Documentation Structure

The Safety Management System has the following material included:

1. SMS Manual (the information held within this online platform)
   • This information includes the Policy and Safety Objectives of the organisations Safety Management System. It represents the top-level information in the SMS structure.
2. Safety Processes and Templates
   • A collection of information (one for each Process Area) that describe the process for all Processes that are required to implement an SMS within the organisation. Each process is supported by templates and forms for each output deliverable and support guidance as appropriate.
3. SMS Regulatory and Standards Compliance Matrix
   • These series of document(s) provides evidence that the organisations SMS comply with the requirements of national regulation, international standards and industry good practice by reference to specific elements of the SMS.

Policy and Process Ownership and Continual Review

The Safety Manager is accountable for the review and update of the SMS material to ensure it meets the needs of the organisation. The Safety Manager allocates a Business Process Owner (BPO) for each Process. The BPO is accountable for the effectiveness of the process within the organisation. The BPO has one or more Business Process Experts (BPE) for each process. The BPE is responsible for the implementation of the process within the organisation, providing guidance to employees and gathering feedback.

Review of Documentation

There shall be a periodic review of the SMS information, including the Safety Policy and Just Culture Policy, every three years or when required by the organisation. This shall be managed by the Safety Manager.

Promotion of Safety Documentation

The Accountable Executive and their leadership team are responsible for the promotion of the Safety Policy, and all other necessary SMS material, to all employees within the organisation. This includes ensuring that:

1. It is visible, in physical and online formats, to all departments within the organisation;
2. It is actively discussed in internal organisational briefings, classroom training or awareness workshops whenever possible;
3. Specific elements are available in both hard and electronic copies to suit the needs of employees.

Document Control

The SMS documentation is managed following standard Quality Management document control practices in line with ISO9001 (or equivalent). Safety records are generated as a result of the application of the SMS processes. These safety records are subject to the requirements outlined in the Quality Management Manual.

All safety records are retained for a minimum period of 5 years from the date of the last update. Each department is responsible for to ensure that all Safety Records generated under its responsibility are generated, stored and updated in an appropriate manner and responsible for these records are designated.

Notification of Management System Changes to Regulatory Authority

The organisation has defined the list of items in the Safety Management System that when changed require the organisation to notify the Regulatory Authority and they cannot be cannot be introduced until acceptance is received. The list includes changes to the scope of the certificate or the terms of approval. The Regulatory Authority has approved the list.

When approved processes are not suitable for the task, the organisation may choose to follow an alternative method. In this case the organisation will request an exemption to deviate from the Regulatory Authority and provide the details of the deviation and the justification for its use. The deviation must be approved by the Regulatory Authority prior to its application.

The notification process is managed as part of the Quality Management Processes for document control.

Note: The list of items should be developed by each organisation in collaboration with the Regulatory Authority. Examples may include the Safety Policy, Safety Designations, Safety Accountabilities etc.