ISO 14001:2015 replaced the former terms “documents,” “records,” and “procedures” with the unified concept of documented information. Clause 7.5 distinguishes between information to be maintained (living documents, procedures) and information to be retained (records, evidence). This flexibility reduces bureaucracy while ensuring critical information is available when needed.
Mandatory Documents to Maintain
Required “Maintain” Items (Procedures/Descriptions)
- EMS scope (Clause 4.3)
- Environmental policy (Clause 5.2)
- Risks and opportunities and processes to address them (Clause 6.1)
- Environmental aspects, impacts, criteria, and significant aspects (Clause 6.1.2)
- Compliance obligations (Clause 6.1.3)
- Operational planning and control processes (Clause 8.1)
- Emergency preparedness and response processes (Clause 8.2)
Mandatory Records to Retain
Required “Retain” Items (Evidence/Records)
- Environmental objectives (Clause 6.2.1)
- Evidence of competence (Clause 7.2)
- Communications evidence (Clause 7.4.1)
- Monitoring and measurement results (Clause 9.1.1)
- Compliance evaluation results (Clause 9.1.2)
- Audit program and results (Clause 9.2.2)
- Management review results (Clause 9.3)
- Nonconformity and corrective action results (Clause 10.2)
Document Control Requirements
Clause 7.5.3 requires documented information to be available and suitable for use where and when needed, adequately protected, and controlled for distribution, access, retrieval, storage, version management, retention, and disposition. This includes controlling documents of external origin that the organization determines necessary for the EMS.
No Environmental Manual Required: Unlike the 2004 version, ISO 14001:2015 does not require an environmental management manual. Organizations may choose to create one, but it is not mandatory. The focus is on having the right information available, not on creating a specific document structure.
Common Pitfalls
- Over-documenting — creating procedures beyond what the standard requires
- Obsolete documents not removed or clearly marked
- Records not retrievable when needed for audits
- Version control failures allowing outdated procedures to remain in use
- Documents not available at point of use
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