DIN EN 16001: Energy Management Systems in Practice - adelphi

54
5. Document and monitor your EnMS
All key elements of your EnMS should be captured
either on paper or electronically and then be recorded.
The documents should be easily accessible and therefore,
preferably filed in a systematic manner. If you
have already introduced a documentation system into
your company, it is recommended that you use it for
your EnMS also in order to save on effort and costs.
These key questions make it easier for you to prepare
an easily understandable documentation system:
•
•
•
What is the subject of the documents?
Which part of the company is affected?
Which activities should be documented?
• For whom is the documentation meant and who
must work with it?
In the following, you will find a list of documents
that are normally included in the documentation
of an EnMS:
• Regulations concerning policy, energy objectives
and energy targets
• Information on significant energy aspects and
processes
•
•
Job instructions
Process information
• Organisational plans, internal and external
regulations
•
Records
• Technical documentation, e.g. installation and
equipment records, record on energy flow and
utilities, maintenance plans, user manuals etc.
•
•
Results of the review of energy aspects
Action plans with references to additional
activities 23
23 According to DIN EN 16001.
Ensure that anyone who is responsible for the documentation
of one or more working areas has access to
the documents. Ensure that the documentation system
is monitored regularly and always kept up-to-date.
All processes related to energy must be documented. It
is necessary to document the reasons for implementing
a certain measure, as well as which energy aspects
(technology, organisation or behaviour) and activities
in the daily work routine are affected by a certain procedure.
The simpler the documents are maintained, the easier
it is to implement the EnMS. Also, keeping your documents
up to date enables you to monitor and measure
your EnMS more easily.
To what extent and detail documentation takes place
depends not only on the size of your company but also
on a series of other factors. A decision should be made
based on the following aspects:
• What are the consequences if the process is not
documented?
• Is it necessary to maintain a record due to legal or
other requirements?
• Is documentation necessary to ensure that the
activity can be traced?
• Does documentation bring with it advantages, e. g.
by making it easier to carry out communication and
training?
• Is documentation necessary for easier maintenance
and reviewing of the EnMS? Is the risk of ambiguity
and deviation reduced due to the documentation?
• Does DIN EN 16001 require processes to be
documented?