AAP element 5
Control and Management of Documents
SMS documentation needs to individually and specifically address each element of the SMS framework. The SMS manual may be a stand alone document that details all aspects of the management of safety, or it may refer to other documentation that supplements it. Supporting documentation may include a Dangerous Goods manual, fatigue management manual or the Emergency Response Plan. All SMS documentation should be logically referenced and co-located
SMS Manual (ISMS Governance Framework)
In addition to specifically addressing each component and element of the SMS framework, the SMS manual should also include:
- Document control and record management
- SMS regulatory requirements
- SMS framework scope and integration into existing systems
- Hazard reporting system
- Incident reporting system
- Safety performance indicators.
It would also act as a compilation of SMS related records such as:
- Hazard report register
- Safety performance indications and charts from performance monitoring
- Record of safety assessments
- SMS internal review or audit records
- Safety promotion records
- SMS training records
- Safety meeting, SAG and SRC meeting minutes
- SMS implementation plan during implementation.
Other SMS documentation
Other SMS documentation will be required. Anything related to the SMS should be kept in the SMS manual, or be referred to in the SMS manual. To the left is an illustration of a non-exhaustive list of SMS documentation. Whether it be in electronic or hard copy, or a combination of both, systematic storage is important for the orderly integration of all SMS elements into Business As Usual practices. The filing system, nomenclature and archive process is part of the annual SMS review process.