Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 1 of 10

Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

I PURPOSE

The purpose of this procedure is to provide for a system and instructions, and assign
responsibilities for establishing, review, authorization, issue, distribution, and revision
of controlled documents.

II APPLICATION

This procedure applies to the following types of documents:

 EMS manual;
 EMS operational procedures;
 EMS guides;
 Lists of environmental aspects, significant environmental aspects, objectives
and targets, and legal and regulatory requirements; and supporting
documentation;
 Documentation defining management programs, and programs for monitoring
environmental performance and evaluating compliance with environmental
laws and regulations;
 Laws, regulations, standards, codes of practice and other reference documents
defining applicable requirements for environmental management and
performance;
 Documentation defining equipment and other operational controls, and
instructions for their use and maintenance;
 Programs and materials for environmental awareness and competence training;
 Emergency preparedness and response procedures, and associated
documentation;
 Work instructions, operational data sheets, and other written instructions for
personnel whose work can create a significant environmental impact

III RESPONSIBILITY AND AUTHORITY

The EMR is responsible for identifying specific documents that need to be controlled
and for coordinating all document control activities.

Every department issuing controlled documents is responsible for implementing

document control requirements and methods defined in this procedure.

In matters concerning monitoring of environmental performance or environmental

compliance, work instructions also must be approved by the EMR.

IV PROCEDURE

1. Identification

Originator: Approved by:

Date of Issue:
Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 2 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

1.1 Documents are normally identified by their title, Code/number, date of issue, revision
level, identification of the issuing authority, and approval signature. For some types of
documents the code/number and revision level are not relevant and are not required.
At a minimum, all documents are dated and signed (or otherwise identify the issuing
authority).

1.2 Short instructions, warnings, operational data sheets and other such documents posted
on walls, or otherwise displayed at work stations, are also controlled. They identify
the issuing authority, but they do not have to be identified with a revision level. When
revised, the obsolete posted instructions are removed and the new versions are affixed
in their place

2. Establishment of Initial Issues and Revisions

2.1 Personnel on all levels are encouraged to identify the need for, and propose issue of
new procedures, work instructions, process or data sheets, and other type of
documents that would help them to carry out their work in conformance with the
environmental policy and the EMS. All personnel are also encouraged to critically
evaluate the documents they use and request revisions to correct errors and
inconsistencies. Long, complicated, and bureaucratic procedures should be avoided.
Documents must be readily understandable by those who are expected to use them.

2.2 Anyone in the company can propose establishment of a new document or revision of
an existing one. The person proposing a document or revision submits a draft of the
document to the departmental manager or the EMR. The responsible manager may
revise or reject the draft. Regardless of who proposes a document, the responsibility
to review, approve, and issue the document always rests with the manager designated
in Procedure EOP44-01, EMS Documentation.

3. Initial Issue

3.1 Prior to issue and release, documents are reviewed for adequacy, correctness, and
conformity with the environmental policy. A document is considered to be formally
issued when it is authorized and approved for release by the issuing authority.
Documents that require more than one approval signature, have preprinted signature
boxes, or otherwise indicate how many and which signatures are required for approval
and issue.

4. Revisions

4.1 Changes to documents are reviewed and approved by the same function or department
that approved the initial document, unless specifically designated otherwise.
Revisions made by handwritten corrections must be signed and dated. Issuing of
revised documents follows the same rules that apply to initial issues. Revision of a
document is considered to be formally issued when it is authorized with the required
approval signatures.

5. Placement of Initial Issues and Revisions

Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 3 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

5.1 The environmental manual and operational procedures both have a distribution list
printed on their title pages. Whenever appropriate, other documents may also have a
distribution list. Documents are placed with personnel and at locations where
pertinent operations are carried out. Managers also have a full set of EMS documents
relevant to their departments.

5.2 Revisions of documents are distributed to the same personnel and locations as the
original issues. Every copy of a revised document is distributed with a cover sheet
that contains a change brief describing what has been changed and what is new. The
cover sheet also contains a note instructing the recipient to remove and destroy the
old, superseded version of the document. Maintaining unauthorized files with
superseded revisions of controlled documents is prohibited.

6. Master List

6.1 Each department issuing controlled documents maintains a master list of all issued
documents. The list can be in the form of a log, catalog cards, computer database, etc.
The list identifies each issued document by its title, code/number, date of issue, the
last revision level, and distribution (if not otherwise provided).

7. Historical Documents and Archives

7.1 Masters and copies of obsolete documents that are retained for preservation of
knowledge or legal reasons are stamped OBSOLETE and are kept separate from
active documents.

7.2 The company maintains archives of historical documents such as old drawings,
specifications, reports, standards, and so forth. Archived documents are inactive, and
are neither maintained nor controlled. Cabinets containing archived documents are
segregated from those containing archived documents are segregated from these
containing active documents and are labeled ARCHIVES. Whenever documents are
removed from archives they are stamped OBSOLETE. When a document from the
archives needs to be reactivated, it must be reviewed, approved and released in
accordance with the same procedure that applies to newly established documents.

8. Uncontrolled Copies

8.1 Documents issued to personnel and outside parties who are not affected by the
document, but need a copy for information only, are stamped UNCONTROLLED
across the title page. Such documents are not followed up with revisions.
Uncontrolled copies of documents may not be used by personnel who manage,
perform, or otherwise control activities that are directly affected by the document.

9. Control of Documents in Electronic Media

Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 4 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

9.1 All document control requirements equally apply to documents established,

maintained, and distributed in electronic media (computer files).

9.2 Approval and authorization of documents is evidenced by name, initials, or electronic

signature of the authority issuing and/or releasing the document. Documents that are
not properly authorized may not be made available on the general system.

9.3 All documents on the system are identified with a revision level and/or date of issue.
Obsolete documents are removed from the general system and are stored on discs or
tapes, or in secured directories, and are accessible only by the authorized personnel.

9.4 All documents on the system are regularly backed up.

10. List of Forms and formats:

1. Evaluation of Significant Environmental Aspects FORM 31-01 REV.A

2. Legal and Other requirements FORM 32-01 REV.A
3. Objectives and targets management plan FORM 34-01 REV.A
4. Corrective and Preventive Action FORM 52-01 REV.A
5. Audit Nonconformance Report FORM 54-01 REV.A
6. Internal EMS Audit Plan FORM 54-02 REV.A

V ASSOCIATED DOCUMENTS

EMS Documentation – Oper. Proc. EOP-44-01

Environmental Records – Oper. Proc. EOP-53-01
 LTD.

Aspect
Eastern Leather
Company (PVT)

CHART
ASPECT
EVALUATION

Environmental
ENVIRONMENTAL

A
Severity of impact on Environment

B
Severity of impact on humans

Review / Approve (sign, date)

C
Probability of occurrence

D
Complexity of operational controls
R
Risk: R = (A+B) x (C+D)
E

Legal/Regulatory requirements
F
Operational Procedure: EOP-45-01

Nuisance
G

View s of Interested parties

H

Lack of information
I

Policy issues
DOCUMENT AND DATA CONTROL
Revision: A

Significance rating:R+E+F+G+H+I
SR

Review / Approve (sign, date):

X

Aspect Significance Ranking

Form 31-01 Rev. A

Page 5 of 10
 REGULATORY AND OTHER REQUIREMENTS MATRIX

Law/Regulation Regulator Requirements Activity/ EMS

Product Procedure
LTD.

Reference of law, Agency, regulatory Listing of specific requirements. For example,

No.
regulation or other body or other need for operational permits, reporting, record Activities,
requirement; and authority keeping, inspections, labelling, training, products or
Eastern Leather
Company (PVT)

location of document maximum concentrations or quantities of services affected

specific substances NEQS, etc. by the regulation
or requirement
Operational Procedure: EOP-45-01
DOCUMENT AND DATA CONTROL
Revision: A

FORM 32-01 Rev. A

Page 6 of 10
Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 7 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

OBJECTIVE & TARGET MANAGEMENT PROGRAMS

OBJECTIVE AND TARGET OVERALL RESP.:

PRESIDENT (SIGN): ENV. REP. (SIGN): DATE:

MANAGEMENT PROGRAM
PROGRAM ELEMENT/ITEM RESPONSIBLE DUE DATE ACTUAL DATE

RESOURCES ALLOCATED:

TRACKING AND CLOSE OUT INTERMEDIATE REVIEWS REQUIRED: YES  NO 

INTERMEDIATE INTERMEDIATE
REVIEW (DATE, SIGN) REVIEW (DATE, SIGN)
CLOSE OUT BY MANAGEMENT REVIEW (DATE, SIGN):

FORM 34-01-Rev.A
Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 8 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

DATE: CORRECTIVE ACTION REQUEST RQST No.:

DEPARTMENT/VENDOR: RESP. MNGR.
AREA/OPERATION: -
ORIGINATED BY (NAME, TITLE):
NONCONFORMING CONDITION

Root Cause Analysis:

ORIGINATOR (SIGN): RESP. MNGR. (SIGN):

DATE: CORRECTIVE ACTION

ORIGINATOR (SIGN): RESP. MNGR. (SIGN):

DUE DATE: FOLLOW UP NEW DUE DATE:

APPROVED: YES  NO  APPROVED: YES  NO 
ORIGINATOR (SIGN, DATE): ORIGINATOR (SIGN, DATE):

FORM 52-01 Rev.A

Eastern Leather Operational Procedure: EOP-45-01 Revision: A Page 9 of 10
Company (PVT)
LTD. DOCUMENT AND DATA CONTROL

AUDIT NONCONFORMANCE REPORT AUDIT REF.:

DEPARTMENT: RESP. MNGR.
AREA/OPERATION:
STND. & PROC. REF.:
DATE: NONCONFORMANCE NONCONF. No.: OF

RESP. MNGR. (SIGN): AUDITOR (SIGN): LEAD AUDITOR (SIGN): MAJOR

MINOR
DATE: CORRECTIVE ACTION

RESP. MNGR. (SIGN): AUDITOR (SIGN):

DUE DATE: FOLLOW UP NEW DUE DATE:

APPROVED: YES  NO  APPROVED: YES  NO 
AUDITOR (SIGN, DATE): AUDITOR (SIGN, DATE):

FORM 54-01 Rev. A

 Eastern Leather Page 10 of
Operational Procedure: EOP-45-01 Revision: A
Company (PVT) 10
LTD. DOCUMENT AND DATA CONTROL

INTERNAL EMS AUDIT PLAN

September

November

December

February
October

January
August

March
April

June
May

July
YEAR_____ /_____

Environmental Policy
Aspects & Significant Aspects
Regulatory & other Requirements
Objectives and Targets
Management Programs
Training (Competence)
Int/Ext Communication
Document Control
Operational Control
Purchasing Control
Material & Waste Management
Emergency Response
Significant Aspects Monitoring
Legal and Regulatory Compliance
Measuring and Test Equipment
Corrective and Preventive Action
Environmental Records
Internal EMS Audits
EMS Management Review
Form 54-02 Rev.A