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BS OHSAS 18001Your implementation guide
Protect your people and your reputationwith BS OHSAS 18001BS OHSAS 18001 is the internationally recognizedmanagement system standard for OccupationalHealth & Safety (OH&S).BS 8800:1996, (a specification for an occupationalhealth and safety management system) was firstdeveloped.It’s a great way to create a safer working environment,reduce risk, and meet OH&S related compliancerequirements.This guide shows you how to implement BS OHSAS18001 in your organization and get the most out of itfor the long term. We also showcase our additionalsupport services, which can help you not onlyachieve certification, but uncover further businessimprovements.At BSI we have the experience to help you get themost from BS OHSAS 18001. In fact we’ve beenleading the way in OH&S related standards since“The knowledge and expertise of the BSI Assessor isvery professional. It is a pleasure to have him on site.”ICL UK, global manufacturer of essential mineralsContents Benefits BS OHSAS 18001 clauseby clause Top tips from our clients Your BS OHSAS 18001 journey BSI Training Academy BSI Business ImprovementSoftware2
How BS OHSAS 18001 works andwhat it delivers for your organizationYou can’t afford to overlook workplace health & safety. It only takes one accident to destroy a reputation.BS OHSAS 18001 is the internationally recognized management system standard that helps you to manageoccupational health and safety (OH&S), minimize risk, safeguard your reputation, and keep your workplacesafe. It’s a flexible and scalable solution, not just applicable to industries traditionally associated with highrisks such as construction, mining, or engineering. It’s designed for organizations large or small whether youare manufacturing a product or delivering a service.BS OHSAS 18001 helps you to create a framework to be both proactive and reactive about the way OH&Sis managed. You can use it to meet regulatory requirements, and to help achieve business objectives. It’sstructured in a way that requires you to review and continually improve your OH&S processes which helps avoidcomplacency, stay on top of changes to legislation, and safeguard your brand. That’s why BS OHSAS 18001really adds value.Benefits of BS OHSAS 18001*78%61%57%Complies withregulationsReducesbusiness riskInspires trust inyour business55%53%Protects yourbusinessReduces the likelihoodof mistakes*Source: BSI Benefits survey - BSI clients were asked which benefits they obtained from BS OHSAS 180013
How BS OHSAS 18001 worksPlan-Do-Check-Act (PDCA) is the operating principle of BS OHSAS 18001. It’s applied to all processesand the OH&S Management System (OH&SMS) as a whole. When you follow this cycle you will beable to effectively manage and continually improve your organization’s effectiveness.& Safety ManaealthgemHlaentSit onpaImplementationmteand t your plans withina structured managementframeworkCheckingCheckActActCorrect and improve your plansto meet or exceed your plannedresultsysPlanEstablish objectives and draft yourplans, analyze your organization’scurrent systems, establish overallobjectives set interim targetsfor review and develop plans toachieve themOccuThe four stages of the Plan-Do-Check-Act Cycle involveReview andimproveCheckMeasure and monitor youractual results against yourplanned objectivesSome of the core concepts of BS OHSAS 18001 are:4ConceptCommentAcceptable riskA risk that can be tolerated by the organizationDocumentInformation in any mediumHazardA source, situation or act with potential for harm in terms of injury or ill healthor a combination of theseHazard identificationThe process of recognizing a hazardIncidentWork-related event(s) in which injury, ill health, or fatality occurred, or couldhave occurredInterested partyA person or group, inside or outside the workplace, concerned with or affectedby the OH&S performance of the organizationOH&S objectiveOH&S goal, in terms of OH&S performance that an organization sets itself toachieveManagement reviewThe process by which management evaluates the progress and achievementsof the OH&SMSOH&S performanceMeasurable results of an organization’s management of its OH&S risksRisk assessmentThe process of evaluating risks arising from a hazard, considering the adequacyof existing controls, and deciding whether or not the risk is acceptableWorkplaceAny physical location where workplace activities are performed under thecontrol of the organization
Key requirements ofBS OHSAS 18001Clause 1: ScopeThe first clause covers the scope of the standard.Clause 2: Reference publicationsBS OHSAS 18002, and ILO:2001, Guidelines onOH&SMS are referenced in the second clause.Clause 3: Terms and definitionsThis clause details the key terms and definitionscontained in the standard.Clause 4: OH&S Management SystemrequirementsThe requirements of the standard are contained inClause 4 which is split into 6 sub-clauses.Clause 4.1: General requirementsThis section requires an organization to establish,document, implement, maintain, and continuallyimprove an OH&SMS. It also requires the organizationto define the scope of this. This will require you toconsider the activities the organization performs andthe number of locations in which you operate.Clause 4.2: OH&S policyThis is where the responsibilities of top managementin relation to the organization’s OH&S policy needto be defined. The policy must be appropriate tothe nature and size of the organization, includea commitment to the prevention of injury and illhealth, and to at least comply with all applicable legalrequirements.It must also be communicated to all employees,interested parties, and anyone else working on behalfof the company, for example subcontractors.This section of the standard stipulates that theOH&S policy needs to be documented, implemented,and maintained so that it is kept up-to-date. This isvalidated through management reviews.Clause 4.3: PlanningThis sub-clause is concerned with the identificationand assessment of risks, and how controls to managethese risks are determined. You’ll need to have asystem in place to assess risks to reduce or mitigatetheir effect. How you do this is up to you but yourapproach must be consistent with the requirementsof the standard.Relevant legal OH&S requirements must be metand information regarding this kept up-to-date. Theorganization also needs to ensure that those workingunder it’s control are made aware of these legalrequirements.Documented OH&S objectives need to be identifiedwhich need to be measureable and consistent withthe OH&S policy. You’ll also need to consider theorganization’s financial, operational and businessrequirements as well as the views of interested parties.5
Programmes to achieve the objectives of theOH&SMS need to be put in place and the peopleresponsible for these must be identified. These mustbe regularly reviewed and adjusted if required tomake sure these objectives are achieved.Clause 4.4: Implementation and operationThe first part of this sub-clause requires topmanagement to show their commitment to theOH&SMS. This is by ensuring that resources, (includinghuman, technological, financial or infrastructurerelated), are made available to maintain, implementand improve it.Roles, responsibilities and accountabilities relatedto the OH&SMS must be defined to ensure itseffectiveness. A member of top management mustbe appointed as the management representative withresponsibility for the OH&SMS. They need to report onthe implementation and performance of the system(including opportunities to improve it), to the rest ofthe management team.It also covers the competency of those working underthe organization’s control to ensure that they have theappropriate levels of training, education or experiencein relation to the OH&SMS. Training records need tobe maintained and kept up-to-date. Training must takeaccount of differing levels of responsibility, ability, risk,and literacy.6You will need to make sure your OH&S policy isclearly communicated at all levels, both inside andoutside the organization including to visitors andsubcontractors. There is a specific requirement foremployees to be involved in hazard identification, riskassessments and the determination of controls. Theyalso need to be appropriately involved should there bean accident investigation.This section of the standard requires a system is putin place to manage and control the documentationthat supports the OH&SMS. This should includethe OH&S policy and objectives, the scope, and anynecessary documents that help ensure its effectiveimplementation and operation.These documents must be controlled, and theremust be a process for reviewing documents. Changesneed to be tracked, and obsolete versions must beidentifiable so they are not used unintentionally.The organization needs to identify activities that takeplace which represent a hazard and controls needto be put in place that minimize any OH&S risks fromthem.The final part of this sub-clause covers how to dealwith an emergency and your preparedness for it. Youwill also need to identify potential emergencies thatcould take place and consider any relevant regulations.You may wish to consider periodic testing ofemergency procedures with scenarios such as mock
drills. What you learn from these may then be used tocontinually improve your OH&SMS.Clause 4.5: CheckingThis sub-clause focuses on the need to monitorand measure your OH&SMS on a regular basis. Thisincludes quantitative and qualitative, proactive andreactive measures. Any equipment used to monitor orrecord this data needs to be calibrated and recordskept.You will need to put in place a way of recording,investigating and analyzing incidents. This includesidentifying any OH&S deficiencies that couldhave contributed to the underlying cause of theincident. You’ll also need to show how the processfor investigating incidents helps identify correctiveactions, preventive actions, or to identify opportunitiesfor improvement.This section covers dealing with nonconformitiesand corrective actions. If this process uncovers newhazards which necessitate new controls being putin place then you’ll need to assess the risk of this.Corrective actions need to be proportionate to themagnitude of the OH&S problem which has occurred.Records need to be kept and maintained to showconformity to the OH&SMS. You will also need to putin place a way of maintaining, storing, protecting, andretrieving these records.Internal audits need to be completed on a regularbasis to keep your OH&S management systemup to date so it meets the requirements of yourorganization. The results of these audits need to beshared with the management teamClause 4.6: Management ReviewThis final section of the standard requires you to havein place a schedule for top management reviews ofyour OH&SMS. These must take place at plannedand regular intervals. Their purpose is to ensure theOH&SMS is effective, and continually being improved.During these reviews you’ll need to provide an updateon a number of key areas. This includes the resultsof internal audits, an evaluation of compliance withlegal or other requirements, and any opportunitiesfor further improvement. You will also need togive an update on your OH&S performance. Theresults or status of any incident investigation needto be reported as well as a summary of any areasfor improvement in the OH&SMS that have beenidentified.You will need to record the outputs of these reviews,retain them, and ensure that they are made availablefor communication and consultation.7
Top tips on making BS OHSAS 18001effective for youEvery year we have interactions with tens of thousands of clients. Here are their top tips. Top management commitment is keyto making implementation of BS OHSAS 18001a success. They need to be actively involvedand approve the resources required.“The earlier that you talk to senior managers,the better it will go, so have those discussionsearly.” Overbury, UK fit-out and refurbishment businessThink about how different departmentswork together to avoid silos. Make sure theorganization works as a team for the benefit ofcustomers and the organization.“Independent assessment and certification toa recognized standard is an important way forus to clearly demonstrate our commitmentto the safety of our employees and the widercommunity”Cambridgeshire Fire & Rescue ServiceReview systems, policies, procedures andprocesses you have in place – you may alreadydo much of what’s in the standard, and make itwork for your business. You shouldn’t be doingsomething just for the sake of the standard – itneeds to add value.“Don’t try and change your business to fit thestandard. Think about how you do things andhow the standard reflects on how you do it,rather than the other way round.”Speak to your customers and suppliers. Theymay be able to suggest improvements and givefeedback on your service.“The BSI Assessor was very knowledgeableand thorough and this will help us achievecontinual improvements.”Overbury, UK fit-out and refurbishment businessNippon Gohsei UK Ltd, synthetic chemical companyTrain your staff to carry out internal auditsof the system. This can help with theirunderstanding, but it could also providevaluable feedback on potential problems oropportunities for improvement.And finally, when you gain certificationcelebrate your achievement and use theBSI Assurance Mark on your literature,website and promotional material.8“The Internal Auditor course has allowed me toapproach auditing with a new confidence”Landis Gyr UK Ltd, metering solutions company
Your BS OHSAS 18001 JourneyWhether you’re new to Occupational Health & Safety Management or looking to enhance your currentsystem, we have the right resources and training courses to help you understand and implementBS OHSAS 18001. We can help make sure your system keeps on delivering the best for your business.Wehelp yo
BS OHSAS 18001 helps you to create a framework to be both proactive and reactive about the way OH&S is managed. You can use it to meet regulatory requirements, and to help achieve business objectives. It’s structured in a way that requires you to review and continually improve your OH&S processes which helps avoid complacency, stay on top of changes to legislation, and safeguard your
