HSE RECORDS CONTROL PROCEDURE

T&D Cleaners Limited

Asset: Procedure No.: Revision No.: Approval Date: Revision Date:

TD-HSE-PRC-0006 001 04th/05/2022 04th/05/2022

Management Procedure
For
< HSE RECORDS CONTROL>

Namutosi Damalie Accountable Eng. Daniel Tayebwa

Responsible HSE Officer Owner: Managing Director
Author:

Required Review
Effective Date: 04th/05/2022 04th/05/2023
Date:

Rev: 0 / Dated 04.05.2022 Page 1 of 4

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited
 HSE RECORDS CONTROL PROCEDURE
T&D Cleaners Limited

Asset: Procedure No.: Revision No.: Approval Date: Revision Date:

TD-HSE-PRC-0006 001 04th/05/2022 04th/05/2022

REVISION LOG
Revised Section Section Title Short Description

1. Objective

Rev: 0 / Dated 04.05.2022 Page 2 of 4

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited
 HSE RECORDS CONTROL PROCEDURE
T&D Cleaners Limited

Asset: Procedure No.: Revision No.: Approval Date: Revision Date:

TD-HSE-PRC-0006 001 04th/05/2022 04th/05/2022

The purpose of the procedure is to provide a uniform and consistent method for the filing, access,
storage, maintenance, and disposition of records.

HSE records are essential to provide reference information for the management and development of
the HSE and performance. Also, to demonstrate effective implementation and maintenance of the
HSE Management System to interested parties.

The controls are aimed at creating meaningful records. Therefore, all records shall be complete,
dated, legible, clearly identified to the activity or event they record, and readily available to those
who need to use them for reference.

2. Scope

The procedure describes the stages of records control:

 Record creation, filing, and protection
 Back-up of computerized records (where applicable)
 Security of access and record retention.

The procedure applies to the management of all relevant records that may have an adverse effect
on the HSE Management System.

3. Procedure

Line Management shall ensure adherence and implementation of this procedure.

Line Management shall:

 Ensure that all HSE records are produced, filed, maintained, and available for reference.
 Consult with interested parties to determine record retention periods.
 Maintain update and review the Records Register of HSE records and define retention
periods.

3.1 General

The identification and control of records are done by means of the HSE Records List HSE-LST-
0001 and contains all the details to control records.

3.2 Instruction

Should any records require restricted access; sufficient means will be defined in the
procedures/instruction where the record is filed to ensure access to the records by authorized
personnel.

Restricted access will be identified and clarified where applicable.

Where a procedure requires a record, it must identify the location where the records will be stored.
This will be done to a sufficient level to minimize confusion.

Rev: 0 / Dated 04.05.2022 Page 3 of 4

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited
 HSE RECORDS CONTROL PROCEDURE
T&D Cleaners Limited

Asset: Procedure No.: Revision No.: Approval Date: Revision Date:

TD-HSE-PRC-0006 001 04th/05/2022 04th/05/2022

Suitable storage, so as to prevent loss of or damage to records will be defined where applicable.

The time period for which records are to be maintained will be defined in the HSE Records List
HSE-LST-0001.

The OHSE Manager will arrange for the disposal of HSE records at the end of the relevant storage
period.

A suitable notification will be made once this has been done. This notification is auditable.

4. Applicable / Referenced documents

 ISO9001:2008 Standard
 ISO14001:2004 Standard
 OHSAS18001:2007 Standard
 HSE-LST-0001 HSE Records List

Written & Reviewed by: Approved by:

QHSE Manager Managing Director

Rev: 0 / Dated 04.05.2022 Page 4 of 4

PROPRIETARY INFORMATION © 2022 T&D Cleaners Limited