environmental information by using symbols on
a simple plan of the site.
The visual approach makes ecomapping very easy to understand and a useful support tool for raising the
awareness of employees and stakeholders of the environmental impacts of an organisation’s activities. It
also enables you to get more people involved at an early stage without needing a huge amount of special-
ist understanding.
Ecomapping uses several ECOmaps in order to facilitate and visualize environmental problems (“hot
spots”) within a company. The different maps (water, energy, air, wastes) create a useful multi layer set of
graphical information and lead immediately to environmental action programs.
As 80 % of environmental information is location based, the Ecomaps show what is happening and where.
Ecomapping is the ideal starter kit for EMS. In 10 steps, it helps you to understand the environmental
problems, materials flows and records, opinions and the perception of workers and work process.
EMAS easy is a way to implement EMAS which is proportional to the size,
financial capacity and organisational culture of small business.
It assists, using a number of new features, with compliance with ISO 14001
and EMAS but still focusing on what matters – environmental protection
on the shop floor.
If a company has already done some some preparatory environmental
work, the work required with Ecomapping, to comply with EMAS or ISO
14001, can be concluded within a week.
External document audits and site audits can easily be done within a day.
The shared documentation and procedures allow cluster approaches in a very cost effective way.
The environmental declaration is compact and delivers essential information in a simple way.
The entire process has already been successfully audited against the EMAS regulation and 1SO 14001 by
industrial auditors in 3 companies by certification bodies.
Emas easy is delivering EMAS in ten days, with ten people on ten pages. The work process from, Start to
End, takes 30 steps.
8
LnvironmenIal managemenI indicaIors kesources used
2002 2003 ]rends
waste
- ]reated waste (non-hazardous, wfff,...) 11 082 ] 10 066 ] ?
- kecycIed waste fIows 94,5% 95,6% ?
- keused waste (wfff, furnìture,...) 0,3% 0,3%
- LandfìIIed fìnaI waste 5,2% 4,1% ?
- Number of recycIed waste fIows 10 10
water consumptìon by worker 1,4 m /w 0,92 m /w ?
fnergy
- heatìng oìI (canteen + adm) 20 I/m 15 I/m
- IueI oìI (vehìcIes) 47 000 Iìt 25 103 Iìt ?
- 0xygen (metaIs cuttìng) 19 140 m 4 060 m ?
- Propane (metaIs cuttìng) 3 720 kg 1 441 kg ?
- fIectrìcìty (canteen + adm) 609 kwh/w 404 kwh/w
]ransport
- Number of vehìcIes ìn servìce 7 9
- waste transported by traìn 81 % 93 % ?
- waste transported by road 19 % 7 %
SoìI and storage
- foncrete storage surface 37 % 37%
- Number of envìronmentaI ìncìdents treated 5 5
- Permanent fueI stock ìn tank 4 000 I 4 000 I
Aìr, dusts, odours, noìse 0 compIaìnts 0 compIaìnts
Vore inIormaIion on þerIormance indicaIors on
hIIþ://www.reIrival.be/emas
Lco·eIIiciency indicaIors
· kg oI IreaIed wasIe / 1ûûû ¤ oI Iurnover
· kg oI Iinal wasIe / 1ûûû ¤ oI Iurnover
· liIres oI Iuel oil / 1ûûû ¤ oI Iurnover
LnvironmenIal SIaIemenI 2ûû3
2002 1,2,3 trì 2003 ]rends
Sound environmenIal managemenI
· Number oI environmenIal acIions û 6 ?
· LnvironmenIal communicaIions Iowards û 5 ?
clienIs and suþþliers
· LnvironmenIal communicaIions Iollowed û 8û % ?
by concreIe on·siIe measures
· ProþorIion oI exþenses Ior þurchase oI 11 % 1û,5%
ecological suþþlies/IoIal exþenses Ior þurchase oI suþþlies
SIaII Iraining
· Iraining beIore hired 6 monIhs/|IL 6 monIhs/|IL
· Iraining oI hired sIaII 2h/|IL 9,6 h/|IL ?
· Awareness·raising/Iraining on env. 1,5 h/|IL 4,8 h/|IL ?
LVS audiIs
· Number oI inIernal environmenIal reviews û 8 ?
· Number oI exIernal environmenIal reviews û 2 ?
Social indicaIors 2002 1,2,3 trì 2003 ]rends
- Number oI jobs creaIed 6 û
· Number oI jobs Ior reuse 2 þers / 26 I 2 þers / 3û I
· Number oI jobs Ior recycling 1û þers/11.û82 I 1û þers/1û.û66 I
Partìcìpatìon to IocaI empIoyment
· ComþlainIs Iromneighbours û û ?
· lobs creaIed wiIhin a 5·kmradius 24 24 ?
· Number oI schools suþþorIed by our acIiviIies 5 5 ?
· Number oI involvemenIs wiIh local auIhoriIies 4 4 ?
Vain achievemenIs in 2ûû2 and 2ûû3
C•HIG6I:<>8D7?:8I>K:
5, 4 · Clean·uþ and Iidying·uþ oI our oþeraIion siIe
4 · lnIroducIion oI a collecIive sorIing sysIem Ior inIernal wasIe Ior Ihe adminisIraIion and workers´ þremises
2 · Small A0k cerIiIicaIion Ior wLLL collecIion
6 · Iraining oI manual workers and emþloyees raised Io 4,8 hours þer Iull·Iime equivalenI
1, 3 · Purchase oI a Iruck equiþþed according Io Luk0·4 sIandards
5 · Cross·dialogue wiIh Ihe main clienIs (Carsid, Cockerill Sambre,...)
5 · SuþþorI Io 5 local susIainable develoþmenI iniIiaIives
KVa^YVi^dc hiViZbZci
8ased on the organìzatìon audìt, the vìsìts on ìts sìte, ìntervìews wìth
empIoyees and on an anaIysìs of the documents, data and ìnformatìon,
AI8-¥INf0]]f InternatìonaI, as an envìronmentaI certìfìcatìon body,
accredìted by 8eIcert under No. 8-017-fMAS, has concIuded:
- that the poIìcy, the programme, the management system, the
envìronmentaI anaIysìs and the envìronmentaI audìt procedure as weII
as the envìronmentaI statement are conformto kfûULA]I0N (ff) No
761/2001 of the furopean ParIìament and of the founcìI of 19 March
2001 aIIowìng voIuntary partìcìpatìon by organìsatìons ìn a fommunìty
eco-management and audìt scheme (fMAS).
- that the data and ìnformatìon mentìoned ìn the
envìronmentaI statement are reIìabIe and that they
cover every envìronmentaI questìon that ìs
sìgnìfìcant for thìs organìzatìon.
ìr. P. 0Iìvìer
Presìdent of the fertìfìcatìon fommìssìon
November 3, 2003
LnvironmenIal IargeIs Ior 2ûû4
(1ûû%basis - acIiviIy IacIor on 31/12/2ûû2)
IndustrìaI reIatìons Introductìon of a guìde of good practìces
waste 3%-reductìon of the amount sent to IandfìIIs
Increase of the tonnage of treated wood waste
fnergy 1.5%-reductìon of fueI oìI consumptìon
fcoIogìcaI purchases 10%-ìncrease of ecoIogìcaI purchases
]raìnìng ]raìnìng on envìronmentaI and securìty rìsks
]o deveIop an envìronmentaI behavìour ìndìcator
Vore inIormaIion on Ihe acIion þrogramme and imþlemenIed acIions on
hIIþ://www.reIrival.be/emas or by email aI reIrival´reIrival.be
4.3.1. Problems, practices and impacts
l Office heating: excessive fuel consumption
l Use of old light bulbs: excessive electricity
consumption
l
l
Lights are not extinct: electricity consumption
Bad roof insulation: loss of energy
N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date
4.5.1. Indicators, data and measures
Fuel consumption : 47.000 litres
Heating fuel : 4.000 litres
Oxygene : 19.140 m
Propane : 3.720 kg
4.3.2. Environmental legislation
Conformity of electric circuit checked by Electrabel
4.3.3. Objectives and targets for the year 2004
vehicles
4.4.2. Trainings Nbr of participants Date Duration
Date Signature and name Update Nbr
Urban situation
Water Soil Air, odours, noise and dust
Energy Waste Risks
Initial review Annual review
© HW Engel | 3.0 EMAS - EN- ISO14001
X
X
1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003
2/. Awareness raising posters on mobility and energy saving instructions F M
2/. Investigate better transport organisation with subcontractors CP
2/. Start roof insulation F M
dec 2003
dec 2003
dec 2003
Reduction of 5% of the fuel consumption of our
Awareness raising sessions on mobility and energy saving instructions
by CP
15 4 dec 2003 2 hours
What is ecomapping ?
What is EMAS easy ?
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Getting EMAS easy started
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There is no standard method. The implementation process depends on the size of the organisation, its
products and services and also on its management culture.
1. Be clear about the ultimate objective of your project
Do you have to implement an EMS because the European head office has requested this ? Is an ISO cer-
tification or EMAS registration indispensable for you in accessing a new market?
Do you want to take part in an environmental excellence programme (e. g. regional voluntary agree-
ment)? Do you want to get savings or market benefits? Are you convinced that an EMS is the natural
extension of your current management and that it represents an investment for the future?
2. Analyse your need for resources
EMAS needs time, knowledge, human resources, additional information, external advice, your company’s
enthusiasm and also your economic resources.
3. Have the support of the boss
Make sure that management, at the highest level, is involved and supports the EMAS implementation
project.
4. Involve motivated staff
Involve and integrate your colleagues from the outset. Form a competent team. Make use of internal
“know-how” and of the experience of the employees. Take the time to act, learn, build capacity and
experiment.
5. Get a leader
Find and name a dynamic co-ordinator that can bring life to the project, make it effective and promote
it internally.
6. Look for and find the necessary information
The great number of books published on environmental protection in different sectors can be a source
of information and can help you to understand how to start your project. Look for information on the
Internet. You will find information about your legal obligations, clean technologies to use as well as action-
plans, case studies, recommendations, etc.
7. Call on eco-counsellors and ask for public grants and help
External assistance can be useful in carrying out the different steps in the EMS, such as the initial review
and identification of the significant environmental aspects of your company’s activities, legal requirements,
the development of procedures, etc. Many regions offer a financial assistance to cover costs associated to
the counselling to the SME’s.
8. Provide for training and capacity building
Environmental management requires substantial awareness raising among employees, possibly using
‘learning-by-doing’ techniques. Environmental education is very important. Many countries have public
and private sector initiatives for capacity building.
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They show what is happening and where, in terms of environmental protection and behaviour.
Ecomapping is a toolbox with ten working steps, each one leading into the next one. The work is partly
done in the office, but mainly on the shop floor…
Ecomapping is easy : it helps and assists you in understanding environmental problems, materials flows,
opinions, facts and figures.
Step 1 Site in the city : the urban situation
Make a map of the site, seen from above, including car parks, access areas, roads and the surrounding
environment. What is the big picture ? Think also about your transport, subcontractors, procurement
policy and the impact of your products and services !
Step 2. What is going in and out ?
Get an idea of your material flows and their very nature and this will help you to pay more attention later
in the work to some aspects like storage, health risk and resource use. The material flow is also useful to
get a feeling about associated costs.
Step 3. What do they think and how do they feel
Workers are adults with experience, opinions and ideas. Get them involved now and do a 120 second
audit. This will help the way you do your assesment on the shopfloor and get buy in into EMAS.
Step 4, 5, 6, 7, 8, 9. Map out the site – Observe and evaluate environmental behaviour
and equipment
The Ecomaps should show the real situation - they should be simple, recognisable and in proportion. They
should have a date, a name and a reference. You will have to integrate one or two significant objects
which will enable you to orient yourself straight away in the site (e.g. machines, boilers, etc.). You may
use the example in the documents as a template as well.
Step 10. Organize, manage and communicate
During the process you will discover information deficits but also decide on which environmental steps and
actions to implement. Put all this relevant information in the appropriate cases and files. Environmental
indicators and very lean reporting will help you to keep you and your staff informed and to sustain dia-
logue with all other stakeholdes like your marketplace or public administration. Try the template pages 17
and 18 if you stop here !
The Ecomapping toolbox, your EMAS starter
6
Ecomapping is a step by step process to gather useful information and to immediately trigger
environmentalaction.As80%ofenvironmentalinformationislocation-based,Ecomapsofyour
shopfloorareuseful.Theypointtoinadequatebehaviour,problemswithequipment,workfloor
arrangementandleadtotheidentificationofenvironmentalimpacts.
1 The Urban map and your sector specific information
2 Your material flows and a rough evaluation of what is
going in and out
3 Workers’ opinion pool and implication
4, 5, 6, 7, 8, 9 Ecomapping
10 Integration and Micro reporting
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10 Steps
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How to eco-map
1. Map of the urban situation - satellite picture
Make a map of the site, seen from above, including car parks, access areas,
roads and the surrounding environment. It should show the real situation.
(2 copies)
2. Map of the shopfloor
Draw the outline of the site to scale, showing the interior spaces. This map
should be copied (6 times) and will be the basis for the work to be done.
The maps should show the real situation - they should be simple, recog-
nisable and in proportion. They should have a date, a name and a refer-
ence. You will have to integrate one or two significant objects which will
enable you to orient yourself straight away in the site (e.g. machines, boil-
ers, etc.).
3. Symbols
Develop your own symbols, but use at least two:
Hatched lines: small problem (area to be monitored, problem to be studied)
Circle: large problem (stop, corrective action)
The more serious the problem: the thicker the circle
How to prepare and use eco-maps
7
Indispensable materials
A4 -squared paper and a photocopy machine.
Time needed
Less than one hour of work for each map.
When to do it?
At any time but, ideally, at the end of the accounting year.
How often should they be up-dated?
Once a year, or when you renovate the site, extend your activities, or within the audit cycles.
Filing
With ISO 14001 and EMAS documentation, with your annual accounts.
Who can use them?
The maps can be used during different steps : baseline assessment, training, communication
and reporting, documentation, etc.
1. Eco-map: urban situation
2.Eco-map:site
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In terms of environmental management and impact, those symbols also mean :
Frequency Scale Severity
happens occasionally is minor small impact
happens regulary very local can be diminished
happens every day significant for all bad and irreversible
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• What is the interaction between your site and its neigh-
bours?
• What is the authorised use of the area covered (i.e. com-
mercial, industrial)?
• What traffic is generated by your activities (car, train, truck,
plane)?
• Are there rivers nearby? What kind of sewage system?
• Are your subcontractors respecting the environment ?
• What are the environemental impacts of your products and
services ?
Eco-map: the satellite picture
8
Who are you ?
Company name .............................................................................................................................
Contact person ..............................................................................................................................
Address : Street ....................... n°....... City ........................................ Post code ....................
Phone .................................... Fax............................... E-mail ...................................................
NACE code .............................. VAT n° ........................................
Sector ❐ Handcraft ❐ Industry ❐ Service
Managementsysteminplace : ❐ HACCP ❐ ISO 9000 ❐ Other :
Thismapsituatesyoursiteinitsurbancontext.
Assess the number of vehicles in relation to your activities and estimate their annual number of movements (cars,
trucks, lorries, etc). The table below will help you to roughly calculate the pollution generated.
Emissions gr per km Light vehicles, petrol Light vehicles, diesel Heavy vehicles, diesel
CO
2
(Carbon dioxide) 250 133 837
NO
x
(Nitrogen oxide) 2.53 0.55 19.2
SO
2
(Sulphur dioxide) 0.026 0.168 1.052
Observe & locate
• Usage of neighbouring
areas (residential, green
areas, industrial)
• Roads and direction of
traffic
• Problems with neigh-
bours
• Public transportation
Collect information
• Cadastral survey
• Sectorial environmental
guidances
• License to operate
• Construction permit
Evaluate & Estimate
• Importance of traffic
(cars, trucks, etc.)
• Parking areas available
and used
• In-coming and outgo-
ing movements (suppli-
ers, bin-men, employ-
ees’ and customers,
etc.)
Indicators & reporting
• Surface in m2
• Date of establishment
• Average number of
employees a year
• Age of buildings
• Number of vehicle
movements
• Turnover (€)
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Problems are always linked to activities
• Car parking : oil spillage
• Landscaping and gardening : use of pesticides
• Conflicts with neighbours
Step 1
D
i
r
e
c
t
i
o
n

o
f

t
r
a
f
f
i
c
Entry
6 floor
building
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The reader may wish to consult national government web-sites to identify any national criteria or
emissions attributed to specific vehicle types.
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Your company is a black box. Raw material, energy, auxiliary products and packaging are entering the
company. New products, services and also different types of waste (solid, liquid, airborne) are leaving the
company.
A material process flow will allow you in terms of kilograms (Kgs), tonnes (T), cubic metres (M3) to get
a clear picture of resource use, non productive output and a better understanding of the very nature of
the products you use or dispose of. Please use generally accepted international metrics (m3, kWh, Tons,
Kg, etc.)
Your material flows and resource use
9
IN (per year)
Consumption Nature
of product
Energy
Heating Fuel . . . . . . . . litres . . . .
Gaz . . . . . . . . . m
3
. . . .
Electricity . . . . . . . . kWh . . . .
Diesel & fuel for vehicles . . . . . . . . litres . . . .
Renewable energy . . . . . . . . kWh . . . .
Water consumption
Distribution water . . . . . . . . . m
3
. . . .
Groundwater . . . . . . . . . m
3
. . . .
Packaging
Films . . . . . . . . . . kg . . . .
Cans . . . . . . . . . . kg . . . .
Cardboard . . . . . . . . . . kg . . . .
Auxiliairy products used
Lubrification . . . . . . . . litres . . . .
Detergeants . . . . . . . litres . . . .
Cleaners, salt . . . . . . . litres . . . .
Office supplies . . . . . . . . . . kg . . . .
Computers and electronics . . . . . . . .Units . . . .
Raw material
Paints . . . . . . . . . . kg . . . .
Solvents . . . . . . . . . kg . . . .
OUT (per year)
Production Nature
of product
Emissions to Air
CO
2
. . . . . . . . .kg . . . .
SO
x
. . . . . . . . .kg . . . .
NO
x
. . . . . . . . . gr . . . .
concentration of solvents . . . . . . . ppm . . . .
Waste Water
Recycling of water in process . . . . . . . . m
3
. . . .
DBO . . . . . mgr/lit . . . .
CDO . . . . . mgr/lit . . . .
Waste
Packaging waste . . . . . . . . .kg . . . .
Hazardous waste . . . . . . . . .kg . . . .
Non toxic waste . . . . . . . . .kg . . . .
Paper and card board . . . . . . . . .kg . . . .
Liquid waste . . . . . . . litres . . . .
Products and services
Finished products . . . . . . .Units . . . .
Semi-finished products . . . . . . .Units . . . .
Service unit . . . . . . .Units . . . .
Please identify if possible the nature of the products :
Decidewhichflowsdeservethemostattention
Eco-labelled Recycled Corrosive
Dangerous
for the
environment
Flammable Harmful Toxic
1 2 4
3
5 6 7
Health & safety Purchasing - recycling Environment
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Organise your own opinion poll in 3 steps :
1. Adapt the existing mini-audit to the activities and environmental
aspects of your organisation, if needed.
Distribute enough copies of the finalised mini-audit to all the employ-
ees
Organise the mini-audit either by building, by zone or by activity
2. Collect and summarise the answers and visualise the results by
integrating them in a spreadsheet to get a graphical representation.
3. Communicate the results to the employees that have participat-
ed in the exercice and to the top management. Focus on bad points,
but point out also the "sunny side" !
Investigate the activities and aspects rated as worst by the
employees and follow up.
Take into account the opinions expressed and have a clos-
er look at the areas when you walk around the shopfloor
with your eco-maps and are conducting environmental
reviews.
Workers' opinion poll –
the environmental "Weather" Map
10
Before doing Ecomapping on the shopfloor, fine tune your preparation with an opinion
pollamongyourstaff.Thiswillallowyoutogettheperceptionofyouremployeesonwhere
environmentalactionisrequired.Askthemtogivequickandintuitiveresponses–-onecross
perquestionin120seconds.Thecorrespondencebetweentheresultsofthisquick«-opinion
poll-»willhelpyoutoinvestigatethefollowingstepsandharvestinterestinginformation.
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i
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g
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i
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p
o
l
l
u
t
i
o
n
Differentiate the management staff and the
workers perception by using the mini-audit on
2 different collored papers
print out 2 weather maps graphics : one stacked
column graph which will show the different answers
and one 3D column graph which will compare only
the best (sun) and worst (storm) answers.
easy
Tip
Tip
version 1
Step 3
easy
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A 120 seconds Mini-audit :
The Environmental «Weather» Map
11
Use of raw materials, products and resources
Use and choice of energy (fuel, gas, electricity)
Use of water and wastewater
Prevention and reduction of waste stream
Recycling and selective separation of waste
Air pollution, dust and odours
Reduction and control of noise and vibrations
Storage of products
Mobility and transport of employees and goods
Green planning for products and services
Health and safety in the workplace
Prevention of environmental accidents
Environmental information (internal and external)
Communication with suppliers and subcontractors
Neighbourhood (dialogue and implication)
Motivation of managers
Motivation of employees
Environmental management practices
Location: …………………… Date: …………… Name (facultative): ……….............
Help us to get a feeling of the strengths and weaknesses of the environmental
management of our company. Please tick (X) the area which expresses your
opinion.
T
e
m
p
l
a
t
e
easy
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• Where is there a high level of water consump-
tion?
• Where are hazardous products poured into the
sewer?
• Possibilities for product substitution
• Possible accidents
• Wastage and bad habits
• Potential for cost-savings
• Identify major release of domestic, process, cool-
ing water
Eco-map: Water consumption
and wastewater system
12
Observe & locate
• Areas where harmful
liquids are poured
• Leaks in piping and
drainage system
• Existing treatment
equipment
• Major areas of con-
sumption (washing
machines, ...)
• Pumping of groundwater
• Use of rain water
• Cleaning methods and
products
Collect information
• Annual water bills
• Permits for discharge of
wastewater
• Permit for pumping of
groundwater
• Plan of sewage system
• If treatment equip-
ment is used, technical
description from supplier
• Technical description of
cleaning product
Evaluate & Estimate
• Wastage
• Activities which require
much water
• Pollutants and impact
of pollutants
• Measurements of dis-
charges
• Proper functioning of
water treatment equip-
ment and quantity
treated
Indicators & reporting
• Major sources of con-
sumption, % (domes-
tic, process, cooling)
• Results of measurments
of discharges (chemical
and biological oxygen
demand)
• Cost of water con-
sumption in €
• Taxes of water dis-
charges-in €
Do you like to calculate?
Convertyourwaterconsumptioninm3intoequivalent
perinhabitant,keepinginmindthatanaverageBelgian
consumes120litresaday.
Thiseco-maplooksatyourconsumption
ofwateranddischargeofwastewater.
easy
Step 4
Environment impacts are always linked to activities
• High pressure engine cleaning and drains with-
out oil separator - waste water
• Floor cleaning with Kärcher - excessive water
concumption
• Motorpart cleaning with detergents - waste
water
• Maintainance - Blocked Piping system
One drop of water takes from five to 25 years to go from a cloud to
your tap.
Water is a resource which must be protected and must not be wasted.
One person consumes on average 120 litres of water a day. How much
does your company consume per year in comparison with a normal per-
son? Which areas of activities are dangerous in terms of water pollution,
e.g. cabin for painting or paint stripping? Check to see where all drains
are situated. Don’t forget that one drop of petrol product contaminates
more than 5,000 litres of water.
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• Is there a threat to groundwater in the case of
accidents?
• Where are your old oil tanks?
• Soil pollution?
• Procedures in the case of accidents?
• Do storage areas have concrete floors, are they
partitioned off, are they ventilated?
Eco-map: Soil and storage
13
Thiseco-maplooksatthestorageofinflammable,dangerousorhazardous
productsinrelationtogroundwater.
• Check for adequate storage rooms :
- ventilation system
- impermeability of surfaces
- correct electric systems and wires
- well sealed drums
- automatic doors closing
- etc
• Check for isolated chemical drums into
nooks and cranies
Observe & locate
• Storage areas and
rooms
• Tanks
• Drums, containers,
“suspicious“ pallets
• Impermeable surfaces
• Secondary containment
Collect information
• Data safety sheets on
products
• Analysis of basements
• Layout of tanks
• Areas of water collec-
tion
• Permits for tanks above
3.000 liters
• Watertight and security
reports
Evaluate & Estimate
• Analyse condition of
old tanks
• Impermeability of soil
• Conditions of storage
of hazardous products,
finished goods and
waste
• Type of products stored
in tanks and drums
• History of oil & chemi-
cals leakages
Indicators & reporting
• Watertight surfaces in
m
2
• Permanent stock of
inflammables and toxic
material in litres
• Capacity of tanks in
litres
• Number of leaking inci-
dents per year
easy
Step 5
Environment impacts are always linked to activities
• Fuel and chemical storage in area without reten-
tion system - potential soil pollution
• Refill fuel for heating in oil tank - risks of spill-
ages, soil and groundwater pollution
• Product delivery - spillages
• Outside storage of drums and bins - uncontrolled
waste
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• What is the air quality inside your company?
• Do you pay attention to sources of noise, com-
plaints from local residents?
• Are filters replaced regularly?
• When was maintenance work last carried out on
your boiler?
Eco-map: Air, odours, noise, dust
14
Observe & locate
• Openings in roofs and
ventilators
• Main points of emis-
sions (air, odours,
noise, dust)
• Filtration system
• Use of individual pro-
tection (masks)
• Noise reduction sys-
tems
Collect information
• Certificates of mainte-
nance
• Technical instruction
sheets
• Product safety sheets
• Measurement of air
pollution report
• Emission level of stan-
dards and norms
Evaluate & Estimate
• Work procedures
• Product quality
• State of filters and
pipes
• Disturbance and fre-
quency of odours, dust
and noise
• Neighbours’ complaints
about noise, air, dust
and odours
Indicators & reporting
• Volume of volatile pol-
lutants, litres
• Noise levels (dBa)
inside and outside
• Frequency of analysis
and maintenance
• Results of measure-
ments (CO
2
, NO
x
,
SO
x
)
Thiseco-maplooksatallthepointsof
emissionsandthefunctioningofmachinery.
Theairhereisdangerousandcan-
notbebreathed.
Atmospheric emissions are mainly due to heating installations and
generators. Make an estimation :
Natural gas (g/m
3
) Heating oil (g/litre)
Greenhouse effect: CO
2
1,879 3,136.5
Photosmog: NO
x
3.01 3.35
Acid rain: SO
2
0.027 3.6
Do a total calculation of CO
2
by multiplying the total calculated for your eco-
map urban situation by 5.
Make a comparison: a person living in a developing country generates 1.8 tonnes
of CO
2
per year.
If your company is located in an urban area you
should pay particular attention to the problem of
noise. Do a test. If at the edge of the site you can
no longer have a conversation without raising your
voice, you have exceeded 65 decibels.
easy
Step 6
Environment impacts are always linked to activities
• Air extraction with old filters - air pollution
• Painting with airgun - Noise, odours, VOC
• High pressure air cleaning - Noise, dust
• Painting cabin with bad ventillation - VOC
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• Where are areas of wastage?
• State of electrical installations?
• Where do heat losses occur?
Eco-map: Energy
15
Observe & locate
• Location of “heavy”
machinery
• Useless lighting
• Areas of heat loss
Collect information
• Maintenance cer-
tificates of heating sys-
tems and machinery
• Technical instruction
sheets for machinery
• Bills
• Audit reports of energy
suppliers
Evaluate & Estimate
• Type and use of energy
• Insulation
• Energy efficiency (good
/ ok / bad)
• Oversized machinery
• Heating installation
efficiency
• Correct use of installa-
tions and wastages
Indicators & reporting
• Consumption kWh
(computing and admin-
istration, lights, cooling
and heating, process
and machinery)
• Cost of electricity, gas
and fuel consumption
in €
Thiseco-maplooksatyourconsumption
ofenergyandtheimpactsthatithas.
Step 1 : Convert your energy
consumption into kWh
Resources Energy
consumed generated (kWh)
• Fuel: 1 litre 10
• Gas: 1 m3 11.28
• Propane: 1 ton 12,880
• Coal: 1 ton 8,500
• Wood (broad-leafed tree): 1 stere 1.56
Step 2 : Visualise the equivalent
quantity of resources necessary to
generate this energy.
Resources necessary to generate 1000 kWh
• Brown coal 1,300 kg
• Low energy-value waste 3,500 kg
• Solar panels 12,500 m2
• Uranium (Nuclear power) 0.022 gr
• Natural gas 270 m3
• Water (dam of 10m height) 43,200 m3
easy
Step 7
Environment impacts are always linked to activities
• Lightening of storage rooms - electricity
• Air compressing for pneumatic tools on oversided
machinery - electricity
• Opened entrance of vehicules - loss of energy
• Running and maintainance of boilers - electricity
and fuel
Energy production with fossile fuels generates greenhouse gases
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• What is the level of recycling ?
• What preventative measures have been taken ?
• Are your suppliers obliged to take back materials
and packaging ?
Eco-map: Waste
Producing and recycling
16
Observe & locate
• Bins and containers
• Direction of waste
flows
• Areas of wrong waste
separation
• Locations of waste pro-
duction and storage
• Old useless machinery
Collect information
• Recycling certificate
from transporters
• Annual bills
• Assessment and devel-
opment of flows
Evaluate & Estimate
• Level of recycling
• Prevention measures
• Categories of waste
• Frequency of waste
evacuation
• Re-use of waste and
rejects
Indicators & reporting
• kg of Waste disposed /
category / year (paper,
toner, hazardous, plas-
tic, metal, etc.)
• Taxes paid on waste
in-€
• Number of different
sorted waste
Thiseco-maplooksatmanagementandpreventionofwaste.
Example
1 Paper and cardboard for packaging 3
2 Tyres 1
3 Non-metallic car body parts 5
4 Batteries 2
5 Waste from recycling 20
6 Empty oil filters 15
7 Aerosols 15
8 Packaging chemical products 16
9 Empty paint tins 15
10 Cabin filters 16
11 Scrap 10
Generationofwaste
canbereducedby50%by
simplechangesinbehaviour.
Evaluate the level of waste management
1 to 5: more or less good management
6 to 10: no management
11 to 15: lack of management is the source of prob-
lems
16 to 20: lack of management is the
source of serious problems
Scoring from 0 to 20 takes different
criteria into account. Hazardousness
of products and potential for finding
alternative solutions (recycling and
others). Fill your figures into a table.
Make a radar graph and the areas of poor or no man-
agement will be visualised immediately! (Put this up in
the area of work in your company for everyone to see!).
See the example given.
easy
Step 8
Environment impacts are always linked to activities

• Waste separation - Mix of household/non-hazardous
waste and toxic/hazardous waste
• Waste generation during painting - toxic waste
• Outside waste storage - uncontrolled waste flow
• Product delivery - packaging waste
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Eco-map: Risks
17
• Accessible and clearly identified emergency
exits
• Known emergency procedures
• Dangerous situations
• Where do you use products which are carcino-
genic, cause allergic reactions, etc.?
Observe & locate
• Location of fire extin-
guishers
• Emergency exits
• Areas of risk
• Use of personal protec-
tive equipment (shoes,
gloves, masks, …)
• Correct lightning of risk
areas
Collect information
• Toxicology sheets
• Emergency procedures
• Authorisations
• Fire services reports
• Accident reports
• Electricity services
reports
• Training sheets and
records
Evaluate & Estimate
• State of machinery
• Emergency facilities
• State of ground
• Categories of toxic
products (corrosive,
flamable, harmful,
toxic)
• Risk areas correcly
marked with picto-
grams
Indicators & reporting
• Number of accidents
/ year
• Hours of training for
employees / year
• % of dangerous and
toxic products in stock
Thiseco-mapidentifiesrisksofaccidentsandpollution.
Risks related to health, e.g. inhalation and absorption of dangerous products
or accidents which cause bodily harm.
Risks related to the environment, e.g. leakage of products, accidental spillage and
usage of toxic products
Risk related to fire, e.g. explosions and dispersion of toxic products
You must be prepared and know emergency procedures and telephone numbers
(
easy
Step 9
Environment impacts are always linked to activities
• Floor cleaning - Problems with falls
• Storage of chemicals - Solvent clouds and risk
of explosion
• Car parking - risks of fall
• Painting room - damage to health
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General data
• Data on the company (address, NACE
code,....)
• Historical development
• Marketing information
• Construction plans, site plan, land registry
Impact on the environmental quality of the
surroundings
• Urban map
• Geological underground of the site
• Mobility and transport statistics
• Relationship with local residents
Company operations
• Material and energy flows in physical terms
• Technical documents of equipment
• Production processes
• Choice of products and raw materials
• Weather map - workers implication and
trainings
• Subcontractors & purchasing criteria
A. Water and Wastewater
• Ecomap of water
• Quantity and quality of wastewater
• Management and Treatment of wastewater
• Sewage system (plans)
• Taxes and charges paid for wastewater dis-
charged
B. Soil and groundwater
• Ecomap of soil
• Storage of chemical products
• Storage systems
• Soil analysis
C. Air, Dust, Noise and vibrations
• Ecomap of air, dust, noise and vibrations
• Points of emissions to air
• Airborne emissions and odours
• Sources of noise and measurements
• Maintainance certification
D. Energy
• Ecomap of energy
• Toxicology sheets
• Maintenance certificates of heating system
E. Waste
• Ecomap of waste
• Origin of waste
• Storage of waste
• Elimination of waste
• Waste management
• Recycling of waste
F. Risks
• Ecomap of risks
• Toxicology sheets
• Emergency procedures
• Accident reports
Environmental costs
(bills, investment, taxes, charges, insurance, fines)
Legal information
• Permits and licences
• Relationship with authorities
• Insurance policies
Your environmental action plans
Your Environmental reports
Your Environmental indicator
18
Your environmental information system
Building up environmental
information with ecomapping
Urban map
Material flow
Weather map
Eco-maps
Water
Soil
Air, dust, odours & noise
Energy
Waste
Risks
Integration and organisation of information
Environmental action programme
Reporting
Smart filing of environmental information
easy
Step 10
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Moving from Ecomapping to EMAS
19
From Ecomapping to Processes and Formal Management Systems
easy
PLAN
ACT
CHECK
plan do
act check
Transforming Ecomapping into a environmental management system is not so difficult :
- a simple language allows you to navigate in the requirements of ISO 14001
- lean adapted ISO 14001 & EMAS templates help to organize information in an recognizable way for
external auditors
In the EMAS easy toolbox you will find :
1. Flow, Legislation, Impacts and Opinions (FLIPO) a small procedure to use the different information
streams coming from Ecomapping to filter and rank activities with significant impacts. Other informal
management approaches can be handled the same way
2. Environmental control panels to frame management reviews
3. The green logbook to record events documents communication and training
4. Internal audits, controlling, measurements, evaluating good Housekeeping and corrective action are
integrated in one compact worksheet
5. The one sheet of paper procedures of ISO 14001 explains how the small system works !
6. The micro environmental EMAS declaration
It is also understood that most of the work instructions remain oral, informal and adapted to the com-
munication style of the shopfloor.
EMASeasy with Ecomapping : building up a small
Environmental Management System
Strategic
Management
Business
process 1
Business
process 2
Business
process 3
Client produit
F
i
n
a
n
c
e
s
H
u
m
a
n

r
e
s
s
o
u
r
c
e
s
I
n
f
r
a
s
t
r
u
c
t
u
r
e
E
M
S
O
t
h
e
r
DO
In order to develop a formal management system you need now to connect the environmental impacts
to your business activities.
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20
4.3.1. Problems, practices and impacts
l Office heating: excessive fuel consumption
l Use of old light bulbs: excessive electricity
consumption
l
l
Lights are not extinct: electricity consumption
Bad roof insulation: loss of energy
N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date
4.5.1. Indicators, data and measures
l Fuel consumption : 47.000 litres
l Heating fuel : 4.000 litres
l Oxygene : 19.140 m
3
l Propane : 3.720 kg
4.3.2. Environmental legislation
l Conformity of electric circuit checked by Electrabel
4.3.3. Objectives and targets for the year 2004
vehicles
4.4.2. Trainings Nbr of participants Date Duration
l
l
l
Date Signature and name Update Nbr
Urban situation
Water Soil Air, odours, noise and dust
Energy Waste Risks
Initial review Annual review
© HW Engel | 3.0
EMAS - EN - ISO14001
X
X
1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003
2/. Awareness raising posters on mobility and energy saving instructions F M
2/. Investigate better transport organisation with subcontractors CP
2/. Start roof insulation F M
dec 2003
dec 2003
dec 2003
l Reduction of 5% of the fuel consumption of our
Awareness raising sessions on mobility and energy saving instructions
by CP
15 4 dec 2003 2 hours
Upgrade your Ecomaps for EMAS
Step 11
easy
From informal to formal
Ecomapping is very informal, free hand. It will generate a significant number of environmental problems and questions.
It may help to sort things out if you put the collected information into specific "boxes". This will lead you into the
environmental management logic.
Identificationof
environmental
aspects
Showswhenthis
mapwasdone
Partofyourlegal
register
Partofyourinter-
nalcontrolling
Environmental
actionwithdead-
linesandrespon-
sibilities
Trainingcompe-
tences
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Planning your environmental management system
21
Develop an environmental policy for
your organisation
Environmental policy (see page 22)
An environmental policy is a public document
prepared by your company in which you describe
your commitments to the environment.
This written commitment from the management must make a
reference to:
• the development of environmental performance beyond
legal requirements
• the implementation of measures necessary to reduce, pre-
vent or eliminate environmental pollution and pressures.
• the prevention and reduction of the risk of emissions of pol-
lutant substances in the event of accident
• providing full information to the public by opening a dia-
logue about the environmental impact of your company
http://ec.europa.eu/environment/emas/toolkit/toolkit_4.htm
Analyse the significant environmental
impacts of your activity
Initial environmental review (see page 23)
The most important step in the implementation of
EMAS is probably the initial environmental review.
This is the systematic and in-depth evaluation of the vari-
ous aspects of your activity under environmental criteria. It
is like a picture of the ‘ecological footprint’ of your organisa-
tion. The review provides a basis for a sound environmental
action programme with clear objectives and targets. The initial
review includes an examination of:
• significant environmental impacts associated with your
activity, products and/or services
• legal and regulatory requirements relevant to your organi-
sation
• all your existing practices and procedures concerning
environmental management
• evaluation of the results of inquiries into previous inci-
dents
• complaints from neighbours about your activities
These results will figure in a so-called ‘Register of significant
environmental impacts’. There is no universal method of assess-
ing and measuring environmental impacts. To start, have a
closer look at your direct and indirect impacts. While evaluating
your organisation you should consider issues related to the loca-
tion of your activity like noise, odours, visual impact, occupation
of space, etc.
http://ec.europa.eu/environment/emas/toolkit/toolkit_5.htm
Comply with and go beyond legal
requirements
Legal and other requirements (see page 23)
EMAS is useful in helping you to comply with the
legal requirements, voluntary agreements and sec-
toral codes of conduct that affect your activities.
It gives you a system for keeping up-to- date with develop-
ments.
In the event of noncompliance, corrective measures must be
taken to redress the situation.
It is often difficult to keep informed of all legal requirements
that affect you but there are now many places where you can
find this information. Websites of environmental legislation are
given in the Resources area of the toolkit.
EMAS-registered organisations go beyond compliance with
legal requirements, they anticipate new regulations and there-
fore work with and towards higher standards. EMAS can also
help you to build a stronger relationship with the authorities.
http://ec.europa.eu/environment/emas/toolkit/toolkit_5_2_15.htm
Set clear environmental objectives and
targets
Objectives and targets (see page 24)
Environmental objectives derive from the environ-
mental policy and initial environmental review. An
environmental target is the precise performance
requirement, quantified over a period of time, for achieving
the objective. Objectives and targets of an EMS have to be
described, communicated and regularly up-dated; they must
reflect the company’s environmental policy. These objectives
may include commitments such as:
• Reduce waste and the consumption of resources
• Reduce or eliminate pollutant emissions in the environment
• Re-design products in order to minimise their environmental
impact during their production, utilisation and disposal
• Promote environmental awareness amongst employees and
the external community connected to your organisation
http://ec.europa.eu/environment/emas/toolkit/toolkit_6.htm
Establish your environmental action plan
Environmental management programme
Who does what? When? How? (see page 24)
An environmental management programme is a set
of environmental objectives and targets designed
to improve the environmental performance of the
organisation.
It is an overall work plan that translates the company’s environ-
mental policy into everyday practice. The programme designates
the responsibilities and identifies the means to achieve the
defined objectives and targets and to meet the deadlines.
The programme integrates environmental protection into
the daily life of the organisation and must lead to changes
in behaviour and better environmental performance. It is the
driver for continuous improvement.
http://ec.europa.eu/environment/emas/toolkit/toolkit_7.htm
Direct environmental
aspects
Air emissions
Use of natural resources
Use of raw materials
Waste generation
Wastewater disposal
Indirect environmental
aspects
Design of products
Transport
Supply chain practices
Recycling of waste
Planning and administrative
decisions
easy
Step 12
Step 13
Step 14
Step 15
Step 16
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Step
12 to 16
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Ourenvironmentalpolicy
Concernedtopreservethe environmentforfuturegenerations,Retrivalcommitsitself,
beyondcurrentlegislation,toa continualimprovementofthe environmentandofits
protection.
Wewillfocusoureffortsonthe followingitems:
-To integrateoursiteintoitsurbanandlandscapeenvironment
-To improveourmanagementofflowsandourstoragepolicyinordertoreduceits
impactonthe environment
-To trainandmakeeachofusawareofher/hisresponsabilitiesregardingher/hiswor-
kingmethodsandtheirimpactonthe environment
-To favourmaterialsreusebeforeenteringthe recyclingprocess;tofavourrecyclingto
landfilling
-To considerpreventionas an essentialtheme inourthinkingandinouractions,both
internallyandtowardsourclients
-To managerisksthroughinformation,communication andsignalling
-To becomea modelinenvironmentalmattersforourclientsandforourpart
ners
-To convinceeachofustorepresentindividuallythe wholeRetrivalteam
ForRetrival’s team
October6,2003
Environmental Statement 2003
C
22
Your environmental policy
Beyondlegal
compliance
andcontinuous
improvement
Environmental
objectives
Preventionofpol-
lution
Concise,short,
sharp
Dated,signed,
availablefor
public
Environmental policy means the leading environmental principles for the company to integrate pollution
prevention as an essential…
Strategies, visions often exist, but are not yet written down. The written policy should be drafted with the staff and will be
the basis of an appropriate action plan. The owner of the company, by underwritting this policy, puts enough resources on the
table to realize the objectives. There are some basic rules for writing a policy.
easy
Step 12
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Significant environmental aspects
23
Flow - Legislation -Impacts - Practices - Opinions FLIPO
Rehabilitating green spaces Soil 1 1 1 1 1 8
Pre-demolition and flame cutting Air 2 2 2 1 1 14
Collections: paper, WEEE, bulk refuse,.... Energy 3 3 2 2 1 18
Sorting




of common industrial waste Water 3 3 2 2 1 22
Air 3 3 2 2 1 22
Waste 3 3 2 2 1 22
Sorting of wood 2 2 3 3 3 14
Sorting of wood B – auton. port 3 2 2 2 1 16
Sorting of small scrap 2 1 2 2 1 14
Sorting on client’s site & deconditioning 2 1 1 1 1 10
Sorting of Electronic Waste Waste 3 3 3 3 1 22
Transport 3 3 2 2 1 22
Risks 3 3 2 2 1 22
Cleaning & marking of the site 1 2 2 2 3 16
Rational use of energy 2 1 2 2 2 14
Water and wastewater 1 3 1 1 2 13
Security and hygiene 1 3 1 2 2 14
Storing of materials Transport 3 3 3 2 2 22
Waste 3 3 2 2 1 22
Procedure: Information from an Ecomapping implementation have to be integrated into this evaluation matrix, which is reviewed
every year.
Flow, materials- 3 Very important 2 Important 1 Normal
Legislation, environmental- 3 Environmental permit 2 Administrative requirement 1 Market pressures
Impacts, environmental- 3 Serious and repeated 2 Very important 1 Light
Practices, environnemental- 3 To be stopped immediately 2 To be changed 1 To be checked
Opinions, workers- 3 50% unsatisfied 2 30% unsatisfied 1 20% unsatisfied
Flow Impact Legislation Practices TOTAL Workers’
opinions
Energy
Materials
Waste
EMAS – EN – ISO 14001 : 4.3.1. Identification of significant environmental aspects
© HW Engel | 3.1
Permits
Requirements
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 2
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
X 3
Risks
Seriousness
Obsolete
Inadequate
Environmental aspects of the
activities of the company
Issue date Signature and name Update No.
5
1
3
6
6
1
7
1
6
N
o
. of
Ecomap
Associated
Impacts
With Ecomapping you have identified the environmental problems of your company and the associated
operating activities / issues.
This information will contribute to the compilation of your environmental aspects (Step 13) and of your legal require-
ments (Step 14). Aspects are those elements of your environmental activities that have or can have environmental
impacts. For example, if you consider gardening, the use of pesticides is an environmental aspect because it can cause
surface water contamination (an environmental impact).
To identify those environmental aspects that are significant, you may use the FLIPO form.
Withthe‘Total’
columnyoucan
highlightsignifi-
cantenvironmental
aspects.
Withthe‘legal
requirements’col-
umnyoualsohave
anoverviewoflegal
compliance.
Theheadingforcol-
umnF.L.I.P.O.repre-
sentstheevaluation
criteria.Youarefree
tochangethemand
toaddfactorsfor
determiningsignifi-
cance.
Inaworkshopyou
evaluatetheaspects
againstthesecrite-
ria,employingthe
tableofsensitivities
atthebottom.
easy
Step 14 Step 13
version 1
easy
version 1
4.3.1. Problems, practices and impacts
l Office heating: excessive fuel consumption
l Use of old light bulbs: excessive electricity
consumption
l
l
Lights are not extinct: electricity consumption
Bad roof insulation: loss of energy
N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date
4.5.1. Indicators, data and measures
l Fuel consumption : 47.000 litres
l Heating fuel : 4.000 litres
l Oxygene : 19.140 m
3
l Propane : 3.720 kg
4.3.2. Environmental legislation
l Conformity of electric circuit checked by Electrabel
4.3.3. Objectives and targets for the year 2004
vehicles
4.4.2. Trainings Nbr of participants Date Duration
l
l
l
Date Signature and name Update Nbr
Urban situation
Water Soil Air, odours, noise and dust
Energy Waste Risks
Initial review Annual review
© HW Engel | 3.0
EMAS - EN - ISO14001
X
X
1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003
2/. Awareness raising posters on mobility and energy saving instructions F M
2/. Investigate better transport organisation with subcontractors CP
2/. Start roof insulation F M
dec 2003
dec 2003
dec 2003
l Reduction of 5% of the fuel consumption of our
Awareness raising sessions on mobility and energy saving instructions
by CP
15 4 dec 2003 2 hours
Objectives, Targets and
action programme
24
On the basis of the environmental policy and the identified environmental aspects you will define a num-
ber of objectives and actions.
All the different ideas come from the creative Ecomapping process. But at one point we have to collect all these ideas and see
how we can really achieve them. There are sometimes limits such as finances, technology, and, of course, that they improve
the environment.
The environmental objectives will be published in the environmental statement. The objectives and targets (Step 15) and the
action programme (Step 16) will be documented on the different ecomaps. You can use the form on the next page to sort
out your priorities of action.
easy
Step 16 Step 15
Reduction
Ponctualspecific
actions
Currentpractice
Activity in rela-
tion with the
environment
Environmental
aspect
Significant
Environmental
Impact
version 1
easy
version 1
Defining priorities for your actions
25
Based upon the significant environmental aspects and considering the environmental policy of your organi-
sation, you define your environmental objectives as well as the action plan to reach these objectives (Step
15 and 16).
The ideas you will get from your various ecomaps. In defining your objectives, you should ensure that you can achieve them
in an appropriate timeframe, depending on your financial and technological capabilities, and make sure that you achieve real
environmental improvements.
Use the form to evaluate your ideas, considering technological feasibility, costs, impacts on work flow, staff motivation and
public image, as well as any other criterium you may think important.
Ecomapping
generates3types
ofactions:
• Smallcorrec-
tiveimmediate
actions
• Newpermanent-
waysofworking
• Mediumterm
environmental
improvements
• Investmentsand
newtechnologies
Followingthe
identificationof
environmental
aspects(FLIPO)
andthedetermina-
tionofsignificant
aspects,itishelp-
fultoprioritise
yourenvironmen-
talperformance.
Onceadecision
hasbeenmade
ontheprimary
objectives,these
arerecordedon
theenvironmental
statementform
(step29).Targets
andactionsare
recordedinsection
4.3.3ofstep11.
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easy
version 1
easy
version 1
Implementation and day-to-day management
some more steps, as well as teamwork
26
Is there a pilot in the plane?
Structure and responsibility (see page 27)
An environmental management system may
be informal in nature but it must have a formal
structure. One must delegate tasks and designate
responsibilities to individuals. In this way everyone
knows what has to be done. For the system to operate well
for all involved it is vital to know who does what, how, when
and with what authority.
These responsibilities must be in writing and formalised. More
importantly, one person has to be in charge and steer the
entire environmental management system.
http://ec.europa.eu/environment/emas/toolkit/toolkit_8_1.htm
Back to school
Training, awareness and competence
Whatever the size of your organisation, the
activity of every employee has an impact on the
environment. Directly or indirectly, he or she
can contribute positively by suggesting new ideas, changing
behaviour, involving people and increasing the level of aware-
ness for all around him or herself.
This requires information, training and the acquisition of new
skills. The EMAS Team evaluates the capacity and needs and
then organises appropriate training.
http://ec.europa.eu/environment/emas/toolkit/toolkit_9_1.htm
Say what you are going to do and what
you have already done
Communication (see page 28)
Communication is probably the most motivating
element in an environmental management system.
Without it nothing moves. Internal communica-
tion is not only the circulation of environmental messages and
documents. It also means reporting on the EMS’s evolution
and progress. Furthermore, it should be an open transparent
dialogue involving the entire workforce.
EMAS requires active employee participation
Employee participation is the driving force and prerequisite for
continuous environmental improvement. Employees should
participate and collaborate in the initial environmental review,
action program and the authentication of the environmental
statement. Communication must be guaranteed at all levels of
the employment ladder.
Suggestion boxes, appropriate training, environmental team-
work and reward systems are the cornerstones of successful
environmental management.
http://ec.europa.eu/environment/emas/toolkit/toolkit_10_1.htm
The importance of EMS record-keeping
Environmental management system docu-
mentation (see page 32)
EMS documentation is the internal memory of
the environmental history of an organisation. It is
the proof of the performance and progress of the
management system. It should be adequate, well organised
and efficient. It may be on paper or in electronic format.
http://ec.europa.eu/environment/emas/toolkit/toolkit_11_1.htm
The spoken word fades away, the writ-
ten word remains
Document control (see page 28-32)
The main goal is to circulate up-to-date informa-
tion to all and to eliminate out-of-date informa-
tion. By doing this, the system becomes cred-
ible and new procedures are not confused with old ones.
Important documents must have an identification number, a
publication date and should be endorsed by an appropriately
responsible person.
http://ec.europa.eu/environment/emas/toolkit/toolkit_12_1.htm
Writing procedures
Operational control (see page 28-29)
Operational control is a set of precise instruc-
tions that an organisation follows to protect the
environment. It is the heart of your environmental
management system. It helps to pursue environmental objec-
tives and targets and to comply with the requirements of
EMAS and environmental legislation. It is the guarantee for
good environmental performance under normal or abnormal
working conditions. A procedure can be a simple pictogram
or description of tasks to be accomplished. It may also be a
statement of specifications for your sub-contractors.
http://ec.europa.eu/environment/emas/toolkit/toolkit_13_1.htm
The prevention of emergency situations
Emergency preparedness and response
Major accidents and incidents can damage the
environment and the health and safety of the
organisation’s work force and even neighbours.
They can generate major economic repercussions
for your organisation.
Prevent risky situations before it is too late. The programme
for prevention of emergency situations is based on learning
from past incidents and the identification of potential acci-
dents and emergency situations.
http://ec.europa.eu/environment/emas/toolkit/toolkit_14_1.htm
easy
Step 17
Step 18
Step 19
Step 20
Step 21
Step 22
Step 23
version 1
Step
17 to 23
easy
version 1
27
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3
.
1
D i r e c t o r
( T J )
E n v i r o n m e n t a l
m a n a g e r ( C P )
I n t e r n a l A u d i t o r
( F M )
O p e r a t i o n a l
( J P J ; D C ; A B )
W o r k e r s
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Assign roles and responsibilities
for EMAS
R=apersonwho
isresponsiblemay
delegateworkbut
remainsresponsible
C=collaboration
andcoordination
canbetakenover
bysomebodywith-
outbeeingtotalyin
charge
I=Information
meansthisperson
mustbeinformed
abouttheevents
andenvironmental
improvements
Clearly defined responsibilities are a central building step of the environmental management system
EMAS easy will help you with this matrix to establish who is doing what in EMAS, who is in charge of particular jobs, who
has to participate and those who have to be informed. Idealy all people should be informed. After assigning environmental
responsabilities, check if the person has the adequate qualifications and, if not, include the necessary eucation in your training
plan.
easy
Step 17
version 1
Step 18
easy
version 1
Your small environmental manual
28
The Environmental Management System (EMS) is applicable over the whole activities of the company.
EMS PLANNING
4.2. Environmental Policy
You find a description of the company environmental policy in a annexed document.
4.3.1. Identification of the relevant aspects
The company evaluates its environmental aspects in a matrix at least once a year or when important
modifications occur in the company. The evaluation criteria are:
• The material flow and the resources allocated
• Legal requirements
• Environmental impacts
• Current practices in the company
• Employee opinions / suggestions
For this purpose, the different information for the completed ecomaps are processed in an environmental
aspects evaluation in the FLIPO form and register.
4.3.2. Identification of legal aspects
The company indicates on each ecomap the reference of the applicable legislation. Conformity to this
legislation is verified during internal audit and quarterly controls. The Environmental Manager keeps
himself informed about the evolution of the legislation through personal contacts and specialised press.
The register of legal aspects is made from the ecomaps.
4.3.3. Objectives and targets
Some objectives and targets are defined on the basis of the ecomaps results, the weather maps, materi-
als flows, environmental impacts and the analysis of the environmental legislation in use. The strategic
objectives are published in the environmental declaration and the annual targets are annotated on each
eco-map. The register is made of the .completed ecomaps.
Environmental management programme
The different environmental actions are planned and recorded in each thematic ecomaps. They are
updated quarterly in the environmental control panel.
EMS IMPLEMENTATION
4.4.1. Structure and responsibilities
The environmental responsibilities are defined by putting the initials of the responsible person in the
information fields of the differents ecomaps and in the responsibility matrix. The environment manager
(EM) signs all the ecomaps and make sure all the EMS related actions. The E.M. and internal auditor
receive appropriate training.
4.4.2. Identification of the training needs
Each newcomer in the team should receive basic environmental skills training appropriate to the com-
pany's operations, similar to the skills training for other priorities in, for example, health and safety. He
will participate at the ecomaps update during the next control / revision.
On-the-job training is ensured through active employee involvement and is an essential part of any
significant change to the materials used or to the organisational structure.
The environmental manager and members of staff with specific responsibilities will receive specialist train-
ing for managing their routine processes.

4.4.3. Internal and external communication
The employees are involved in the EMS through the company-wide and routine use of the various tools
– ecomaps, weather map – and while attending company meetings. The environmental declaration is
published in a paper and electronic format once a year. It is available on the company web site. The
Environmental Manager is in charge of the internal and external communication (informations inquiries,
claims, clients relation, providers and authorities).
Separatedocumen-
tation
Wherearethe
environmental
problems?
Whatdowehave
todo?
Whatwewould
liketodo?
Howdoweorgan-
iseourselves?
Howdowe
becomesmarter?
Howdoweinvolve
workersandcom-
municate
An environmental manual is not an obligation but
a good practise.
easy
Step 19
to
version 1
Step 23
easy
version 1
29
Your light environmental procedures
4.4.4. Documentation
All useful EMS documentation is located in a binder following the ecomaps thematic logic and a defined
table of contents. The E.M. manages the documentation and updates it quarterly.
4.4.5. Document control
The different elements have a date and a serial number and are chronologically and logically organized.
The retention time of the documents in paper and electronic is a minimum of 3 years. The update, the
substitution and the electronic document archiving will be done every six months. The document binder
is located in the environmental manager's office and the electronic documents are located on his com-
puter hard disk.
4.4.6. Operational control
For each environmental theme, clear working instructions are communicated orally or in writing and
posted in the workshops. These instructions are explained in working groups and automatically checked
through regular evaluations, thanks to the « Quick Check » form, during staff interviews or during train-
ing. In the case of subcontractors, work instructions and procedures should be developed together with
the client / provider.
4.4.7. Emergency situations
The environmental risks are identified on the risk ecomaps. They are evaluated quarterly after each audit
made with the 'Quick Check' form. Emergency drills should be practised at least once a year.
MONITORING AND MEASUREMENT
4.5.1. Control and measures
Control and measures are executed at least twice a month following the « Quick Check » form instruc-
tions. The results are evaluated each trimester in the control panels.
4.5.2. Legal compliance check
Legal compliance is checked according to a programme established on the Quick Check. Market require-
ments are also followed.
4.5.3. Correctives notices
The employees' involvement in corrective and preventive action is encouraged through the use of a ade-
quate communication and through the use of the 'Quick Check' form. The corrective actions are validated
by the company managing director. Their efficiency is verified during the E.M: audits.
4.5.4. Records
The records are updated quarterly and registered thanks to the initials PDCA (Plan-Do-Check-Act) or I
(Information) to enable a better identification in the « Eco-Logbook ».
4.5.5. internal Audits
Some or all of the environmental aspects are verified at least twice a month using an appropriate audit
and monitoring support (Quick Check). Following a better explanation of SME functions, an evaluation
is made quarterly. The audit report is made of a related form collection.
4.6. Management review
The quarterly control panels are evaluated during the annual management review. The objectives are
evaluated at the same time using the thematic ecomaps. Functions and responsibilities are evaluated and
any changes reported on the responsibilities matrix and the thematic ecomaps. The management review
will also approve results for publication in the environmental declaration.
Wordsfadeaway
Keepingorder
Codesofgoodprac-
tises
Riskmanagement
Dashboard
Controlling
Logbooks
Evaluation
Toplevel
evaluation
easy
The small manual describes the system and the generic
procedures of an environmental management system
Step 19 Step 23
to
version 1
easy
version 1
The control panel of your EMS
Monitoring and measurement (see page 31)
A management control panel with environmen-
tal performance indicators is vital for navigating,
managing and communicating environmental
performance.
Environmental performance indicators provide information
and guidance for continuous improvement. They improve
clarity, transparency and comparability of the information
provided by the organisation.
You also have to control your legal compliance.
Continuous monitoring and measuring is helpful in:
• providing relevant data on request to public authorities
• controling the use of resources
• comparing environmental performance over the years
• informing employees in a precise way
• monitoring the continuous improvement of environ-
mental management
• involving the financial management team in the environ-
mental process and in measuring the financial impact
http://ec.europa.eu/environment/emas/toolkit/toolkit_16_1.htm
Learning by doing
Nonconformance and corrective and pre-
ventive action (see page 31)
Things do not always run to plan, and a manage-
ment system takes time to run smoothly after its
introduction. Reality in the field does not always
match the environmental action plan written in the office, or
the requirements of EMAS.
Nonconformance can be caused by technical problems
(leaks, accidental spillage, etc.) or by management problems
such as insufficient routine monitoring, lack of training, poor
work manuals, etc.
Corrective action is a rapid and adequate response to prob-
lem solving, moderating the negative effects and preventing
the problem from occurring again. Preventive action avoids
the occurrence of a problem.
http://ec.europa.eu/environment/emas/toolkit/toolkit_17_1.htm
Logging your environmental man-
agement
Records management (see page 32)
Your records represent evidence of the envi-
ronmental management system for the outside
world. EMAS implementation will generate and
accumulate new and useful data on energy, waste, resource
use and efforts made on a daily basis.
All major information and events must be recorded correctly
to keep track of the evolution and life of your EMAS.
http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm
The audit of the EMS
Internal audit (see page 31 and 33)
The internal audit consists of a periodic assess-
ment of how well the EMS is functioning and
how environmental performance is being
improved. It also enables the EMS to check its
compliance with the EMAS regulation.
The EMS audit is a systematic, routine and documented
process that must be carried out by someone independent
of the processes being audited. it is a critical element in
ensuring that the EMS is delivering objectives and assisting
improvement.
Internal audit results are examined regularly, at least once a
year at the time of the management review.
Particular attention has to be paid to control in a precise
way if you have some applicable environmental legislation.
Make up a checklist following you register with things you
have to look after.
http://ec.europa.eu/environment/emas/toolkit/toolkit_19_1.htm
Continual improvement
Management review (see page 33)
Management reviews are important judging
the effectiveness of the EMS in improving and
reporting environmental peformance. Annual
internal audit results, measurements and other
useful insights are the basis for planning the environmental
strategy for the next year.
http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm
Control your environmental management system
Continual improvement in 5 more steps
30
easy
Step 25
Step 26
Step 27
Step 28
Do not forget! You also have to evaluate
regularly and systematically your
compliance with environmental legislation
version 1
Step 24
Step
24 to 28
easy
version 1
31
“Quick check”
4.5.3 - NON CONFORMITY, CORRECTIVE AND PREVENTIVE ACTIONS
Problem
- Unrecyclable waste products came in our process from one of our clients
Source of the problem
- wrong communication and instructions to the client
- absence of clear rules
Proposed solutions
- Contact with the client to redefine process in order to eliminate products and waste which aren’t recycled by us
Date of implementation 23th of November 2003 Signature
4.5.1 MONITORING AND
MEASUREMENTS
Waste
Solid waste :
Recycled waste flows :
Treated waste :
Water
Water consumption :
Energy
Heating oil :
Fuel oil :
Oxygen :
Propane :
Electricity :
Transport
Waste transported ...
by train :
by road :
Soil and storage
Nbr of env. incidents:
Air, odours, noise
Nbr of complaints :
4.4.6 OPERATIONAL
CONTROL
mClean the stocking areas regularly
(minimum 1x /week)
m After each use, check the state of
tools and vehicles (cleanness, levels)
mAvoid any inadequate waste
dumps by marking the site appro-
priately.
mRational Use of Energy: limit
wasting electricity, water and hea-
ting
mOptimalize transport
mFill in weighing forms accurately,
with tonnages and the necessary
descriptions
mCheck that vehicles loads are
conform at each delivery/dispatch.
4.5.2. COMPLIANCE
Permanent fuel stock in tanks :
4.5.4. INTERNAL AUDIT
PLAN DO
CHECK ACT
Internal communication
Training
NC number 5 10th of October 2003 Year Date
Problems identified
Stop ! To change To be monitored
© HW Engel | 3.0
EMAS - EN - ISO14001 : 4.4.6. - 4.5.1. - 4.5.2. - 4.5.3. - 4.5.4.
Zone
MIT
Zone
MIT
Halis
P
a
p
i
e
r
bascule
Piste vers CARSID
Route de la Providence
BOIS
Bureaux
Train
900
Zone BOIS
Belle- Vue
Internal eco-controlling
Monthly
controlling
Quick Check - a light tool for internal controlling and regular evaluation
For internal control and regular evaluation to see whether environmental practise is effective and that objectives are beeing
achieved, you need a simple tool. "Quick check" helps you to keep a constant eye on relevant activities, measurements and
compliance checks (Step 24). If you discover any kind of non-compliance or malfunction, you should analyse and respond by
implementing corrective actions and continuous improvement (Step 25). You may also capture good ideas for improvement.
The template is also useful for internal audits. You define the audit topics upfront. The Quick check is used as document base
for all controlling functions of an EMS.
http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm
easy
Step 25 Step 24
4.5.5
version 1
4times
ayear
Weekly
controlling
What
has
tobe
controlled?
easy
version 1
32
Recordings of documents and events
The Ecologbook is a small template which helps you to keep track of documents, records and environmental
activities.
Here you note relevant incidents (hint of inspection authorities, spillages,...) and activities like audits, seminar, trainings.
This helps you to evaluate all EMS activities on a glance and have a solid track record of environmental related activities.
http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm
easy
Step 26
© HW Engel | 3.1
Eco Log Book
A
EVENTS ( audits - visits - control - inspections - incident)
1 18/12/2002 FirstvisittothecompanybyRessources,withintheManagensproject
2 28/02/2003 DraftingofEcomaps,byatraineefromInstitutEco-Conseil
3 14/04/2003 On-sitefollow-upvisitforEMASimplementationbyconsultantandRessourcesasbl
4 14/05/2003 On-sitefollow-upvisitforEMASimplementationbyconsultantandRessourcesasbl
5 17/05/2003 Mid-termenvironmentalreviewaccordingtothePostarmethod,byconsultant
6 01/07/2003 On-sitefollow-upvisitforEMASimplementationbyconsultantandRessourcesasbl
7 13/07/2003 On-sitefollow-upvisitforEMASimplementationbyconsultantandRessourcesasbl
8 15-16/09/2003 Visitandenvironmentalanalysisoncommunicationaspectsby3traineesfromInstitutEco-Conseil
9 02/10/2003 ExternalauditbyRessourcesasblandconsultant
10 08/10/2003 Check-upoftransportregulations
11 09/10/2003 Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit
Year
TRAINING AND COMMUNICATION ( trainin session - schooling - awareness raising - press )
1 13-14/01/2003 IntroductorytrainingonEMS ECE 2days 2
2 17/02/2003 TrainingonEMSplanification ECE 1day 2
3 26/03/2003 TrainingonEcomappingandonobjectivesandtargetsidentification ECE 1day 2
4 31/03/2003 Trainingontheevaluationofsignificantenvironmentalaspects ECE 1day 2
5 07/04/2003 Trainingonenvironmentalpermits N.Schadeck 1/2day 1
6 28/04/2003 Trainingonlegalcompliance CDD-Esher 1/2day 1
7 23/05/2003 Trainingonenvironmentalgoodpractisesandonindicators ECE 1/2day 1
8 23/06/2003 TrainingonthedocumentationtobeusedwithintheEMS ECE 1day 1
9 02/07+03/10/2003Trainingonenvironmentalcommunication JYMarion(IEC) 1day 1
10 mai2003 Trainingonsecurity,bytheGSKclient GSK 2hours5
11 19/05/2003 Awareness-raisingof«brigadiers»onEMAS CP 3hours5
12 01/07/2003 VVA1-Trainingonsecurity AIB-Vinçotte 8hours 4
13 30/08/2003 ScaniaProfessionalDriverschoolingfordrivers Scania 6hours 2
14 17/09/2003 Conferenceonwastemanagementchannels,byADEME-France ADEME 8hours 3
15 30/09/2003 Awareness-raisingtogoodpractises('EMASbreakfast') CP 1hour 8
N° Nbr participants Content
EMAS - EN-14001: 4.5.2. records
Date Duration
N° Event Date
Speaker
Eco Log Book
B
IMPORTANT DOCUMENTS (permits and autorisations - statements - reports - brochures - complains -...)
1Documentationonenvironmentalperformanceindicators 19/12/2003
2Ecomappingbrochures 19/12/2003
3BrochureonwhyandhowtoimplementEMSinthesocialeconomysector 19/12/2003
4EMASREGULATION(EC)No761/2001of19March2001 13/01/2003
5GuidanceonstaffinvolvementwithinEMAS 14/01/2003
6GuidanceontheuseoftheEMASlogo 14/01/2003
7GuidanceontheauditingofEMASorganizations 14/01/2003
8GuidanceonentitiesthatcanbecomeEMAS-registered 14/01/2003
9CandidaturefiletotheManagensproject 29/11/2009
10Reportonthefirston-sitevisitbyRessources 19/12/2003
11ReportontheinitialanalysisbythetraineefromIEC 28/02/2003
12Picturesoftheenvironmentalproblems 03/05/2003
13Follow-upreportonneighbourcomplaints 08/05/2003
14ABCanalysisgrid 05/05/2003
15Environmentalpolicy 21/04/2003
16ResultsofRETRIVALworkers'WeatherMap 02/10/2003
17Summaryoftheinitialanalysis 11/06/2003
18Tableonobjectivesandtargetsfor3years 22/05/2003
19Indicatorsforexternalcommunication 03/10/2003
20Guidetoenvironmentalgoodpractices 03/10/2003
21Controlpanelofthe3dquarterof2003 09/10/2003
22Ecomap:water 29/05/2003
23Ecomap:soilandstorage 29/05/2003
24Ecomap:air,odoursanddust 29/05/2003
25Ecomap:energy 29/05/2003
26Ecomap:waste 29/05/2003
27Ecomap:risks 29/05/2003
28Reportonthevisitbyeco-counsellortraineesoncommunicationaspects 29/05/2003
29Trainingsregister 18/09/2003
30Trainingprogramme 06/10/2003
31Regulatorycontroloftransport 06/10/2003
32Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit 08/10/2003
33Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit 09/10/2003
Year
Date Signature Version
© HW Engel | 3.1
EMAS - EN-14001: 4.5.2. records
Last update
P = Planning D = Do - implement C = Checking A = Action I = Information
Date
ofimportant
events,audits,
etc
Trainingsdone
Documentsthat
areimportantfor
yourEMS
version 1
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33
Control panel
A
INDICATORS AND MEASUREMENTS
N° OBJECTIVE
ENERGY
1 kmoftransportonroad:24.441kms
1 litresoffuelfortransport:9.301,05litres
WASTE
2 Treatedwaste(non-hazardous,WEEE,...) :4650T
2 Recycledwasteflows :4431.4T
2 Reusedwaste(WEEE,furniture,...) :2,3T
4 Landfilledfinalwaste :215.96T
PURCHASING
3 Totalpurchasingoffurnitures:1990.29
3 Totalpurchasingoffurniturebasedongreencriteria:198.59
ACTIONS IMPLEMENTED
N° OBJECTIVE
5,4 •Clean-upandtidying-upofouroperationsite
4 •Introductionofacollectivesortingsystemforinternalwastefortheadministrationandworkers’premises
2 •SmallADRcertificationforWEEEcollection
6 •Trainingofmanualworkersandemployeesraisedto4,8hoursperfull-timeequivalent
1,3 •PurchaseofatruckequippedaccordingtoEURO-4standards
5 •Cross-dialoguewiththemainclients (Carsid,CockerillSambre,...)
5 •Supportto5localsustainabledevelopmentinitiatives
Signature and Name
1st QUARTER 2nd QUARTER 3rd QUARTER 4th QUARTER
Date
© HW Engel | 3.1 EMAS - EN - ISO14001 : 4.6. Environmental review
SOCIAL INDICATORS
Complaintsfromneighbours:0
Jobscreatedwithina5-kmradius: 0
Hoursworked: 8.601hours
Numberofschoolssupportedbyouractivities:5
ECO-EFFICIENCY INDICATORS
Turnover:320.042,07euro
kgoftreatedwaste/1000 ofturnover :14528,16kg
kgoffinalwaste/1000 ofturnover : 674,80kg
litresoffueloil/1000 ofturnover: 29,06kg
X
ENVIRONMENTAL MANAGEMENT INDICATORS
EnvironmentalTraining:2 hours
NumberofQuickchecks:3
CONTACTS AND ACTIONS WITH SUPPLIERS, SUBCONTRACTORES AND EXTERNAL PARTIES
Contactwithlandownerstoaskiftherewasanyhistoricpollutions
Contactwithmanagersofthe“PortAutonome”toeliminateillicitdroppingonsite
ContactwithCarsidtoredefineprocessinordertoeliminateproductswhicharen’trecycledbyus
Signature Date
© HW Engel | 3.1 EMAS - EN- ISO14001: 4.6. Environmental review
CORRECTIVE AND PREVENTIVE ACTIONS
Problem Solution Date Resolved Not resolved
1/.Siteisdirty Cleanthesite 18/07/03 ongoing
2/.Balisagedusite Miseenplaced’unbalisagetemporaire 18/07/03OK
3/.Stockmanagement Miseenplaced’unebasededonnées 18/07/03 ongoing
Balisage
4/.Nowasteseparationontheworkplace Wasteseparationcontainersandposters 18/07/03 ongoing
AUDITED EMS SECTIONS
PLAN : PLANIFICATION
4.2. Environmental policy 4.3.1. Initial environmental review
4.3.2. Assure legal compliance 4.3.3. Objectives and targets
4.3.4. Environmental management programme
DO : IMPLEMENTATION OF THE EMS
4.4.1. Structure and reponsabilities 4.4.2. Identification of training needs
4.4.3. Internal and external communication 4.4.4. Documentation
4.4.5. Control EMS documentation 4.4.6. Develop codes of conduct
4.4.7. Preparation of emergency situations
CHECK : MONITORING AND MEASUREMENT OF THE EMS
4.5.1. Control and measurements 4.5.2. Corrective actions
4.5.3. Records 4.5.4. Internal audit
Control panel
B
1st QUARTER 2nd QUARTER 3rd QUARTER 4th QUARTER
X
X
X
Management review
The management review is the most important meeting and the EMAS control panel an important tool.
4 times a year you should take stock of the company performance using the quick checks and the eco log books (internal audit – step
27). This helps to evaluate the effectiveness of the EMS. Consolidate environmental performance indicators, audit results, the history
improvements and corrective actions.
Then move on !
The control panel is your environmental dashboard and you will use it as management review (Step 28).
http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm
easy
Step 28
By the way, if you stop here, you
have already finished implement-
ed ISO 14001
Progressreporton
actions
Trends
Competences
Whatwas
audited?
Sustainable
Continuous
improvement
Actionswithsub-
contractors
Step 27
version 1
easy
version 1
34
LnvironmenIal SIaIemenI 2ûû3
A
Name oI Ihe comþany kLIklVAL
|oundaIion daIe 3û/û5/19997
ConIacI þerson IhibaulI lacqueI
L·mail reIrival´reIrival.be
kegisIered oIIice rue de l´usine n° 1 - 6û1û CouilleI
Place oI business rue de la Providence n° 116 · Varchienne
Iel. û71/63 1û 1û
|ax û71/31 88 16
websiIe www.reIrival.be
NACL code 371ûû
VAI No. 8L·46û 796 619
Iurnover (¤) 1,228,4û9.96 euros
Average number oI emþloyees/year 23
SurIace in m2 19ûû m2
AcIiviIy secIor Non·dangerous wasIe recycling
Sìze smaII-scaIe Industry Servìces
]ype of urban area Mìxed kesìdentìaI IndustrìaI
Eg^dg^inY^gZXiVcY^cY^gZXiZck^gdc"
bZciVaVheZXih
Lnergy (Iuel, heaIing oil, gas, elecIriciIy)
wasIe (þrevenIion, collecIion and disþosal)
Soil and sIorage
Air, dusIs, odours, noise
LnvironmenIal risks
workers´ healIh·securiIy
8uying þolicy
workers´ Iraining
kf]kI¥AL´s most sìgnìfìcant envìronmentaI aspects are to be found ìn
the foIIowìng actìvìtìes:
- sortìng of non-hazardous ìndustrìaI waste
- sortìng of waste of eIectrìcaI and eIectronìc equìpment (wfff)
- materìaI storage
- coIIectìon of paper waste, wfff, buIky waste, parks and gardens
waste
Name and signaIure 0aIe 29/1û/2ûû3 NexI sIaIemenI lanuary 2ûû5
1/ Io reduce by 5% Ihe Iuel consumþIion oI our vehicle IleeI
2/ Io increase by 3û% Ihe Ionnage oI wasIe IreaIed wiIhin our
recycling acIiviIy
3/ Io raise our ecological suþþlies Io 2û% oI Ihe annual budgeI
4/ Io reduce by 1û% Ihe amounI oI Iinal wasIe senI Io landIills
5/ lnIensive, þroacIive and on·going cooþeraIion wiIh our clienIs,
in order Io imþrove wasIe sIorage and managemenI
6/ Io increase by 3û% Ihe number oI Iraining hours þer þerson þer
year
X
X
X
ketrìvaI is vocaIional inIegraIion comþany IhaI has creaIed 3û jobs since iIs IoundaIion. Ihe comþany acIs on various indusIrial siIes in Ihe
walloon kegion, in 3 secIors: wasIe managemenI, enhancemenI and greening oI siIes and reIurbishmenI oI indusIrial siIes. keIrival is a member
oI a neIwork oI social economy underIakings, kessources asbl, and is recognited by kecuþel (a non·þroIiI organitaIion coordinaIes Ihe collecIion
and Ihe recycling oI wLLL IhroughouI 8elgium).
ketrìvaI creaIes jobs in Ihe environmenIal secIor, in a sþiriI oI social economy and susIainable develoþmenI. wiIh iIs environmenIal þolicy, iI com·
miIs iIselI Io acIing Ior environmenIal þroIecIion and þolluIion þrevenIion and Io going IurIher Ihan legal requiremenIs in Ihis resþecI. Ihe comþa·
ny suþþorIs a þrocess oI conIinual imþrovemenI and will carry ouI Ihe environmenIal þrogramme described below.
0ur LnvironmenIal VanagemmenI SysIem (LVS) is aþþlicable Io all oI keIrival´s acIiviIies. lI Iakes Ihe disIincIiveness oI social economy inIo
accounI and is based on Ihe sysIemaIical aþþroach oI Lcomaþþing. 0ur environmenIal manager is in charge oI þlaniIying, realiting
and conIroling oI Ihe LVS, which is þarIiciþaIive, inIormal buI rigorous. lI imþlies an on·going Iraining·acIion oI all workers. Ihe LVS
is þuI inIo þlace in consIanI cooþeraIion wiIh kessources asbl. lI shares a common and idenIical documenIaIion sysIem wiIh Ihis neI·
work. kessources asbl inIervenes regularly Ior legal comþliance and also helþs wiIh inIernal audiIs, Iraining courses and Ihe managemenI review.
fxternaI communìcatìon ìs managed actìveIy by ketrìvaI and kessources asbI. Ior more ìnformatìon, see http://www.retrìvaI.be/emas
:ck^gdcbZciVahigViZ\^XdW_ZXi^kZh[gdb&'$'%%'
jci^a&'$'%%*
Sìgnìfìcant ìmpacts
+ MobìIe works
]o evaIuate the sìgnìfìcant envìronmentaI ìmpacts of ìts actìvìtìes,
ketrìvaI uses the « ILIP0 » crìterìa, ì.e. :
- materìaIs and ressources fIow
- IegaI requìrements
- envìronmentaI ìmpacts
- company´s practìces
- workers´ opìnìon
8O|S 8
POPT AUTONOML
CANAL
Zone
M|T
Zone
M|T
Halis
P
a
p
i
e
r
bascule
0ISTE VERS #!23)$
2OUTE DE LA 0ROVIDENCE
8O|S
8ureaux
Train
900
Zone 8O|S
8elle- vue
External communication
Environmental reporting with verified information
Communication of your environmental performance will add con-
siderable value to the organisation and enhance your image in the
market. Customers, suppliers, public authorities and the local com-
munity will appreciate the fact that this information is reliable, due
to its verification by an external body.
The environmental statement or declaration must be presented in
a clear and comprehensive manner. You may use the EMAS logo
to pinpoint verified information in your organisation communica-
tions.
The EMAS logo is the trademark of the EMAS regulation. It repre-
sents a proof of environmental excellence as well as the reliability
and credibility of the information with regards to its environmental
performance.
http://ec.europa.eu/environment/emas/toolkit/toolkit_21.htm
aclearandunam-
biguousdescriptionof
theorganisation
asummaryofits
activities,products
andservices(Annex
III3.2.a)
thumbnailofthe
environmentalman-
agementsystem
(AnnexIII3.2.b)
directandindirect
environmentalaspects
andimpacts(Annex
III3.2.c)
environmentalobjec-
tivesandtargets
(AnnexIII3.2.d)
External communication, reporting
and dialogue
easy
Step 29
version 1
easy
version 1
35
8
LnvironmenIal managemenI indicaIors
B-RW-000013
kesources used
2002 2003 ]rends
waste
- ]reated waste (non-hazardous, wfff,...) 11 082 ] 10 066 ] ?
- kecycIed waste fIows 94,5% 95,6% ?
- keused waste (wfff, furnìture,...) 0,3% 0,3%
- LandfìIIed fìnaI waste 5,2% 4,1% ?
- Number of recycIed waste fIows 10 10
water consumptìon by worker 1,4 m
3
/w 0,92 m
3
/w ?
fnergy
- heatìng oìI (canteen + adm) 20 I/m
2
15 I/m
2
- IueI oìI (vehìcIes) 47 000 Iìt 25 103 Iìt ?
- 0xygen (metaIs cuttìng) 19 140 m
3
4 060 m
3
?
- Propane (metaIs cuttìng) 3 720 kg 1 441 kg ?
- fIectrìcìty (canteen + adm) 609 kwh/w 404 kwh/w
]ransport
- Number of vehìcIes ìn servìce 7 9
- waste transported by traìn 81 % 93 % ?
- waste transported by road 19 % 7 %
SoìI and storage
- foncrete storage surface 37 % 37%
- Number of envìronmentaI ìncìdents treated 5 5
- Permanent fueI stock ìn tank 4 000 I 4 000 I
Aìr, dusts, odours, noìse 0 compIaìnts 0 compIaìnts
Vore inIormaIion on þerIormance indicaIors on
hIIþ://www.reIrival.be/emas
Lco·eIIiciency indicaIors
· kg oI IreaIed wasIe / 1ûûû ¤ oI Iurnover
· kg oI Iinal wasIe / 1ûûû ¤ oI Iurnover
· liIres oI Iuel oil / 1ûûû ¤ oI Iurnover
LnvironmenIal SIaIemenI 2ûû3
2002 1,2,3 trì 2003 ]rends
Sound environmenIal managemenI
· Number oI environmenIal acIions û 6 ?
· LnvironmenIal communicaIions Iowards û 5 ?
clienIs and suþþliers
· LnvironmenIal communicaIions Iollowed û 8û % ?
by concreIe on·siIe measures
· ProþorIion oI exþenses Ior þurchase oI 11 % 1û,5%
ecological suþþlies/IoIal exþenses Ior þurchase oI suþþlies
SIaII Iraining
· Iraining beIore hired 6 monIhs/|IL 6 monIhs/|IL
· Iraining oI hired sIaII 2h/|IL 9,6 h/|IL ?
· Awareness·raising/Iraining on env. 1,5 h/|IL 4,8 h/|IL ?
LVS audiIs
· Number oI inIernal environmenIal reviews û 8 ?
· Number oI exIernal environmenIal reviews û 2 ?
Social indicaIors
2002 1,2,3 trì 2003 ]rends
- Number oI jobs creaIed 6 û
· Number oI jobs Ior reuse 2 þers / 26 I 2 þers / 3û I
· Number oI jobs Ior recycling 1û þers/11.û82 I 1û þers/1û.û66 I
Partìcìpatìon to IocaI empIoyment
· ComþlainIs Irom neighbours û û ?
· lobs creaIed wiIhin a 5·km radius 24 24 ?
· Number oI schools suþþorIed by our acIiviIies 5 5 ?
· Number oI involvemenIs wiIh local auIhoriIies 4 4 ?
Vain achievemenIs in 2ûû2 and 2ûû3
C•HIG6I:<>8D7?:8I>K:
5, 4 · Clean·uþ and Iidying·uþ oI our oþeraIion siIe
4 · lnIroducIion oI a collecIive sorIing sysIem Ior inIernal wasIe Ior Ihe adminisIraIion and workers´ þremises
2 · Small A0k cerIiIicaIion Ior wLLL collecIion
6 · Iraining oI manual workers and emþloyees raised Io 4,8 hours þer Iull·Iime equivalenI
1, 3 · Purchase oI a Iruck equiþþed according Io Luk0·4 sIandards
5 · Cross·dialogue wiIh Ihe main clienIs (Carsid, Cockerill Sambre,...)
5 · SuþþorI Io 5 local susIainable develoþmenI iniIiaIives
KVa^YVi^dchiViZbZci
8ased on the organìzatìon audìt, the vìsìts on ìts sìte, ìntervìews wìth
empIoyees and on an anaIysìs of the documents, data and ìnformatìon,
AI8-¥INf0]]f InternatìonaI, as an envìronmentaI certìfìcatìon body,
accredìted by 8eIcert under No. 8-017-fMAS, has concIuded:
- that the poIìcy, the programme, the management system, the
envìronmentaI anaIysìs and the envìronmentaI audìt procedure as weII
as the envìronmentaI statement are conform to kfûULA]I0N (ff) No
761/2001 of the furopean ParIìament and of the founcìI of 19 March
2001 aIIowìng voIuntary partìcìpatìon by organìsatìons ìn a fommunìty
eco-management and audìt scheme (fMAS).
- that the data and ìnformatìon mentìoned ìn the
envìronmentaI statement are reIìabIe and that they
cover every envìronmentaI questìon that ìs
sìgnìfìcant for thìs organìzatìon.
ìr. P. 0Iìvìer
Presìdent of the fertìfìcatìon fommìssìon
November 3, 2003
LnvironmenIal IargeIs Ior 2ûû4
(1ûû% basis - acIiviIy IacIor on 31/12/2ûû2)
IndustrìaI reIatìons Introductìon of a guìde of good practìces
waste 3%-reductìon of the amount sent to IandfìIIs
Increase of the tonnage of treated wood waste
fnergy 1.5%-reductìon of fueI oìI consumptìon
fcoIogìcaI purchases 10%-ìncrease of ecoIogìcaI purchases
]raìnìng ]raìnìng on envìronmentaI and securìty rìsks
]o deveIop an envìronmentaI behavìour ìndìcator
Vore inIormaIion on Ihe acIion þrogramme and imþlemenIed acIions on
hIIþ://www.reIrival.be/emas or by email aI reIrival´reIrival.be
Audit and validation
Your last step
Independent verification and validation of
your environmental management system and
environmental information
When the EMAS environmental management system is function-
ing an accredited environmental verifier is invited to validate envi-
ronmental information and have a closer critical look at the reality
and performance of the environmental management system.
This verification is carried out by examining documents, visiting
the organisation and interviewing personnel.
This is a unique feature and will give credibility to your manage-
ment system.
After successful verification, registration and its publication in the
Official Journal of the European Communities, the organisation
may use the EMAS logo.
http://ec.europa.eu/environment/emas/toolkit/toolkit_22.htm
dataavailableonthe
performanceofthe
organisationwith
respecttoitssignifi-
cantenvironmental
impacts(AnnexIII
3.2.e)
year-by-yearcompari-
son(AnnexIII3.2.e)
nameandaccredita-
tionnumberofthe
environmentalverifier
(AnnexIII3.2.g)
EMASlogoshowsit
hasbeenvalidatedby
anenvironmentalver-
ifier(AnnexIII3.5.)
easy
Step 30
version 1
easy
version 1
Performance, Credibility, Transparency
EMAS toolkit online for SMEs
This EMAS easy guide is completed by the EMAS toolkit which is available for free
on the EMAS website http://ec.europa.eu/environment/emas/index_en.htm
Further assistance for each member state, more than 40 case studies of different sectors and other additional resources are pro-
vided on the website
The first EMAS Tool Kit for SMEs in 1998 was the result of co-operation among the International Network for Environmental
Management (INEM) organisations from Western and Central and Eastern Europe with experience with both small and medium-
sized enterprises and environmental management. The Toolkit brought together tools which have been developed, tried and
tested with and by SMEs, newly-developed tools and examples, and case studies of SMEs that had already established an environ-
mental management system.
In keeping with the principle of continual improvement, INEM has upgraded and expanded the EMAS Toolkit for SMEs to
cover the scope of the new EMAS regulation. This expansion in scope is reflected by the new name: EMAS Toolkit for Small
Organisations.
INTRODUCTION
Section 1: Introduction to EMAS
Section 2: What are the benefits and costs of EMAS?
Section 3: How to get started?
PLAN
Section 4: How to develop an environmental policy
Section 5: How to carry out an initial environmental review
5.1: How to evaluate the direct and indirect environmental impacts of your organisation
5.2: How to ensure compliance with legal requirements
Section 6: How to develop an environmental programme
6.1: Objectives and targets
6.2: Environmental management programme
DO
Section 7: How to structure an environmental management system
7.1: How to structure and assign responsibility within your EMS
7.2: How to evaluate training needs and provide new skills and education
7.3: How to communicate with internal and external stakeholders
7.4: How to organise your environmental documentation
7.5: How to control and maintain lean documents and worksheets
7.6: How to develop codes of conduct and precise instructions to support your EMS
7.7: How to be prepared for emergency situations
CHECK
Section 8: How to control and monitor environmental performance and management systems
8.1: Monitoring and measurements
8.2: Continual improvement and corrective action
8.3: Records
8.4: Internal audits
ACT
Section 9: How to review an environmental management system
Section 10: How to communicate and report on environmental performance
Section 11: How to get official recognition
easy
Contact the EMAS Helpdesk • http://ec.europa.eu/environment/emas
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