Legal and other requirements procedure

ISO management system procedures and forms

Introduction and purpose

The legal and other requirements procedure and register describe how to identify and monitor applicable health and safety related legal requirements and other requirements that can potentially introduce new risks or opportunities to an organization’s operations.

Application and scope

The legal and other requirements procedure has been developed to assist in meeting the requirements of Clause 6.1.3 of ISO 45001:2018 - legal and other requirements.

First and foremost, your organization should ensure that, at a minimum, all legal requirements that apply to work place safety are identified and met; and secondly, that elements of work place health and safety legislative requirements, safety management standards and practices are incorporated where necessary to establish and maintain a health and safety management system that effectively supports the implementation of best available techniques.

The legal requirements procedure includes four essential form templates referenced from the procedure, supplied in .docx and .xlsx formats that can be retained as hard or soft copies.

Legal requirements register

Organizations should maintain an indexed list of relevant legal requirements and other requirements such as standards and procedures in connection with identified safety critical tasks and associated hazards by referencing the minimum acceptable legal, industry standards and technical specifications against the associated equipment and operating routines.

The legal requirements register must be maintained and updated to reflect new requirements as and when they emerge. Regularly review and update the legal requirements register to reflect new and amended requirements. Formally review the register within management review meetings and document the results of the review within the minutes of the meetings.

Legal and other requirements should be reviewed for applicability regularly, with assistance from automatic emails received whenever legislation is updated or newly published. Legislative requirements should be updated through membership in peak professional bodies and subscriptions to legislative updating services.

Hazard identification register

Set out in a table format; the hazard identification register can present a great deal of information in just a few pages or on a single computer screen. The hazard register can capture and consider the operational environment and the various organizational capabilities (people, processes, technologies) that could degrade safety performance.

SWOT analysis

A SWOT analysis can uncover areas of the business that are holding you back or that your competitors could exploit if you do not protect yourself. Many criteria will apply to more than one quadrant in the matrix. Identify the criteria appropriate to your own situation. The relevance of internal climate change considerations should be captured in this document.

PESTLE analysis

A workshop approach is often best when undertaking a PESTLE analysis. Organizations should include climate change as an external issue in their PESTLE analysis and make a statement on its relevance. This should be discussed during management review meetings and recorded in the review meeting minutes.

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