Document Control

ISO 9001:2015 Clause 7.5 · ISO 14001:2015 Clause 7.5 · ISO 45001:2018 Clause 7.5 — Documented information; control of documents of internal and external origin

Procedure overview

A M Water Services controls two distinct document populations: internal documents — manuals, policies, SOPs, appendices, registers and forms produced and owned by AMWS — and external documents — ISO standards, BSI standards, regulatory codes of practice, water-industry specifications and client documents. Internal documents are produced by the HSQE Consultant in the AMWS format (document reference, issue number, issue date), reviewed and approved by the Directors, uploaded to the controlled IMS portal, and recorded in the Master Document & Record Index. External documents are tracked for currency through subscription services or periodic checks; superseded versions are removed from circulation and the index is updated. The IMS portal is the master source for all controlled documents (per MAN_01); printed copies are uncontrolled and must be checked against the portal before use. Records are retained per SOP 4.7.

Document Control — Process Flow

Internal Documents

Sean Ashton (HSQE Consultant)
Aaron / Leanne Mason

Author, Approve & Issue

Establish document and page format including document reference, issue number, issue date

Produce controlled document to meet ISO standard, regulation, specification or change request

For revisions, ensure the document effectively addresses the reason for change

Review document for technical correctness, legibility and AMWS format compliance

Document approved by Directors?

Revise per Director feedback — return to review

Yes

Authorise issue

Upload approved document to the IMS portal

Update Master Document & Record Index with new issue number and date; retain only obsolete master version

Master Document & Record Index

Communicate the new / revised document to staff via SOP 2.2 (alert / bulletin / portal notice)

Periodic review — check issue status of all internal controlled documents at least annually

External Documents

Sean Ashton (HSQE Consultant)

Track Currency

Identify external standards, specifications and regulatory codes applicable to AMWS scope

Updated by subscription?

Yes

Subscription delivers updates automatically

Periodic manual check (at least annually) for new editions

Replace and re-register superseded external documents

Update Master Document & Record Index with new edition / version

Master Document & Record Index

Issue communication of new external standard / location via SOP 2.2

Process / Activity

Decision Point

Document / Cross-reference

Approve / Continue

Revise / Reject

Single source of truth — the IMS portal

The IMS portal at amwaterservices.onyxoperations.co.uk is the master source for every controlled internal document. Printed or downloaded copies are uncontrolled — they may be out of date the moment they leave the portal. Where a controlled document must be used in the field (e.g. a method statement on a tablet, a COSHH sheet on a van), the version reference shown on the document must be checked against the portal before use. Obsolete versions retained for archive purposes are clearly marked "OBSOLETE — FOR REFERENCE ONLY" and segregated from current documents on the portal under the relevant document's change-log table. The Master Document & Record Index is the single canonical list of all current controlled documents and their current issue numbers; if it disagrees with what's on the portal, the index wins and the portal is corrected.

Document Control

Document Control — Process Flow

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