System Documents

The principal elements of the system describe the following documents required by the ISO 14001 EMS Standard:


  • Environmental Policy
  • Environmental aspect
  • Legal and other requirements
  • Environmental objectives & targets
  • Environment Management Programs
  • Organisational Structure and Responsibility
  • Training, Awareness, and Competence
  • Communication
  • Document Control
  • Operational Control
  • Emergency Preparedness and Response
  • Monitoring and Measurement
  • Non-Conformance and Corrective and Preventive Action
  • Records
  • Environmental Management System Audit
  • Management Review

Our Policy and documentation is the heart of our EMS.  These two fundamentals are prudent to the success of our EMS for a number of reasons, such as:


  • Consistency,
  • Assessment of progress,
  • Demonstration (i.e. demonstrating an EMS that is complete and functional).


Our EMS Documentation is better depicted in the diagram below:

      Environmental Aspects

Our Cross Functional Team (CFT) identifies the environmental aspects that the facility controls and over which it may be expected to have an influence, and determines which of those aspects are considered significant.

Discussions regarding significance are recorded in CFT meeting minutes. These aspects are reviewed at least semi-annually by the CFT or when there is a new or changed process or activity at the facility. The EMS Coordinator (EMSC) maintains CFT minutes and other records.


      Legal and Other Requirements

Ellies has established an environmental procedure for the purpose of identifying, accessing, and communicating legal and other requirements that are applicable to the facility. Additional information is also available through legal publications. Local regulations are identified, accessed, and communicated by the EMS Custodian. At least annually, the EMS Custodian will review the most current, national, regional, provincial, state, and local legal and other requirements as applicableto Ellies.


      Environmental Objectives and Targets

The CFT has developed objectives and targets for each significant environmental aspect.  These objectives and targets define:

  1. The performance objectives (Investigate/Study, Control/Maintain, or Improve, etc.) foreach significant environmental aspect;
  2. The specific, quantified targets that define those performance objectives;and
  3. The planned deadlines for the achievement of those targets.

Objectives and targets are developed consideringsignificant environmental aspects, technological options and financial, operational, and business plans; and the views ofinterested parties.


      Environmental Management Programs

The CFT establishes environmental management programs (EMPs) as a means to achieve objectives and targets. These programs define the principal actions to be taken, those responsible for undertaking those actions, and the scheduled times for their implementation. The EMPs are developed by the CFT and approved by senior management.


      Organizational Structure and Responsibility

Environmental management system roles, responsibilities, and authorities are defined at relevant functions and levels within the facility. Top management provides the resources essential to the implementation and control of the environmental management system, including: training; human resources; specialty services; financial resources; and technical and informational services.

The EMSC has primary responsibility for establishing, operating, and maintaining the EMS. The CFT provides routine EMS supportand reports directly to the EMSC.


      Training, Awareness and Competence

Ellies identifies, plans, monitors, and records training needs for personnel whose work may have a significant impact upon the environment.These jobs are referred to as Significant Jobs, and these can either be Level 1 Significant Job, or Level 2 Significant Job. Both Jobs are significant as they are compliance drivers.

Level 1 Significant Jobs – These are jobs that are directly involved with the task that is being performed, and has some level of environmental responsibility (e.g. Technicians)

Level 2 Significant Jobs – These are jobs that carry accountability.  They are not on the coalface but the decisions made have significant impacts on our environmental responsibilities.

Ellies has an environmental procedure to train employees at each relevant functionand level so they are aware of the environmental policy, significant environmentalaspects, their roles and responsibilities in achieving conformance with the policy andprocedures, and with the requirements of the environmental management system.

Thetraining coordinator is responsible for maintaining employee training records.Appropriate records are monitored and reviewed on a scheduled basis. Competency isdetermined by the employee’s line-manager or supervisor. 



Ellies has established and will maintain a procedure for internal and external communications regarding environmental aspects and the EMS.  Ellies has considered a process for external communication on its SEAs and has decided to make that information available on request, (From May 2014).


      Environmental Management System Documentation

Our EMS identifies all relevant documents to the system. A copy of EMS documents, system procedures and forms are available on request. 


      Document Control

Ellies has established an environmental procedure for controlling all documentation related to the environmental system. This procedure describes where documents can be located, how and when they are reviewed. The procedure ensures that current versions are available and that obsolete documents are promptly removed from use or are suitably identified. Controlled documents are obtainable from the EMSC. A list of controlled documents is available from EMSC.


      Operational Control

The CFT is responsible for identifying operations and activities associated with significant environmental aspects that require operational controls in procedures, work practices, or environmental management programs.

These documents define the mechanisms for the establishment, implementation and maintenance of the EMS and ensure that the system is maintained in accordance with the environmental policy, objectives, and targets and is communicated to suppliers and contractors.


      Emergency Preparedness and Response

Ellies has an environmental procedure to identify the potential for and torespond to accidents and emergency situations and for preventing and mitigating theenvironmental impacts that may be associated with them. Emergency methods are reviewed by the CFT on an annual basis and after the occurrence of accidents oremergency situations.


      Monitoring and Measurement

Ellies has established an environmental procedure to monitor and measurethe key characteristics of its operations and activities that can have a significant impacton the environment. This procedure includes calibration and maintenance requirementsand ensures that records will be retained.

We have established an Environmental Regulatory Compliance Program.  The Procedure outlines the requirements to periodically review regulatorycompliance and report results to management on a yearly basis.


      Nonconformance, Corrective and Preventive Action

Ellies has an environmental procedure for defining responsibility andauthority for handling and investigating nonconformance, for taking action to mitigateimpacts, and for initiating and completing corrective and preventive action. Anychanges in procedures resulting from corrective and preventive actions areimplemented and recorded.



Ellies has an environmental procedure for the identification, maintenance,and disposal of environmental records. These records include training records and theresults of audits and reviews. They are readily retrievable and protected against damage,deterioration, and loss. The branches updates their information with the EMSC.

Record and document retention is also specified in the record procedure.


      Environmental Management System Audit

Periodic system audits are conducted to ensure that the EMS has been properly implemented and maintained. The results of these audits are provided to management.  Audits are performed according to a schedule that is based on the environmental importance of an activity, the results of previous audits, and the audit schedule.


      Management Review

Ellies has a procedure for Environmental Management System Management Review.  Top management reviews all elements of the EMS annually to ensureits continuing suitability, adequacy, and effectiveness. The minutes of the Meeting are recorded and kept by the EMSC.