“Our Organization Needs an EMS, but we don’t need to be ISO 14001 Registered.”

 

 
 

 
 

 
 

We at Great Bay Consulting realize that often times an organization does not wish to make the financial commitment it requires to register an EMS to the ISO 14001 standard. In that scenario we offer the following advice regarding an EMS for your organization:

 

 
 

 
 

Design of an EMS
 

 
 

Understanding that it may not be common practice within your industry to require ISO 14001 registration, Great Bay Consulting nonetheless strongly suggests basing your EMS on the ISO 14001 model for the following reasons:
 

 
• You will have created an EMS made up of components that are nationally and internationally recognized (a potentially significant benefit when considering business growth and foreign trade opportunities).
• The ISO 14001 EMS model contains elements that are basic in nature, are easily adapted within an organization, and can be implemented in phases.
• There is value in having an EMS that other companies can relate to.
• You are on safer legal ground, when making statements regarding your Environmental and Social Responsibility, if you build a program to a recognized standard.
• An EMS built on the ISO 14001 model will be easily audited and registered should it ever become pertinent, or desirable, within your industry.
 

 
 

The ISO 14001 model allows you to build a system that can be as unique as your company, yet retain the business advantages of a recognized standard. 

 

 
 

Environmental Policy
 

 
 

As you are in the initial stages of EMS development we encourage you to begin by developing an Environmental Policy that will guide you in the development of your EMS. This helps to keep the management system focused on what your needs are, and what the most pertinent issues to be addressed are. You can find examples of other companies policies by searching the Internet.
 

 
 

Continuous Improvement
 

 
 

Since the true power in a sustainable management system comes through continual improvement, and since the strength in continual improvement comes from each and every employee, we urge you to create an EMS that is based on continuous improvement. An EMS based on continual improvement will provide you with the tools to expand your system as your needs grow, and will have the added benefit of creating a positive environment in which to pursue your environmental initiatives.

 

 
 

Implementation
 

 
 

In order to meet your current EMS needs, and ease the workload of implementing a full EMS, Great Bay Consulting suggests creating and implementing your EMS in phases.

 

 
 

The following is only a suggestion, and will need to be revised based on your present management systems, current practices, and exact system requirements. 
 

 
 

We at Great Bay Consulting will be happy to assist you with a Gap Analysis to help you better understand your exact system requirements (for contact information, click here).
 

 
 

 
 

Example of Suggested Design and Implementation Strategy:
 

 
 

Phase 1:

• Define an Environmental Policy to be approved by top management.
• Establish, or adapt current, document control procedures to be utilized in the EMS.
• Establish and document procedures for identifying your business’ environmental aspects. (You may already have a strong understanding of what many of your environmental aspects are, however documenting a procedure will help to ensure objectivity and consistency).
• Establish and document procedures for rating the impact of environmental aspects and identifying significant environmental aspects.
• Establish procedures for ensuring regulatory compliance (can be done internally or, as many companies do, by sub-contracting a compliance specialist whose job it is perform regular audits of your compliance).
• Establish a corrective action procedure (integral to the continual improvement process).
• Establish a General Awareness training program for all employees (this would include what your Environmental Policy is, what the employee's responsibilities are within the EMS, what the company’s environmental aspects are, and any ongoing environmental programs – i.e. recycling initiatives, alternative packaging initiatives, etc.).
 

 
 

Phase 2:

• Establish, and document procedures for determining environmental objectives and targets.
• Establish Environmental Kaizens (Continual Improvement Groups such as for energy conservation initiatives, solid waste minimization efforts, etc.) for each objective.
• Ensure that Emergency Preparedness and Response procedures are updated and linked to the EMS.
• Establish management review procedures for the EMS (important for internal communication and support for the EMS).
• Revise the training curriculum to include the above.
 

 
 

Phase 3 (should registration to the ISO 14001 standard become necessary or desirable):
• Document management structure and responsibility (you may choose to do this as part of Phase 2 for the sake of EMS documentation).
• Ensure that policies are communicated both internally and externally.
• Ensure that all policies and procedures are documented and that document control has been audited.
• Establish procedures for regular internal audits.
• Attend Internal Auditor Training (Great Bay Consulting is able to provide this).
• Ensure that all records of the EMS meet the ISO 14001 requirements found in clause 4.5.3 of the standard (you may choose to do this from Phase 1 for the sake of ease).
• Conduct an Internal Audit.
• Contact a certified registrar to conduct the registration audit and certify your EMS to the ISO standard.
 

 
 

Time Required
 

The amount of time it takes to implement an EMS will depend on what systems are currently in place, what the results of a gap analysis show, and top level management commitment. Usually a company can implement an entire system in 12 months, although this can vary widely.