ISO 14001 questions

What is a record versus a template vs a document?

Answer:

We have documents and we have records.

Documents set instructions for the future and can become obsolete. Records are “pictures”, evidences that something happened, and they cannot become obsoletes. Templates are a particular kind of document that after filled becomes a record. For example, your organization may have a document, a procedure about how to handle complaints. That procedure may set the use of a template to record and treat each complaint received. After closing a compliant the template is kept as a record, as a proof that the complaint was treated.

What makes a document controlled?

Answer:

It is approved by an authorized person/function.

Its distribution is controlled. If the document is changed those that hold a now outdated version will be warned and perhaps receive access to the new version. New versions somehow indicate that. Outdated versions are destroyed and sometimes a specimen marked as obsolete is kept for historical reasons.

What is the policy (template, record, document)?

Answer:

A policy is a document.

What is the log? Do the logs start with new dates every year?

Answer:

A log is a template. I see organizations that start a new log every year and I see organizations that continue to use the same log year after year. It is up to each organization.

Please check this information below with more detailed answer:

• How to structure ISO 14001 documentation - https://advisera.com/14001academy/blog/2016/11/28/how-to-structure-iso-14001-documentation/
• Free on-line training – ISO 14001:2015 Foundations- https://advisera.com/training/iso-14001-internal-auditor-course/
• Book - Managing ISO Documentation: A Plain English Guide - https://advisera.com/books/managing-iso-documentation-plain-english-guide/
   

your answers are clear, concise and extremely helpful.  Thank you so much for your help!