Owner: EMS Coordinator
 Approver: EMS Core Team/EMS Management Review Team

Purpose/Overview

To inventory all document and record requirements appropriate to MCAS Miramar's environmental programs and practices, and to identify other documents and records essential to the efficient operation of the EMS.

To implement a system for document and record control so that the records are protected, the documents are maintained, and both are available and accessible when and where needed.

Definitions

• process information
• organizational charts
• internal standards
• site emergency plans

Record - provides procedures for identification, maintenance, disposition of records, and records the extent to which planned objectives and targets have been met.  Records may include:

• information on applicable environmental laws or other requirements
• complaint records
• training records
• process information
• product information
• inspection, maintenance, and calibration records
• pertinent contractor and supplier information
• incident reports
• information on emergency preparedness and response
• information on significant environmental aspects
• audit results
• management reviews

Document Control - All actions taken regarding the documents from creation to final disposition, including creation, retention, storage, revision, version control, disposal, and permanent archiving.

USMC EMS Conformance Criteria

• The installation inventories all document and record requirements appropriate to its environmental programs and practices, and identifies other documents and records essential to the efficient operation of its EMS.
• The installation implements a system to maintain documents and records, so that they:
  • Can be located
  • Are reviewed and updated as necessary (documents)
  • Are protected from alterations or damage (records)
  • Are available when and where needed
  • Are removed or archived, as appropriate, when obsolete

MCAS Miramar EMS Procedure/Process Description

The EMS Core Team and the EMD Program Managers are responsible for identifying all document and record requirements appropriate to its environmental programs and practices and essential to the efficient operation of the EMS. The environmental document and record requirements are determined from the applicable regulatory and policy requirements, as described in the EMS Requirements and EMS Policy. Environmental documents/records are maintained by each Division and are made available to auditors/inspectors, contractors and  Miramar staff upon request. Meeting minutes are maintained by the EMS Coordinator.

1. Document Control

1.1 The current version of each controlled document is maintained electronically on the designated electronic storage system (e.g., computer disk drive, web server, etc.). The primary site for EMS information and updates is located at www.miramarems.com. Any changes made to the EMS information on the Miramar EMS web site will automatically update the HEAP Portal EMS information and any other sites that the Miramar EMS web site is linked to. Electronic backups are maintained in accordance with applicable Marine Corps electronic data management policies and procedures.

1.2 All controlled EMS documents contain a Document Change History Table near the bottom of the file. This table can be used to track the nature and date of each document revision. Each time a controlled document is revised, the following information should be added to the Document Change History Table:

• Revision Dates - the date of each document revision
• Nature of Revisions - a brief description of the nature of the revision
• Names of Document Review Participants - list the name of each individual who participated in the document review/revision

1.3 Controlled documents can be originated by anyone at the base who can demonstrate the value and need for such a document. The EMS Coordinator is typically responsible for reviewing, approving and managing documents related to administration of the overall EMS. Unit Environmental Coordinators are typically responsible for reviewing, approving and managing Operational Control Procedures and associated documents such as forms.

1.4 When document revisions are needed, the document approver makes appropriate revisions to the document and routes a draft revision to Unit Environmental Coordinators likely to be affected by the changes for review, with a specified timeframe for providing comments. Comments received on the document revision are reviewed by the document approver and incorporated, as appropriate. The document approver shall notify the provider(s) of comments, which are not addressed in the revision, of the reasons why the comments were not addressed. Upon approval of document revisions, the document approver posts the revised document to the electronic storage system and notifies affected individuals that a change has been made. Notifications are made via email or other appropriate form of communication in accordance with the COMMUNICATION management system element.

1.5 Unit Environmental Coordinators are responsible for notifying affected personnel, under their direction, of relevant document changes.

1.6 Base personnel may print documents from the system for instructional, reference or knowledge purposes. However, personnel are responsible for understanding that printed documents are current only as of the date and time printed. Base personnel must verify that printed documents are current prior to use. This can be accomplished by checking the Document Change History Table included at the bottom of the controlled, electronic version of the document. Individuals who print controlled documents are responsible for destroying those documents immediately after use.

1.7 Documents are periodically reviewed to ensure MCAS Miramar's needs continue to be met.  Document approvers establish the frequency for and ensure the performance of these periodic reviews.

2. Record Control

Document Change History