What is ISO 14001?

A step by step guide

to using an

Environmental Management System

SYSTEMS
MANAGEMENT
ENVIRONMENTAL
Contents
What is an EMS and what is ISO 14001? .................................................. 2

ISO 14001:2004. Your questions answered. ............................................. 3

The system that benefits your profits as well as the environment. ...... 4

The Plan, Do, Check, Act approach .......................................................... 5

The PDCA and four focuses....................................................................... 6

Establishing an Environmental Management System ............................ 7

Document and Data Control..................................................................... 9

Monitoring, Measurement, Management Review ................................. 9

Corrective and Preventive Actions.......................................................... 10

ISO 14001. Just one of a suite of standards........................................... 10

The next stage? Find out more............................................................... 11

What is an EMS and what is

ISO 14001?
An Environmental Management System (EMS) is a framework that
allows an organization to consistently control its significant impacts on
the environment and continually improve its business operations.

ISO 14001 is an internationally accepted standard that defines the

requirements for establishing and operating an Environmental
Management System.

The standard recognizes that organizations can

be concerned about both their own profitability
and managing environmental impacts. ISO 14001
integrates these two motives and

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provides a refreshingly workable methodology to achieve an effective
Environmental Management System.

In practice, what the standard offers is the management of resource

use and disposition. It’s recognized worldwide as a means to control
costs, reduce risk and improve performance.

It’s not just a ‘paper’ standard—it demands the commitment of your

whole organization. If the environment benefits and your profits are
enhanced, stakeholders see the rewards.

ISO 14001:2004. Your

questions answered.
To get a clear understanding of the requirements for using an EMS
effectively and the impacts that using ISO 14001 can have on an
organization, we have provided answers to a number of commonly
asked questions regarding registration to ISO 14001.

The responses should help you realize that much of an EMS and
ISO 14001 are about simple and sound business practices. They bring
both corporate and financial benefits, from improved stakeholder
relationships to reduced costs through the responsible use of
environmentally sensible materials and practices wherever possible.

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The system that benefits your profits
as well as the environment.
Q: If my company already maintains good control of its legal and
regulatory requirements, what additional benefits will we receive from
investing time and money in an ISO 14001 based Environmental
Management System?
A: Additional benefits include demonstration of the capability to meet
the expectations of shareholders and other stakeholders, as well as
increase profit through greater efficiency. Organizations can reduce
environmental impact and prevent pollution at the same time,
which is an important bonus.

Q: What specific benefits can we expect to receive?

A: Many companies have significantly reduced their expenditure on
materials. While in the process of doing this, they also reduced
their waste disposal costs. Numerous companies were able to recycle
heat energy to reduce their energy bills, tighten up on production
processes' and as a result became more efficient, and reduced the
risk of incidents. Many shareholders recognize that companies are
better placed to avoid future fines and penalties from not meeting
environmental legislation. In addition, internal communications
and morale could be improved - often leading to sound environ-
mental solutions suggested by staff who are the ultimate owners of
the business processes. Insurance costs could be reduced through
demonstrating better risk management. Public perception of the
standard means you could also gain a competitive advantage, lead-
ing to improved sales opportunities. And the list goes on . . .

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Q: To what extent do companies implement the system because of
peer or customer pressures?
A: Certainly various companies receive pressure to demonstrate that
they are an environmentally sensitive organization, but usually, once
they get a better understanding of an EMS and its objectives, it starts
to make plain business sense. The simple business improvement ben-
efits and cost savings make the investment of time and money well
worthwhile. With this understanding, the customer pressure
becomes less significant as a driver to implement and use an EMS.

The Plan, Do, Check, Act Approach

Q: We all want to be environmentally responsible and gain business
benefits, but instead of just talking about it, how do we go about it?
A: There’s a practical methodology to follow—The Plan-Do-Check-Act
(PDCA) continual improvement approach to managing a system
of processes. This is also the basis of ISO 9001:2000 for quality
management, so many people are already familiar with it. The
revised version of the standard ISO 14001:2004 has an increased
compatibility with ISO 9001:2000. ISO 14001’s interpretation of the
PDCA model is shown below. ISO 14001 also adds four “focuses” for
Environmental Management, one for each element of the
PDCA model.

CONTINUAL
IMPROVEMENT
Environmental
Policy

Management
Review

Planning
Checking and
Corrective Action Implementation
and Operation

Environmental Management System for ISO 14001

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Source: ISO 14001:2004
The PDCA and Four Focuses
Q: Are the four focuses clauses within the standard?
A: No, but they are equally important. They are fundamental
principles that will help you keep entirely within the spirit of the
standard. The first is “commitment”, expressed through
Environmental Policy and Planning, and relates to PLAN in the
PDCA model. Making a decision to use a systems approach to envi-
ronmental management is a big step. It means becoming proactive
rather than reactive, setting and meeting objectives, and using an
environmental policy, which guides the entire organization on envi-
ronmental issues. This commitment must come from senior man-
agement. A management system can only be truly effective if it is
supported by the full commitment from senior management, as
fundamental changes in business practice may need to be imple-
mented.

Q: So what happens in the DO stage?

A: Well in the DO stage, expressed through Implementation and
Operation, the focus is on “prevention”. Companies need to lead
by example and, in particular, prevent rather than correct. You’ll
find that when you no longer need to be “fire fighting”, you’ll
save time and money.

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Q: So that means being “proactive”, rather than “reactive”. These are
looking like commonsense ways to run a business. What’s the third
focus?
A: This is CHECK, expressed through Checking. The focus is on
“reasonable care and regulatory compliance”. This is an expansion
of current environmental practice. Companies must not only
comply with regulations, they need a system that ensures that
they can recognize when they’re at risk of failing to comply or are
already out of compliance, and can also demonstrate a resolution
to address the situation.

Q: In other words, you’ve got to show good intention?

A: Far more than that. They need to provide evidence of system
processes designed to correct and prevent future incidents. The
fourth focus is “continual improvement”, or management
review leading to continual improvement, and relates to ACT.
EMS is designed to achieve continual improvement. As a result,
organizations constantly evolve becoming better, stronger, leaner
and more efficient.

Establishing an Environmental
Management System
Q: How would we establish an EMS?
A: As previously mentioned, for an
Environmental Management System
to be effective the senior management
must own it from the outset. They
need to be committed to its long-term
success. One of the things they must
do is to identify environmental aspects
and evaluate them for their relative
significance. Identification of these
significant aspects will help in the
planning of your system and its activities.

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Q: We have a company culture that stresses the
need to continually improve and meet
regulatory and statutory requirements. We
define our organizational structure so that
all staff are aware of their lines of
responsibility. Isn’t that enough?
A: No, to meet the requirements of ISO
14001, your organization must address all
7 elements of the standard. You need to
formalize the Environmental
Management System to give it legitimacy.
Clause 4.1 of the standard is where you’re
directed to document, implement and
maintain a sustainable EMS and
continually improve its effectiveness. You’ll also need to have a
management representative responsible for implementing the
Environmental Management System and report back to
management on performance, when required, and through
periodic management review meetings.

Q: What are management review meetings supposed to achieve?

A: By analyzing EMS performance over defined time periods, improve-
ment initiatives can be suitably implemented.

Q: What about day-to-day activities?

A: Anything that can affect the environment may need to be con-
trolled. This includes the people conducting day-to-day activities,
the tools they use, and the services that support them. Anyone
whose work may involve an environmental impact must be trained
whether or not the law demands it.

Q: So, inevitably, there are lots of rules, does that mean mountains of
paperwork?
A: Not exactly. If you plan your documentation carefully, you can use
existing forms and records. You are required, however, to link
aspects and applicable legal requirements.

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Document and Data Control
Q: No additional paperwork—that’s very appealing.
A: Yes—some information is already required by law; other details
need documenting to meet the requirements of ISO 14001, such as
records of staff training, activity monitoring and internal audits.

Procedures and other information are only given to those who

really need them, and of course, a record is kept of what has been
issued to whom. The standard also requires organizations to
control the documentation they create.

Q: We’re increasingly using electronic documents and distributing them on

our intranet. Do these have to be included?
A: Yes, as information is updated all relevant personnel are informed
of the changes.

Monitoring, Measurement,
Management Review
Q: How do we really know we’re making progress, other than in general
terms like overall profitability?
A: Measurement of performance against environmental objectives is
the key to the successful use of an EMS. In this case, we mean
measurement of aspects that can help to improve the business as
well as demonstrating that the requirements of the standard are
being met. The activity you already measure and monitor by
regulatory requirements remains the same – it is just assessed
under this area of the standard.

Q: We need to measure the processes then?

A: Actually, it’s more than that. There are three classifications:

Process Measurement involves activities needing control, such

as emissions, and can include the calibration of equipment used
for measuring.

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 Compliance Audit evaluates performance in
relation to legal requirements.

System Measurement includes progress toward

objectives and the results of internal audits.

Q: So it’s mainly data of a statistical nature?

A: Charting of these measurements along with assessment results,
corrective and preventive actions, and management review can be
used to measure and demonstrate improvement.

Corrective and Preventive Actions

Q: I’m not sure we can be certain to conform to every aspect of the
standard. How will that be viewed during an assessment?
A: It’s understood that no organization is perfect. That’s why we have
standards! The aim of meeting the requirements of the standard is
to prevent nonconformity. Reviews of non-conformities identified
during an assessment should be conducted in proportion to the
effects and importance of potential problems. Remember, you
need to keep a record of any corrective or preventive actions taken.

ISO 14001. Just one of a suite of

standards.
Q: At our company, we’ve only just started to work towards ISO 9001:2000
registration. Wouldn’t ISO 14001 prove to be too disruptive at this
stage?
A: No—standards are becoming increasingly compatible and the
latest management philosophy is to integrate all of the applicable
standards into a single initiative. Furthermore, the latest version,
ISO 14001:2004, contains increased clarity and enhanced
compatibility with ISO 9001:2000. What you’re aiming for is an
integrated management system, which in turn, can be audited and
assessed through BSI’s Integrated Assessment Service (IAS).

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Q: You mean that some of the groundwork for ISO 9001:2000 will serve
for ISO 14001?
A: Yes that is correct. The Plan Do Check Act “continual improvement”
model identified earlier is compatible with both ISO 9001:2000 and
ISO 14001. By operating a Quality Management System, your
documentation will be suitably configured for an effective
Environmental Management System.

Q: What you’re saying is that we basically have to apply our newly

acquired business practices to a different aspect of the business.
A: Yes.

The next stage?

Find out more.
Q: I can see the benefits of meeting the
requirements of an EMS standard like
ISO 14001. But what do we do next?
A: Just contact BSI, who is able to help
with all aspects. BSI offers training
and publications to help you get a
more detailed understanding of what
is involved. BSI’s highly qualified staff
are then able to guide you through
the registration process to ISO 14001.
For further information, please
contact BSI at

www.bsiamericas.com/environmentalgateway
Tel : 1 800 862 4977 (USA)
Tel : 1 800 862 6752 (Canada)

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I S O 1 4 0 0 1

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