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Environmental Standard 6 (ES6)ICT Suppliers and Environmental Management

GUIDELINES and EMS CHECKLIST

Contents

PAT !"GUIDELINES############################################################################$

INT%DUCTI%N################################################################################$

THE STANDAD################################################################################$

SUPPLIEROPTIONS ALIGNMENTORCERTIFICATION.....................................................2

PUP%SE %& THIS STANDAD###########################################################'

(HEN D%ES THIS STANDAD APPL)##################################################'

DE&INITI%NS AND INTEPETING THIS STANDAD#############################'

ISO 14001:2004 ANDENVIRONMENTALMANAGEMENTSYSTEMS................................3SCOPEOFES6 INICT PROCUREMENT......................................................................3

ISO 14001 EMS CERTIFICATION............................................................................4APPL)ING THE STANDAD IN ICT P%CUEMENT################################*

TENDERPHASE....................................................................................................4TENDEREVALUATIONPHASE...................................................................................4CONTRACTPHASE NEGOTIATION, IMPLEMENTATIONANDREVIEW..................................CHEC!LISTFOREVALUATINGEMS PROCUREMENTRE"UIREMENT...................................

C%%DINATED P%CUEMENT##########################################################+

EC%MMENDED EADING AND ES%UCES#######################################,

PAT $"IS% !*--! CHECKLIST &% AGENCIES#######################################.

PUP%SE %& THE EMS CHECKLIST#####################################################.USING THE EMS CHECKLIST##############################################################.

GLOSSARYOF!EYEMSTERMS.............................................................................10

IS% !*--! EMS CHECKLIST#############################################################!!

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A#$%&*'&( G-(-(%ICT S#$%&'(&)'*'%+ P*&( 2010201

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PAT!" GUIDELINES

Introduction

TheAustralian Government ICT Sustainability Plan 2010-2015(ICT Sustainability Plan)

introduces a number of strategies and actions aimed at assisting agencies to better managethe environmental performance and impacts of the information and communicationstechnology (ICT) they procure and use.

Section 2 of the ICT Sustainability Plan focuses on improving sustainable ICT procurementwithin ustralian !overnment agencies" given the government is a ma#or consumer of ICTproducts and services. It introduces si$ mandatory environmental standards into ICTprocurement processes to establish minimum levels of environmental performance forrelevant ICT ac%uisitions. These standards also signal to suppliers and manufacturers theustralian !overnment&s intentions for improved ICT sustainability practices.

This is also supported by the 'epartment of inance and 'eregulation&s guidance on theprinciples and practices of incorporating sustainability when purchasing for the ustralian

!overnment.The sustainability guidance is under the Procurement Policy Framework"which establishes the !overnment&s e$pectation for all departments and agencies whenperforming duties in relation to procurement.2It also governs how agencies procure propertyor services and reinforces the fundamental procurement principle of value for money.

The standard

The following guidelines have been developed to help agencies" and suppliers" tounderstand and apply nvironmental Stan!ar! "* +S, (-o$ ) within the conte$t of ICTprocurement in ustralian !overnment operations.

Box 1: ICT Sustainability Plan +S, +$tract

Adoption by suppliers o an environmental mana!ement system (E"S) ali!ned tothe IS# 1$%%1 standard&

/ote0 this re%uirement does notre%uire certi#icationto the IS1 33 standard.

Supplier options ' ali!nment or certiication

gencies are re%uired to ensure that ICT suppliers meet one of the following options atthe completion of contract negotiations. The supplier0

a. has an +4S certified to IS1 33" or

b. has an +4S aligned to IS1 33" or

c. agrees to align business processes to the IS1 33 standard within si$months of contract signing if they do not have an aligned5certified +4S andare successful in securing a contract.

Suppliers must maintain +4S certification or alignment to IS1 33 for the duration ofthe contract.

Incor$oratin% Sustainability www.finance.gov.au5procurement5procurement*policy*and*guidance5buying5policy*framewor65incorporating*sustainability5principles.html

2Procurement Policy Frameworkwww.finance.gov.au5procurement5procurement*policy*and*guidance5buying5inde$.html

ICT S#$%&'(&)'*'%+ P*&( ES6 G#'-*'(-$, P&% 1 2 6/2011

n +4S is certi#ie!to IS1 33when the system has been

formally audited and verified by anindependent third*partycertification body.

n +4S is ali%ne!to IS1 33when the elements of thestandard have been implementedand documented and theorganisation self*declares that thesystem meets the re%uirements ofthe standard.

http://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policy-framework/incorporating-sustainability/principles.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policy-framework/incorporating-sustainability/principles.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policy-framework/incorporating-sustainability/principles.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/index.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policy-framework/incorporating-sustainability/principles.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policy-framework/incorporating-sustainability/principles.htmlhttp://www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/index.html

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urpose o this standard

The purpose of +S, is to ensure that suppliers of ICT products and services to ustralian!overnment agencies are committed to addressing the possible environmental impacts oftheir operations.

7esponsible suppliers are already addressing environmental management issues through an+4S. In some cases smaller suppliers have implemented IS1 33 +4S at the re%uest oflarger companies so as to remain in the supply chain.

To support these efforts" to further encourage industry adoption of +4S and to minimiseand5or mitigate the impact of ICT on the environment" the ustralian !overnment isintroducing this mandatory environmental standard into ICT procurement processes.

hen does this standard apply

gencies are to apply this environmental standard in procurement processes anddocumentation from 8uly 233.

*einitions and interpretin! this standard

IS# 1$%%1:+%%$ and Environmental "ana!ement Systems

Thestandard IS& 1'001(200'nvironmental)ana%ement Systems - *e+uirement wit,Gui!ance #or sesets out a framewor6 forenvironmental management systems to assistorganisations to better manage the impact if theiractivities on the environment.9

The framewor6 is based on a:Plan*'o*Chec6*ct& cycle and specifies the mostimportant re%uirements to identify" control andmonitor the environmental aspects of anorganisation.

n :environmental management system& or +4Sis the$art o# an or%anisation.s mana%ementsystem use! to !evelo$ an! im$lement itsenvironmental $olicy an! mana%e itsenvironmental as$ects (IS1 33" 9.;).

s such" an +4S is focused on identifying and continuously improving an organisation&senvironmental position and performance.

Part 2 of these !uidelines includes a chec6list of the 6ey elements of an environmentalmanagement system (+4S) for the purpose of complying with +S,. The +4S Chec6list willassist agencies to assess whether the +4S of prospective suppliers is aligned to IS1 33.

Part 2 also includes a glossary of 6ey +4S terms.

Scope o ES6 in I,T procurement

+S, is relevant to ICT procurements covered by current ustralian !overnment Information4anagement 1ffice (!I41) arrangements such as the ustralian !overnmentTelecommunications rrangements (!T)" SourceIT and !overnment InformationTechnology and Communications (!ITC) model contracts including0

9IS& 1'001(200'nvironmental )ana%ement Systems - *e+uirement wit, Gui!ance #or sewww.iso.org5iso5iso

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Aardware c%uisition and Support

Bicense and Support of Commercial off*the*shelf Software" and

Bicense of Commercial off*the*shelf Software (without support).

This standard does not apply to ICT contractors engaged through a recruitment firm or onshort term consultancies. These contractors and consultants are sub#ect to re%uirements of

an agency&s +4S. Conse%uently" an agency&s +4S must include all types of contractors in itsscope and a re%uirement for contractors to comply with the agency&s +4S should beincorporated into engagement documentation. The agency must provide relevant informationabout its +4S to contractors.

IS# 1$%%1 E"S certiication

4any organisations choose to proceed beyond alignment with the IS1 33 standard toachieve certification of their +4S. gap analysis followed by an independent (third party)certification audit is re%uired to obtain certification. 1rganisations" particularly small andmedium enterprises" are advised to research the process carefully in order to ma6e aninformed business decision about the benefits and costs of +4S certification.

s indicated earlier" IS1 33 certi#icationof an organisation&s +4S is nota mandatoryre%uirement for ICT suppliers under theAustralian Government ICT Sustainability Plan2010-2015.

Applyin! the standard in I,T procurement

gencies are re%uired to incorporate +S, into their ICT procurement processes when theyapproach the mar6et for ICT products or services. The options outlined above must beconsidered during the different phases of the procurement process when engaging an ICTsupplier.

The following provides further information on the aspects to be considered during the variousphases of the ICT procurement process.

Tender phase

gencies must incorporate +S, into tender re%uest documentation. The way in which there%uirements are included will depend on the type and method of ICT procurement beingunderta6en.

gencies can advise prospective ICT suppliers of the +S, re%uirements through informationincluded in tender re%uest documents such as0

conditions for participation.

statement of re%uirements5wor6s.

draft contract.

a draft supplier declaration in which the supplier agrees to align business processesto IS1 33 within si$ months of contract signing.

Tender evaluation phase

gencies must ensure that evaluation criteria in the tender evaluation plan consider thefollowing scenarios0

Scenario 1

a) Prospective ICT suppliers that indicate they have current certi#icationunder IS1330233" or one of the following alternative schemes" will automatically complywith this +S,0

+co*4anagement and uditing Scheme (+4S)

+D +co*4anagement and uditing Scheme (+4S) http055ec.europa.eu5environment5emas5inde$

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+nviro*4ar6/E ('iamond status),

b) The supplier must provide current evidence of certification.

Scenario 2

a) Prospective ICT suppliers that indicate they are ali%ne!to IS1 33 mustdemonstrate this and the agency will need to assess them for compliance.

b) The FIS1 33 +4S Chec6listG that forms part of these !uidelines(see Part 2below) will assist agencies with their assessment.

c) In some cases a prospective supplier may have had an +4S gap analysis by ane$ternal consultant against the IS1 33 standard and choose not to proceed with acertification audit. If a recent gap analysis has been conducted it may provideassistance to both the prospective supplier and agency as part of their assessment.

d) gencies may need to see6 clarification from suppliers through follow*up %uestionswhere the evidence provided is insufficient.

Scenario 3

a) Prospective ICT suppliers that indicate they !o not ,ave an +4S aligned toIS1 33 will need to agree to align their business processes to the standard withinsi$ months of contract signing if they are successful in their bid.

b) gencies will need to ma6e an initial evaluation as to whether the prospectivesupplier has the commitment and capability to meet this re%uirement within the si$months.

c) The agency may consider re%uiring the ICT supplier to sign a declaration indicatingcommitment to align business processes to IS1 33 within si$ months.

,ontract phase ' ne!otiation- implementation and revie.

The contract must indicate that where the supplier is certified or aligned to IS1 33" the

+4S alignment or certification must be maintained to the IS1 33 standard over the fullcontract period.

The contract must indicate that if the supplier is not+4S certified or aligned to IS1 33the supplier must0

i. develop and implement an +4S aligned or certified to IS1 33 within si$ months ofcontract signing

ii. provide evidence of +4S development progress and implementation duringagency5supplier contract meetings" and

iii. maintain alignment5certification over the contract period.

gencies include a clause in contracts re%uiring the supplier to advise the agency if a change

in the supplier&s +4S status is going to occur or occurs during the contract period.ailure to continue to have business systems aligned to IS1 33 be included in thecontract as a reason for termination.

,hec/list or evaluatin! E"S procurement re0uirement

n +4S Chec6list is provided in Part 2 below to assist agencies to assess whether aprospective ICT supplier&s +4S incorporates the 6ey elements re%uired to be aligned to theIS1 33 standard for the purpose of meeting +nvironmental Standard ,. The +4SChec6list is set out as a series of %uestions for the agency to consider againstinformation5documentation provided by the prospective ICT suppliers. The chec6list can alsoact as guidance to ICT suppliers as to the operational re%uirements necessary to align to the

IS1 33 standard and comply with +nvironmental Standard ,.

,+nviro*4ar6 /E www.enviro*mar6.co.n@

ICT S#$%&'(&)'*'%+ P*&( ES6 G#'-*'(-$, P&% 1 6/2011

http://www.enviro-mark.co.nz/http://www.enviro-mark.co.nz/http://www.enviro-mark.co.nz/

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,oordinated rocurement

Coordinated procurement contracting is a government initiative to establish whole*of*government arrangements for goods and services in common use to ma$imise mar6etbenefits and deliver efficiencies and savings. These arrangements are established by the'epartment of inance and 'eregulation and 4 agencies are re%uired to ma6e purchasesthrough these arrangements.

gencies should regularly refer to the /,ole-o#-Government Procurement ContractsArran%ements an! Initiativessection of the 'epartment of inance and 'eregulation website(www.finance.gov.au5procurement5wog*procurement5inde$.html) to review all currentcoordinated procurement arrangements relevant to ICT.

gencies should be aware of the following coordinated procurement arrangements0

eskto$ ar!ware Panel

The 'es6top Aardware and ssociated Services Panel was established in 1ctober 233.The arrangement covers 'es6top PCs" Hor6station" Thin Clients" /oteboo6s5Baptops"and 4onitors. 1ptional associated service to support the hardware" hardwareimplementation" management and disposal can also be procured through the panel.

Dse of the panel is mandatory for 4 ct agencies.

+n%uiries to ictprocurementfinance.gov.au

)a3or #ice )ac,ines Panels

The 4a#or 1ffice 4achines Hhole of !overnment +%uipment and Support Panel wasestablished on J pril 23. The arrangements cover three categories of ICT e%uipmentand support including maintenance and consumables (e$cluding paper)0Category * networ6 printerscategory 2 * multi*function 'evices" and

Category 9 * scanners.Dse of the panel is mandatory for 4 ct agencies.

+n%uiries to momcontractfinance.gov.auor (32) ,2 22,.

Stationery an! #ice Su$$lies

1n 2J /ovember 233" the !overnment agreed to establish a whole*of*governmentcoordinated procurement arrangement for Stationery and 1ffice Supplies for 4 ctagencies. The approach to the mar6et will be advertised on usTender" the ustralian!overnmentKs central procurement information system.

+n%uiries to sosimplementationfinance.gov.au or (32) ,2 2;,.

Telecommunications Commo!ities Carria%e an! Associate! Services Panel

The Telecommunications Commodities" Carriage and ssociated Services Panel wasestablished In 8anuary 23. The arrangement covers those wireless products andservices" purchased from telecommunications carriers and suppliers including0

mobile voice and data services including SI4 cards (Carriage)

mobile handsets" Smartphone handsets and mobile broadband modems ('evices)and accessories" and

services associated with the above (ssociated Services).

Dse of the panel is mandatory for 4 ct agencies.

+n%uiries to ictprocurementfinance.gov.au .

ICT S#$%&'(&)'*'%+ P*&( ES6 G#'-*'(-$, P&% 1 6 6/2011

mailto:ictprocurement@finance.gov.aumailto:momcontract@finance.gov.aumailto:sosimplementation@finance.gov.aumailto:ictprocurement@finance.gov.aumailto:ictprocurement@finance.gov.aumailto:momcontract@finance.gov.aumailto:sosimplementation@finance.gov.aumailto:ictprocurement@finance.gov.au

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urther references relating to procurement by agencies can be found below under:recommended reading and resources&.

ecommended readin! and resources

Sustainable I,T and rocurement

'epartment of Sustainability" +nvironment" Hater" Population and Communities"AustralianGovernment ICT Sustainability Plan 2010-2015www.environment.gov.au5sustainability5government5ictplan5inde$.html .

'epartment of inance and 'eregulation" Green ICT Procurement Toolkit8une 233 *includes commentary and advice in relation to the use of the 7T and contractual clauses"www.finance.gov.au5e*government5strategy*and*governance5sustainable*ict5green*ICT*procurement*tool6it.html.

'epartment of inance and 'eregulation" FICT ProcurementGwww.finance.gov.au5procurement5ict*procurement5inde$.html includes information on ICTprocurement by agencies including the !overnment Information Technology andCommunications contracting framewor6 (!ITC) and SourceIT model contracts.

'epartment of inance and 'eregulation" FProcurement Policy and !uidanceG lin6s to 6ey!overnment procurement guidelines"www.finance.gov.au5procurement5procurement*policy*and*guidance5inde$.html .

'epartment of inance and 'eregulation" FHhole*of*!overnment ProcurementG includesinformation on mandatory coordinated procurement arrangements related to ICT andassociated consumables"www.finance.gov.au5procurement5wog*procurement5inde$.html .

'epartment of inance and 'eregulation" eb. 233J" Sellin% to t,e Australian Government(A Gui!e #or 4usinesswww.finance.gov.au5procurement5inde$.html .

Environmental "ana!ement Systems

small selection of websites with useful information on the IS1 330233 standard and onimplementing5assessing an organisation&s +4S is provided below. gencies and suppliersmay find it helpful to search online for other relevant information.

'epartment of Sustainability" +nvironment" Hater" Population and Communities" )S #or#ice 4ase! &r%anisations www.environment.gov.au5sustainability5government5ems5inde$.html .

International 1rgani@ation for Standardi@ation (IS1)" www.iso.org.

IS& 1'001(200'nvironmental )ana%ement Systems - *e+uirement wit, Gui!ance #or

sewww.iso.org5iso5iso

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!raham -rown and ssociates" C,ecklist #or nvironmental Policy Con#ormance to IS&1'001(200'(233) and nvironmental )ana%ement System AS789S IS& 1'001(200' Ga$Analysis :200;

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Environmental Standard + /ES+0"ICT Suppliers and Environmental Management

PAT$" IS% !*--! CHECKLIST&%AGENCIES

urpose o the E"S ,hec/list

The +4S Chec6list has been developed to0

. ssist agencies during the tender evaluating process to determine whether a supplier"without a certified +4S" has a system which is at least aligned to IS1 33 for thepurpose of complying with +nvironmental Standard , (+S,).

2. Provide guidance to ICT suppliers as to the operational re%uirements and 6ey elementsnecessary to align an +4S to the IS1 33 standard and comply with +S,.

3sin! the E"S ,hec/list

The +4S Chec6list incorporates key elementsof the IS1 33 standard to provide agencieswith a framewor6 for assessing the +4S ofprospective ICT suppliers.

In ma6ing an assessment agencies shouldcarefully consider not only whether theorganisation has a documented environmental

management policy" procedures and processesbut also if there is evidence that its +4S hasbeen put into action and is regularly reviewedand improved.

That is" there should be evidence that theorganisation&s +4S is built around aPlan-o-C,eck-Act cyclethat facilitates continuous improvement (see igure below).

The chec6list is set out as a series of %uestions focused on the 6ey elements of an +4S.gencies can consider information5evidence provided by prospective ICT suppliers againsteach of these %uestions. 4any agencies now have staff responsible for environmental

management within their own agency and these officers may be a helpful resource in relationto understanding environmental management systems and the IS1 33 standards.

The final row of the chec6list provides a space for a final Fassessment outcomeG to berecorded along with any general assessment comments.

A!ency disclaimer

It is important that agencies ensure that prospective ICT suppliers understand that inunderta6ing this assessment the agency is in no way endorsing" auditing or certifying asupplier&s +4S.

ICT S#$%&'(&)'*'%+ P*&( ES6 G#'-*'(-$, P&% 2 6/2011

A#$%&*'&( G-(-(%

ICT S#$%&'(&)'*'%+ P*&( 2010201

M&(&%+ E('(-(%&* S%&(&$ GUIDELINES

ecommended preparationor a!encies

Purchase and read the IS1 33

standard" including nne$

Chec6 out websites about +4S

implementation

-e familiar with the 6ey elements of an

+4S

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4i!ure 1: The *,A cycle o an E"S Source0 www.enviromanager.net

2lossary o /ey E"S terms

gencies should become familiar with 6ey environmental management systems terms" such asthose listed below" and also the elements of the IS1 33 standard.

1ther definitions and information can be found in the te$t of the standard IS& 1'001(200'nvironmental )ana%ement Systems - *e+uirement wit, Gui!ance #or se=

:+nvironment& the surroun!in% in w,ic, an or%anisation o$erates inclu!in% air water

lan! natural resources #lora #auna ,umans an! t,eir interrelation (IS1 33" 9.)

:+nvironmental aspect& * an element o# an or%anisations activities $ro!ucts or services

t,at interacts wit, t,e environment (IS1 33" 9.,)

:+nvironmental impact& * any c,an%e in t,e environment w,et,er a!verse or bene#icial

w,olly or $artially resultin% #rom an or%anisation.s environmental as$ects (IS1 33" 9.?)

:+nvironmental management system& or +4S * the$art o# an or%anisation.s mana%ement

system use! to !evelo$ an! im$lement its environmental $olicy an! mana%e itsenvironmental as$ects (IS1 33" 9.;)

:+nvironmental ob#ective& overall environmental %oal consistent wit, t,e environmental

$olicy t,at an or%anisation sets itsel# to ac,ieve (IS1 33" 9.J)

:+nvironmental targets& !etaile! $er#ormance re+uirements a$$licable to t,e

or%anisation t,at arises #rom t,e ob3ectives an! t,at nee!s to be set an! met in or!er toac,ieve t,ose ob3ectives (IS1 33" 9.2).

:+4S scope& the boundaries of an organi@ation to which its environmental management

system applies. The boundaries may be the whole organi@ation or specific operating unitsor locations. (ppendi$ " .)

ICT S#$%&'(&)'*'%+ P*&( ES6 G#'-*'(-$, P&% 2 10 6/2011

Continuous

Ac/no.led!ement

This guideline has been developed by the 'epartment of Sustainability" +nvironment" Hater"Population and Communities to assist agencies to determine supplier compliance to+nvironmental Standard , of theAustralian Government ICT Sustainability Plan 2010-2015.

It draws on the International 1rgani@ation for Standardi@ation (IS1) environmental standard0IS& 1'001(200'nvironmental )ana%ement Systems - *e+uirement wit, Gui!ance #or seand on other information available on the IS1 website (www.iso.org).

http://www.enviromanager.net/http://www.enviromanager.net/http://www.iso.org/http://www.enviromanager.net/http://www.iso.org/

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IS# 1$%%1 E"S ,hec/list

5EE7E"E8TS#4IS# 1$%%1 ,omment 9

A& E"S S,#E

i. Is the scope of the organisation&s +4S clearly defined and documented" includingenvironmental aspects and any e$clusions=

B& E8I#8"E8TA7 #7I,

i. 'oes the organisation have an +nvironmental Policy=

ii. Aas the policy been endorsed by top management=

iii. Is the policy publicly available=

iv. Is the environmental policy0

relevant to the scope of the +4S=

appropriate to the nature and scale of the organisation=

v. 'oes the policy include a commitment to0 continual improvement=

prevention of pollution=

compliance with relevant laws" regulations and other re%uirements relating to the

organisation&s environmental aspects=

,& EI#8"E8TA7 ASE,TS- I"A,TS and 7E2A7 #B7I2ATI#8S

i. 'oes the organisation have procedures to identify the significant environmentalaspects of its operations" document them and 6eep this information up to date=

ii. Aas the organisation established procedures to0

identify laws" regulations and other re%uirements relevant to the organisation&s

environmental aspects" document them and 6eep them current=

communicate these to relevant employees=

iii. 'oes the organisation have procedures0

to identify potential emergency situations and accidents that can have

environment impacts=

that cover emergency preparedness and response to these situations5accidents=

*& #B;E,TIES- TA2ETS and #2A"S

i. Aas the organisation established environmental ob#ectives and targets anddocumented them=

ii. Aas the organisation ta6en into account the significant environmental aspects aswell as legal and other re%uirements when setting the ob#ectives and targets=

iii. Aas the organisation established and implemented program(s)" includingdesignating responsibilities" time*frames and the means (eg. resources" procedures"wor6 instructions)" to achieve its ob#ectives and targets=

E& A *#,3"E8TE* SSTE"

i. 'oes the organisation&s +4S documentation include0

the environmental policy" ob#ectives" targets" and a description of the scope of

the +4S=

a description of the main elements of the +4S and their interaction" and

reference to related documents and records= documents and records (eg. wor6 instructions" maintenance manuals) for

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5EE7E"E8TS#4IS# 1$%%1 ,omment 9

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