ISO 14001:2015 Clause 4.4 Environmental management system

ISO 14001:2015 11 Minutes

ISO 14001:2015 Requirements

To achieve the intended outcomes, including enhancing its environmental performance, the organization shall establish, implement, maintain and continually improve an environmental management system, including the processes needed and their interactions, in accordance with the requirements of this International Standard. The organization shall consider the knowledge gained in 4.1 and 4.2 when establishing and maintaining the environmental management system.

As per Annex A (Guidance on the use of ISO 14001:2015 standard) of ISO 14001:2015 standard it further explains:

The organization retains authority and accountability to decide how it fulfils the requirements of this International Standard, including the level of detail and extent to which it:
a) establishes one or more processes to have confidence that it (they) is (are) controlled, carried out as planned and achieve the desired results;
b) integrates environmental management system requirements into its various business processes, such as design and development, procurement, human resources, sales and marketing;
c) incorporates issues associated with the context of the organization (see 4.1) and interested party requirements (see 4.2) within its environmental management system.
If this International Standard is implemented for (a) specific part(s) of an organization, policies, processes and documented information developed by other parts of the organization can be used to meet the requirements of this International Standard, provided they are applicable to that (those) specific part(s).

1) Establish, implement , maintain and Continually improve an environmental system.

Establishing, implementing, maintaining, and continually improving an Environmental Management System (EMS) involves a structured approach to managing your organization’s environmental responsibilities. Here are the steps to guide you through this process:

1. Establish:

  • Commitment and Leadership:
    • Top management should demonstrate a commitment to environmental management.
    • Appoint an environmental manager or team responsible for developing and implementing the EMS.
  • Policy Development:
    • Develop an environmental policy that reflects your organization’s commitment to environmental protection and sustainability.
    • Ensure the policy is communicated to all employees and stakeholders.
  • Legal and Regulatory Compliance:
    • Identify and understand the environmental laws, regulations, and other requirements that apply to your organization’s activities, products, and services.
  • Environmental Aspects and Impacts Assessment:
    • Identify and assess the environmental aspects and impacts associated with your organization’s operations.
    • Determine the significance of these aspects and impacts.

2. Implement:

  • Setting Objectives and Targets:
    • Establish specific environmental objectives and targets aligned with your policy and legal requirements.
    • Objectives should be measurable, achievable, and time-bound.
  • Environmental Management Programs:
    • Develop action plans or programs to address the identified significant environmental aspects and impacts.
    • Assign responsibilities for implementing these programs to relevant personnel.
  • Documentation and Procedures:
    • Create the necessary documentation for the EMS, including procedures, work instructions, and records.
    • Ensure accessibility and maintenance of this documentation.
  • Training and Awareness:
    • Provide training to employees to ensure they understand their roles and responsibilities within the EMS.
    • Promote environmental awareness among all employees.
  • Operational Control:
    • Implement controls and procedures to manage and reduce environmental impacts.
    • Monitor and control activities that could have a significant environmental impact.

3. Maintain:

  • Emergency Preparedness and Response:
    • Develop plans and procedures for responding to environmental emergencies, such as spills or accidents.
    • Conduct drills and training to ensure preparedness.
  • Monitoring and Measurement:
    • Establish a system for monitoring and measuring key environmental performance indicators.
    • Regularly collect and analyze data to track progress toward objectives and targets.
  • Internal Auditing:
    • Conduct internal audits to assess the effectiveness of the EMS and identify areas for improvement.
    • Take corrective actions to address non-conformities.
  • Management Review:
    • Periodically review the EMS at the highest level of management to assess its ongoing suitability, adequacy, and effectiveness.
    • Make necessary adjustments and improvements.

4. Continually Improve:

  • Continual Improvement Process:
    • Foster a culture of continual improvement by seeking opportunities to enhance environmental performance and reduce environmental impacts.
    • Encourage employees to provide suggestions for improvement.
  • Communication and Reporting:
    • Communicate your organization’s environmental performance and initiatives to stakeholders, including customers, suppliers, and the public.
    • Report on progress and achievements related to environmental objectives and targets.
  • External Certification (Optional):
    • If desired, seek external certification (e.g., ISO 14001) to demonstrate compliance with international standards.

Remember that implementing an EMS is an ongoing process. Regularly review and revise your EMS to adapt to changes in your organization and the external environment. Compliance with the ISO 14001 standard or other relevant environmental standards can provide a structured framework for establishing and maintaining your EMS.

2) Processes needed in accordance with the requirements of this International Standard.

In an Environmental Management System (EMS), various processes and their interactions are critical for effective environmental management. These processes help an organization identify, assess, control, and improve its environmental performance. Here are some key processes and their interactions needed for an EMS:

  1. Environmental Aspects Identification:
    • Process: This involves identifying and evaluating the environmental aspects associated with an organization’s activities, products, and services.
    • Interaction: The identification process interacts with various departments and activities to compile a comprehensive list of environmental aspects.
  2. Legal and Regulatory Compliance:
    • Process: This process involves identifying and understanding the relevant environmental laws, regulations, and other requirements.
    • Interaction: Legal requirements must be integrated into operational processes to ensure compliance.
  3. Environmental Objectives and Targets Setting:
    • Process: Establishing specific objectives and targets for environmental improvement.
    • Interaction: Objectives and targets are influenced by the identification of environmental aspects and legal requirements.
  4. Environmental Management Programs:
    • Process: Developing action plans or programs to achieve the established objectives and targets.
    • Interaction: These programs should address the significant aspects identified earlier and ensure compliance with legal requirements.
  5. Operational Control:
    • Process: Implementing controls and procedures to manage and reduce environmental impacts.
    • Interaction: Operational controls are based on identified aspects and impacts and are designed to meet objectives and targets.
  6. Training and Awareness:
    • Process: Providing training to employees to ensure they are aware of their roles and responsibilities regarding environmental management.
    • Interaction: Training ensures that employees understand how to follow established procedures and control measures.
  7. Monitoring and Measurement:
    • Process: Implementing a system to monitor and measure key environmental performance indicators.
    • Interaction: Data collected through monitoring is used to assess the organization’s progress toward objectives and targets and to identify areas for improvement.
  8. Internal Auditing:
    • Process: Conducting internal audits to evaluate the effectiveness of the EMS and identify non-conformities.
    • Interaction: Audits help verify the implementation of procedures and controls.
  9. Management Review:
    • Process: Periodic reviews at the highest management level to assess the EMS’s ongoing suitability, adequacy, and effectiveness.
    • Interaction: Management reviews consider audit results, compliance, and progress toward objectives to drive continual improvement.
  10. Continual Improvement:
    • Process: Encouraging a culture of continual improvement by seeking opportunities to enhance environmental performance.
    • Interaction: Improvement initiatives are based on the outcomes of monitoring, audits, and management reviews.
  11. Communication and Reporting:
    • Process: Establishing communication processes to engage with stakeholders and report on environmental performance.
    • Interaction: Effective communication ensures that stakeholders are informed about the organization’s environmental efforts and achievements.
  12. Emergency Preparedness and Response:
    • Process: Developing plans and procedures to respond to environmental emergencies.
    • Interaction: Preparedness plans are essential to mitigate the potential impacts of emergencies identified during the aspects assessment.

These processes and their interactions form the core of an EMS and are designed to work together to achieve the organization’s environmental objectives, maintain compliance with legal requirements, and continually improve environmental performance. Properly integrated, they help organizations minimize their environmental footprint and contribute to sustainability goals.

3) To achieve the intended outcomes, including enhancing its environmental performance

Achieving the intended outcomes, including enhancing environmental performance, in an Environmental Management System (EMS) involves a systematic approach and commitment from the organization. Here are steps and strategies to help achieve these outcomes:

  1. Top Management Commitment: Ensure that top management is fully committed to achieving the intended outcomes and enhancing environmental performance. Top management should actively support the EMS and set a clear example for the organization.
  2. Environmental Policy: Develop a robust environmental policy that reflects the organization’s commitment to environmental protection and continual improvement. Ensure that the policy is communicated throughout the organization.
  3. Setting Objectives and Targets: Establish specific, measurable, achievable, relevant, and time-bound (SMART) environmental objectives and targets. Objectives should be aligned with the organization’s environmental policy and significant environmental aspects.
  4. Environmental Aspects and Impacts Assessment: Identify and assess all significant environmental aspects and their potential impacts. Prioritize aspects and impacts based on their significance to focus efforts where they matter most.
  5. Legal and Regulatory Compliance: Ensure that the organization is aware of and complies with all relevant environmental laws, regulations, and other requirements.
  6. Environmental Management Programs: Develop action plans or programs to address the identified significant environmental aspects and impacts. Assign responsibilities, set timelines, and allocate resources for program implementation.
  7. Operational Controls: Implement controls and procedures to manage and reduce environmental impacts. Monitor and control activities that have the potential to cause harm to the environment.
  8. Training and Awareness: Provide training to employees to ensure they are aware of their roles and responsibilities in environmental management. Foster environmental awareness among all employees.
  9. Monitoring and Measurement: Establish a system for monitoring and measuring key environmental performance indicators. Regularly collect and analyze data to track progress toward objectives and targets.
  10. Internal Auditing: Conduct internal audits to assess the effectiveness of the EMS and identify areas for improvement. Document and address non-conformities.
  11. Management Review: Periodically review the EMS at the highest level of management to assess its ongoing suitability, adequacy, and effectiveness. Make necessary adjustments and improvements.
  12. Continual Improvement: Foster a culture of continual improvement by seeking opportunities to enhance environmental performance and reduce environmental impacts. Encourage employees to contribute ideas for improvement.
  13. Communication and Stakeholder Engagement: Communicate the organization’s environmental performance and initiatives to stakeholders, including customers, suppliers, and the public. Engage with stakeholders to understand their concerns and incorporate their feedback into the EMS.
  14. External Certification (Optional): If desired, seek external certification (e.g., ISO 14001) to demonstrate compliance with international standards.
  15. Document and Share Successes: Document and celebrate environmental achievements and successes within the organization to maintain motivation and engagement.
  16. Benchmark and Learn from Others: Benchmark your organization’s environmental performance against industry peers and learn from best practices.
  17. Innovation and Technology: Explore innovative technologies and practices that can further improve environmental performance and sustainability.
  18. Review and Update: Regularly review and update the EMS to adapt to changes in the organization and the external environment.

By following these steps and integrating environmental considerations into daily operations, an organization can achieve its intended outcomes, including enhancing environmental performance, within its EMS. The commitment to continual improvement and a proactive approach to environmental management are key to long-term success.

4) The organization shall consider the knowledge gained in 4.1 and 4.2 when establishing and maintaining the environmental management system.

To consider the knowledge gained from Clause 4.1 and Clause 4.2 in the establishment and maintenance of an Environmental Management System (EMS), organizations should follow these steps:

  1. Identify Relevant Information:
    • Review the information gathered during the process of understanding the organization and its context (Clause 4.1) and identifying the needs and expectations of interested parties (Clause 4.2).
  2. Environmental Aspects and Impacts Assessment:
    • Use the knowledge gained to inform the identification and assessment of environmental aspects and impacts associated with the organization’s activities, products, and services.
    • Consider how internal and external factors identified in Clause 4.1 (e.g., legal requirements, market conditions, societal concerns) may influence environmental performance and risk.
  3. Legal and Regulatory Compliance:
    • Ensure that the organization’s EMS is designed to address the legal and regulatory requirements identified in Clause 4.1.
    • Integrate compliance efforts with the organization’s context to maintain alignment with changing legal obligations.
  4. Setting Objectives and Targets:
    • When establishing environmental objectives and targets (as per Clause 6.2), take into account the knowledge of the organization’s context (Clause 4.1) and the needs and expectations of interested parties (Clause 4.2).
    • Ensure that objectives and targets are relevant to the organization’s external and internal circumstances.
  5. Environmental Management Programs and Controls:
    • Develop environmental management programs and controls that are responsive to the identified aspects and impacts, considering both internal and external influences.
    • Adapt controls and procedures to align with changing contextual factors.
  6. Communication and Stakeholder Engagement:
    • Use the information gathered in Clause 4.2 to tailor communication strategies and engagement approaches to meet the needs and expectations of interested parties.
    • Consider how the organization’s context (Clause 4.1) influences stakeholder relationships and communication priorities.
  7. Monitoring and Measurement:
    • Establish a system for monitoring and measuring key environmental performance indicators that reflect the organization’s context and stakeholder concerns.
    • Regularly review and update monitoring parameters based on the changing context.
  8. Internal Auditing and Management Review:
    • During internal audits (Clause 9.2) and management reviews (Clause 9.3), use the knowledge gained in Clauses 4.1 and 4.2 to assess the effectiveness of the EMS in addressing contextual factors and stakeholder needs.
    • Adjust the EMS as necessary to respond to audit findings and management review outcomes.
  9. Continual Improvement:
    • Continually assess how changes in the organization’s context (Clause 4.1) and evolving stakeholder needs (Clause 4.2) can lead to opportunities for improving environmental performance.
    • Encourage employees to contribute ideas for improvement based on their awareness of contextual factors.
  10. Documentation and Reporting:
    • Document how the knowledge from Clauses 4.1 and 4.2 informs EMS decisions, processes, and outcomes.
    • Report on how the organization considers its context and stakeholder needs in its environmental performance reporting.

By actively integrating the knowledge gained from Clause 4.1 and Clause 4.2 into the various elements of the EMS, organizations can ensure that their environmental management approach remains relevant, responsive, and aligned with their specific circumstances and stakeholder expectations. This approach helps organizations to proactively manage risks, identify opportunities, and continually improve their environmental performance.

Documented Information required

There is no mandatory requirement for this clause. How ever following documents and records establishes the implementation of this clause

Documents:

  1. Environmental Policy : The organization must establish, document, and maintain an environmental policy. This policy should outline the organization’s commitment to environmental management.
  2. Scope of the EMS : The organization must define and document the scope of its EMS. This document should describe the boundaries of the organization’s environmental responsibilities.
  3. Environmental Aspects and Impacts :The organization needs to document its process for identifying and assessing environmental aspects and their associated environmental impacts.
  4. Legal and Other Requirements :Documentation of how the organization identifies and has access to the legal and regulatory requirements that apply to its environmental aspects.
  5. Environmental Objectives and Targets:The organization must document its environmental objectives and targets, including those that are relevant to its significant environmental aspects.
  6. Environmental Management Programs and Controls :Documentation of the programs and controls the organization has established to achieve its environmental objectives and targets.
  7. Roles, Responsibilities, and Authorities :Documented information describing the roles, responsibilities, and authorities of personnel involved in the EMS.
  8. Competence, Training, and Awareness :Documentation of processes related to personnel competence, training, and awareness in environmental matters.
  9. Communication :Documentation of the organization’s approach to internal and external communication regarding environmental issues, including responses to external communications relevant to significant environmental aspects.
  10. Documented Information Control :Documentation of procedures to control the creation, approval, distribution, and maintenance of documents and records.

Records:

  1. Records of Significant Environmental Aspects and Impacts:Records of the significant environmental aspects and their environmental impacts identified and assessed by the organization.
  2. Records of Compliance with Legal and Other Requirements:Records demonstrating the organization’s compliance with applicable legal and regulatory requirements.
  3. Records of Environmental Objectives and Targets:Records of the establishment and achievement of environmental objectives and targets.
  4. Records of Environmental Management Programs and Controls:Records of the implementation and performance of environmental management programs and controls.
  5. Records of Training and Competence:Records of employee training and competence in environmental matters.
  6. Records of Communication:Records of communications both internal and external related to environmental issues, including complaints and responses.
  7. Records of Monitoring and Measurement Results:Records of monitoring and measurement activities related to environmental performance.
  8. Records of Internal Audits:Records of the results of internal EMS audits, including any non-conformities identified and corrective actions taken.
  9. Records of Management Review:Records of management reviews of the EMS, including decisions and actions related to improvements.
  10. Records of Emergency Preparedness and Response:Records of emergency preparedness and response activities.

These documents and records are essential for demonstrating compliance with ISO 14001:2015 requirements and for ensuring the effectiveness and continual improvement of the EMS. The organization should establish and maintain these documents and records as part of its environmental management system.

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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