National Food Co.

(AMERICANA)
Environmental Operating Procedures
PAGE NO. 1 of 3 ISSUE NO 1
DOCUMENT No: EOP 7-0 ISSUE DATE 01/11/02
TITLE: Communications
Prepared By: Approved By

Purpose

The purpose of this document is to define responsibilities and direct the controls applied to assuring
the effectiveness of communication channels required for the dissemination and reporting of
information associated to the operation of the Environmental Management System

Scope

The scope of this document extends to all Company Managers in terms of the Inter-relationships of
personnel and the communications necessary to facilitate effective Environmental Management.

Document References

Operating Policy. EPM Clause: 4-4-3 Communications

EOP 04 Environmental Planning
EOP 13 Non–conformance & Corrective & Preventative Action

Responsibilities

The EMR is responsible for documenting the directives necessary to establish effective
Communication Channels with regard to Significant Environmental Aspects and the Environmental
Management System operated

All Personnel Assigned Responsibility for Communications as directed in Procedures or Directives

are responsible for completing records and processing the required communications, as directed by
Procedures or Environmental Directives.

Records

All records associated to this procedure will be maintained for a minimum period of one year. The
retention period may be extended at the EMR’s discretion, based upon the review of the document
prior to disposal.
 National Food Co. (AMERICANA)
Environmental Operating Procedures
PAGE NO. 2 of 3 ISSUE NO 1
DOCUMENT No: EOP 7-0 ISSUE DATE 01/11/02
TITLE: Communications
Procedures

1.0 Internal Communications between the various levels and functions of Americana
2-0 Receiving, Documenting and responding to relevant communications from External
Interested Parties

1-0 Internal Communications between the various levels and functions of Americana.

The EMR will:

1.1Establish a Strategy to Promote Environmental Awareness and enhance Environmental

Communications, throughout the organisation

1.2 As an integral part of ‘Planning’ ensure that

• The records necessary to facilitate communications and demonstrate the effectiveness of the
Environmental Management System in operation are documented in Environmental Operating
Procedures to clearly define Responsibilities for their generation, Distribution and Maintenance.
• Similarly, that communications required in support of Management Plans are documented in
Environmental Directives, or are referenced to the associated Environmental Operating
Procedure

1.3 Ensure that any Sub Contractor working in Americana is party to and included in Internal
Communications

2-0 Receiving, Documenting and responding to relevant communications from External

Interested Parties

Note: Americana. will, on an individual basis, review each ‘request for communication’
received regarding it’s significance in terms of the environmental aspect under question
Actions will then be assigned based upon the merit of the request.
The final decision and authorisation for the communication will be the GM

The EMR will:

 National Food Co. (AMERICANA)
Environmental Operating Procedures
PAGE NO. 3 of 3 ISSUE NO 1
DOCUMENT No: EOP 7-0 ISSUE DATE 01/11/02
TITLE: Communications

2.1 As an integral part of ‘Planning’ (EOP 04 Refers) identify Environmental Aspects which
impinge upon or are of interest to External Parties, including:
• The community within which ‘Americana’ operates, advising them where necessary of any
environmental aspect resulting from the Company’s activities that may concern them.
• Suppliers and Contractors, clearly defining where required, the controls to be applied in
minimising any detrimental environmental impacts associated to the process of supplying
materials or services, and encouraging environmental awareness in terms of
‘Ongoing Improvement’
• Customers, in terms of Americana’s Policy for environmental management and any
contribution that they may make of benefit to the environment, in particular regarding the
use, disposal and re-cycling of materials
• Governing Authorities appropriate to Emergency Planning, Legislation and other relevant
issues.

2.2 Correspond in writing, or via other communication media to assure understanding of the
ramifications of the Environmental Aspects and both Americana’s and the interested parties
obligations associated to them

2.3 Process all ‘serious’ concerns arising from external communications, or identified opportunities
to ‘improve’ to the Environmental Management System in accordance with
EOP 13 Non-conformance & Corrective & Preventative Action

2.4 Produce reports appropriate to any visits to External Interested Parties for Review at
Environmental Review Meetings