Environmental Management System Manual - Miami-Dade Portal

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Miami-Dade Transit Person Resp. Prepared by Reviewed by Approved by EMS Procedure EP 4.5.4-1 Control of Records Print date: 01/21/2010 Akbar Sharifi Akbar Sharifi EMS Team Page 3 of 5 5.3 Records will contain the necessary information to allow the EMS Management Representative, the core EMS Team, and Senior Management to make well informed decisions and determine the continuing progress toward achieving the objectives and targets. 5.3.1 The EMS Management Representative, the core EMS Team, and Senior Management who rely on various environmental records to make EMS (or business) decisions will have easy access to the required records. 5.4 The MDT Metromover Facility will create environmental records for the following EMS elements: 5.4.1 Environmental Aspects; 5.4.2 Legal and Other Requirements; 5.4.3 Objectives, Targets and Programs; 5.4.4 Resources, Roles, Responsibility and Authority; 5.4.5 Competence, Training and Awareness; 5.4.6 Communication; 5.4.7 Emergency Preparedness and Response; 5.4.8 Monitoring and Measurement; 5.4.9 Evaluation of Compliance 5.4.10 Nonconformity, Corrective and Preventive Action; 5.4.11 Control of Records; 5.4.12 Internal EMS Audit; and, 5.4.13 Management Review. 5.5 Whenever possible activities and information generating environmental records will be captured within the forms and worksheets found in the EMS. Where forms and worksheets do not exist, standard forms will be created, whenever possible. For example, communication logs will be used as a means to ensure that adequate communication records of verbal conversations between the MDT Metromover Facility and the interested parties are captured and retained. 5.6 Hard Copies - a record will only be stored in hard copy if: 5.6.1 Access to the record can not be achieved electronically; 5.6.2 The record was originally generated in hard copy and it is not feasible to generate an electronic copy; 5.6.3 A legal or other requirement requires a hard copy of the record be retained; 5.6.4 An extra backup copy is deemed necessary because the MDT Metromover Facility is conforming to its legal and other requirements; and, WARNING! This document is uncontrolled when printed. Page 3 of 5 Previous versions or printed copies may be obsolete. Verify current revisions using the EMS web site.
Miami-Dade Transit Person Resp. Prepared by Reviewed by Approved by EMS Procedure EP 4.5.4-1 Control of Records Print date: 01/21/2010 Akbar Sharifi Akbar Sharifi EMS Team Page 4 of 5 5.6.5 The MDT Metromover Facility management determines that maintaining a hard copy facilitates better access. 5.7 To ensure hard copy records are properly dispositional or purged as required, the retention time of the records will be input into EP 4.5.4-1FA Control of Records Matrix. 5.8 Hard copy environmental records will be stored and/or maintained in a file cabinet or other suitable record retention manner to protect the records from deterioration or loss and to organize them in such a manner that they are easily retrievable. 5.9 Hard copies of permits issued by regulatory agencies will be kept at the MDT Metromover Facility. 5.10 Electronic Copies - records are to be stored, whenever practical, in an electronic form which will be accessible and organized within the MDT's software structure. 5.11 An electronic file folder, representing each element of the EMS is located within the EMS file folder. When a record is created of an electronic document, the original document is to be copied and pasted in the corresponding file folder labeled “RECORDS”. 5.12 Electronic records are not to be deleted prior to the records expiration date. 5.13 When an expiration date passes, the EMS Management Representative will purge the electronic record within a time frame defined by the MDT's management on a case-by-case basis. At a minimum all records will be maintained at least 3 years. 5.14 If an electronic record is deemed inaccurate or misleading because of an error in the documented information or data, a new record will be created. The old record will not be deleted. A footnote or comment will be added to the newly created record stating the reason for its creation and an explanation describing the error. 5.15 Electronic records will be backed up. Back ups must be saved onto a different computer or server from where the original record is saved. Records will be backed up to computers or servers that are periodically backed up by the MDT's IT department. The MDT's IT department stores back up tapes in a secure environment, safe from theft, fire, or other threats. Alternatively, records may be backed up onto a CD ROM with the CD ROM being stored in a secure environment safe from theft, fire, or other threats. 5.16 Confidential records will be stored, maintained and purged in a manner that is consistent with the MDT's existing confidentiality policies and guidelines. 5.17 Requests by external parties to review records will be handled on a case-by-case basis, with the EMS Mgmt. Representative and Senior Management responding to each request. 5.18 The legal counsel for the MDT will provide guidance / direction to the EMS Management Representative for appropriate retention times of environmental records generated at the MDT Metromover Facility. 5.19 The MDT Metromover Facility will use its existing procedures: EP 4.5.5-1 Internal EMS Auditing, EP 4.5.2-1 Evaluation of Compliance and EP 4.5.3-1 Nonconformity, Corrective and Preventive Action to ensure this Control of Records procedure is adhered to. WARNING! This document is uncontrolled when printed. Page 4 of 5 Previous versions or printed copies may be obsolete. Verify current revisions using the EMS web site.
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Environmental Management System Man
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FIGURES Figure 1 Facility Location
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2. FACILITY DESCPRIPTION The Miami-
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The MDT Metro Mover Facility (MMF)
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3. ENVIRONMENTAL MANAGEMENT SYSTEM
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3.2 EMS Documents An EMS is based o
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4.3 Planning 4.3.1. Environmental a
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authorities are defined, documented
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Refer to Attachment H for a copy of
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4.5 Checking 4.5.1. Monitoring and
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Refer to Attachment O for a copy of
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Figures
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Attachment A Environmental Policy a
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Miami-Dade Transit Verification Ori
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Organization Name: Miami-Dade Trans
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Aspect Identifier Activity/Product/
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Aspect Identifier A9 A10 A11 A12 A1
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Attachment C Legal and Other Requir
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Miami-Dade Transit Metromover Maint
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Miami-Dade Transit Metromover Maint
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Miami-Dade Transit Person Responsib
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Attachment D Objectives, Targets, a
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Miami-Dade Transit Person resp Prep
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Miami Dade Transit Verification Ori
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Miami-Dade Transit Prepared by Revi
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Attachment F Competence, Training,
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1 Miami-Dade Transit Verification O
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17 Miami-Dade Transit Verification
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Benefits of an EMS An EMS provides
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MIAMI-DADE TRANSIT Environmental Ma
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1 Miami Dade Transit Verification O
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Miami-Dade Transit MDT Internal Doc
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Attachment K Emergency Preparedness
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I. Oil Transfer BMPs Best Managemen
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III. Inspections and Maintenance MD
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• The discharged material enters
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Environmental Management System Manual - Miami-Dade Portal

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