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An Implementation Guide for Small and Medium-Sized Organizations

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An Implementation Guide for Small and Medium-Sized Organizations Second Edition Environmental Management Systems: An Implementation Guide for Small and Medium-Sized Organizations Environmental Policy Planning Management Continual Review Improvement Implementation Checking / Corrective Action NSF International Ann Arbor, Michigan January 2001 Second Edition Environmental Management Systems: An Implementation Guide for Small and Medium-Sized Organizations Written by: Philip J. Stapleton, Principal Margaret A. Glover, Principal Glover-Stapleton Associates, Inc. 3 Bunkers Court Grasonville, MD 21638 410-827-7232 and S. Petie Davis, Project Manager NSF ISR 789 N. Dixboro Road Ann Arbor, MI 48158 1-888-NSF-9000 Copyright © NSF 2001 All rights reserved This work has been copyrighted by NSF to preserve all rights under U.S. Copyright law and Copyright laws of Foreign Nations. It is not the intent of NSF to limit by this Copyright the fair use of these materials. Fair use shall not include the preparation of derivative works. Published by NSF International: E-mail: [email protected] Web: www.nsf-isr.org © 2001 NSF i Acknowledgments When the first edition of this Guide was published in November 1996, the use of environmental management systems (EMS) was a relatively new, but rapidly expanding phenomenon. Considerable experience in EMS design and implementation has been gained since the first edition of this Guide was published. The authors’ primary goal in preparing this second edition of the Guide was to take advantage of the many new developments in the EMS field as well as the insights and experiences of many organizations that have implemented EMS over the past few years. The second edition was prepared by NSF International with funding through a cooperative agreement with the U.S. Environmental Protection Agency’s Office of Wastewater Management; Office of Enforcement and Compliance Assistance; Office of Pesticides, Prevention and Toxic Substances; and Office of Policy Economics – Innovation. In preparing the second edition, the authors solicited input from a variety of organizations that used the Guide in EMS planning and implementation activities. Feedback from the user community was very helpful in framing the changes that are reflected in this second edition. In particular, the authors would like to thank the following individuals for sharing experiences and insights on their use of the first edition of the Guide. · Sue Mills, Champion International, · Charles Tellas, Milan Screw Products, Inc., · Ronda Moore, Zexel Corporation · Susan Briggs, Brookhaven National Laboratory NSF International also would like to acknowledge the following individuals for their many contributions to the first edition of this Guide: · Jeffrey R. Adrian, The John Roberts Company · Lemuel D. Amen, Washtenaw County Department of Environment & Infrastructure Services · Stephen P. Ashkin, Rochester Midland · Christine A. Branson, Industrial Technology Institute · Ken Burzelius, Midwest Assistance Programs, LeSueur County · Marci Carter, Iowa Waste Reduction Center, University of Northern Iowa · John Dombrowski, U. S. Environmental Protection Agency (Office of Compliance) · David Fiedler, Michigan Department of Environmental Quality (Environmental Assistance Div.) · Wendy Miller, U. S. Environmental Protection Agency (Office of Compliance) · Charles Tellas, Milan Screw Products, Inc. · Bryant Winterholer, K. J. Quinn & Co., Inc. Finally, the authors of this Guide would like to thank Jim Horne of the U. S. Environmental Protection Agency (Office of Wastewater Management) for his significant contributions to the development of this Guide. © 2001 NSF i Second Edition Environmental Management Systems: An Implementation Guide for Small and Medium-Sized Organizations CONTENTS Introduction to Second Edition .........................................................................................................1 Section 1: Why Your Organization Should Have an EMS.........................................................4 Section 2: Key EMS Concepts..........................................................................................................8 Section 3: READY! (Initial EMS Planning)..................................................................................10 Section 4: SET! (Key Elements of an EMS) ...............................................................................14 Environmental Policy..................................................................................................................16 Identifying Environmental Aspects...........................................................................................20 Legal and Other Requirements................................................................................................25 Objectives and Targets..............................................................................................................28 Environmental Management Program(s)................................................................................32 Structure and Responsibility.....................................................................................................35 Training, Awareness and Competency...................................................................................39 Communications .........................................................................................................................43 EMS Documentation..................................................................................................................47 Document Control.......................................................................................................................50 Operational Control....................................................................................................................53 Emergency Preparedness and Response..............................................................................57 Monitoring and Measurement...................................................................................................60 Nonconformance and Corrective / Preventive Action...........................................................65 Records........................................................................................................................................69 EMS Auditing...............................................................................................................................71 Management Review.................................................................................................................75 Section 5 : GO! (Roadmap for EMS Development) ..................................................................78 Creating Your EMS: Step by Step...........................................................................................80 Appendix A: TOOL KIT.....................................................................................................................88 Sample Environmental Policies.............................................................................................89 Environmental Impact Identification and Evaluation: Techniques and Data Sources...96 Sample Procedure: Instructions for Environmental Aspects Identification Form...........98 © 2001 NSF ii Sample Procedure: Instructions for Environmental Aspects Identification Form.........103 Environmental Aspects Identification....................................................................................106 Sample Environmental Aspect Evaluation and Scoring Tools........................................108 Resources for Tracking Environmental Laws and Regulations .......................................111 Sample Process Tool: Setting Objectives & Targets........................................................113 Sample Procedure: Setting Objectives & Targets.............................................................117 Sample Tools: Environmental Management Program........................................................120 Sample Responsibility Matrix.................................................................................................123 Sample Environmental Training Log.....................................................................................125 Sample Procedure: Communications with External Parties.............................................127 Sample Document Index.........................................................................................................130 Outline of Sample EMS Manual and Other EMS Documents.........................................132 Sample Records Management Form (supplied courtesy of..............................................134 General Oil Company) .............................................................................................................134 Sample Procedure: Corrective and Preventive Action.....................................................136 (includes tracking log)..............................................................................................................136 Sample Environmental Records Organizer..........................................................................141 Sample Procedure: EMS Audits ...........................................................................................143 Sample EMS Audit Forms.......................................................................................................149 Sample EMS Audit Questions ................................................................................................152 Sample
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