Achieving ISO 45001:2018 Compliance: Enhancing Safety Management with DIGI CLIP 

ISO 45001:2018 is a commonly sought ISO standard for businesses seeking certification in occupational health and safety (OH&S) management. Alongside ISO 9001:2015 for quality management and ISO 14001:2015 for environmental management, ISO 45001:2018 completes the trio of widely recognised ISO certifications.

ISO 45001:2018 is an internationally recognised standard that provides organisations with a robust framework for effective occupational health and safety management systems. Compliance with ISO 45001:2018 demonstrates an organisation’s commitment to ensuring a safe and healthy work environment for its employees, reducing workplace accidents and injuries, and complying with OH&S regulations.

To facilitate ISO 45001:2018 compliance, organisations can leverage modern technology solutions that streamline processes, improve data accuracy, and enhance overall efficiency.

In this blog, we will delve into the key aspects of ISO 45001:2018 compliance, the importance of compliance, and how DIGI CLIP mobile forms, along with its Safety Tracker add-on module, can assist organisations in achieving and maintaining ISO 45001:2018 compliance. By leveraging these tools, organisations can optimise their occupational health and safety management systems, prioritise employee well-being, and ensure regulatory compliance.”

Understanding ISO 45001:2018

ISO 45001:2018 is an international standard for occupational health and safety (OH&S) management systems. It provides a framework and set of requirements for organisations to establish, implement, and maintain a system that ensures the health, safety, and well-being of workers and other relevant parties.

ISO 45001 was developed by the International Organization for Standardization (ISO) with the aim of providing a globally recognised standard for OH&S management. It replaces the previous standard, OHSAS 18001, and aligns with ISO’s high-level structure for management system standards, making it easier to integrate with other ISO standards like ISO 9001 for quality management and ISO 14001 for environmental management.

The key objectives of ISO 45001 include:

1. Providing a Safe and Healthy Work Environment: The standard emphasises the importance of identifying and assessing occupational hazards, implementing preventive measures, and promoting a culture of safety within the organisation.
2. Preventing Work-Related Injuries and Ill Health: ISO 45001 requires organisations to establish processes for identifying, assessing, and controlling occupational health risks. This includes addressing physical, chemical, biological, ergonomic, and psychosocial hazards.
3. Compliance with Legal and Regulatory Requirements: The standard emphasises the need for organisations to identify and comply with applicable OH&S laws, regulations, and other requirements relevant to their operations.
4. Continual Improvement: ISO 45001 promotes a systematic approach to OH&S management, encouraging organisations to monitor performance, implement corrective actions, and strive for ongoing improvement in their OH&S performance.

Benefits of ISO ISO 45001:2018 Compliance

Being ISO 45001 compliant, or implementing an Occupational Health and Safety (OH&S) management system based on ISO 45001, offers several important benefits for organisations. Here are some reasons why ISO 45001 compliance is important:

1. Enhanced Employee Safety and Well-Being: ISO 45001 places a strong emphasis on identifying and mitigating occupational hazards and risks. By implementing the standard, organisations can systematically assess and control these risks, leading to a safer and healthier work environment for employees. This, in turn, reduces the likelihood of workplace accidents, injuries, and ill health, promoting the well-being of the workforce.
2. Legal and Regulatory Compliance: ISO 45001 helps organisations identify and understand applicable OH&S legal and regulatory requirements. By implementing the standard, organisations can ensure compliance with these requirements, reducing the risk of penalties, fines, and legal liabilities associated with non-compliance.
3. Improved Organisational Reputation: Demonstrating a commitment to the health and safety of employees through ISO 45001 compliance can enhance an organisation’s reputation. Customers, clients, and stakeholders often prioritise working with companies that prioritise employee well-being. ISO 45001 certification can provide evidence of an organisation’s dedication to creating a safe and healthy workplace.
4. Increased Operational Efficiency: ISO 45001 promotes a systematic approach to managing OH&S risks and opportunities. By implementing the standard, organisations establish clear processes and responsibilities for managing safety, which can lead to more efficient operations, improved productivity, and reduced downtime due to accidents or health issues.
5. Better Risk Management: ISO 45001 requires organisations to proactively identify, assess, and control OH&S risks. By implementing the standard, organisations can develop a robust risk management framework that helps prevent incidents and minimise their potential impact. This can include implementing preventive measures, emergency preparedness, and response planning, and establishing a culture of risk awareness.

Integration with other management systems: ISO 45001 follows the high-level structure of other ISO management system standards, such as ISO 9001 for quality management and ISO 14001 for environmental management. This facilitates integration and alignment between different management systems, allowing organisations to streamline their processes and resources while addressing multiple aspects of their operations.

It requires organisations to tailor the system to their specific needs and risks, taking into account factors such as the size of the organisation, the nature of its activities, and the context in which it operates.

It is important to note that ISO 45001: 2018 provides a framework for establishing an OH&S management system but does not guarantee the elimination of all workplace accidents or hazards.

Implementing ISO 45001

ISO 45001 encompasses several key aspects that organisations need to consider and address in order to achieve compliance. Here are the main elements or key aspects of ISO 45001:

1. Context of the Organisation: Organisations are required to determine the external and internal factors that may impact their OH&S management system. This includes understanding the needs and expectations of interested parties, such as employees, regulators, and stakeholders, and considering the context in which the organisation operates.
2. Leadership and Worker Participation: Top management is responsible for demonstrating leadership and commitment to the OH&S management system. This includes defining roles, responsibilities, and authorities, as well as promoting worker participation and consultation in decision-making processes related to occupational health and safety.
3. Planning: Organisations need to establish objectives and develop plans to achieve them. This involves identifying hazards, assessing risks, and defining controls to prevent or mitigate them. Additionally, organisations should establish processes to ensure compliance with legal and other requirements related to OH&S.
4. Support and Resources: Organisations must provide the necessary resources, including competent personnel, infrastructure, and financial means, to support the effective implementation and maintenance of the OH&S management system. They should also establish communication channels, raise awareness, and provide training to employees regarding occupational health and safety.
5. Operational Control: This aspect focuses on the implementation of controls to manage identified hazards and risks. Organisations need to establish operational controls to prevent accidents, injuries, and ill health. This includes measures such as safe work procedures, emergency preparedness, and response plans, and monitoring of workplace conditions.
6. Performance Evaluation: Organisations are required to monitor and measure their OH&S performance. This involves establishing processes to assess compliance, conduct incident investigations, analyse data, and evaluate the effectiveness of control measures. Regular audits and management reviews are also important components of performance evaluation.
7. Continual Improvement: ISO 45001 emphasises the need for organisations to strive for ongoing improvement in their OH&S performance. This includes implementing corrective actions to address non-conformities, identifying opportunities for improvement, and implementing preventive measures to reduce risks and hazards.

Enhancing Compliance with DIGI CLIP

DIGI CLIP mobile forms streamline compliance processes by providing a user-friendly and customisable platform for creating, managing, and documenting digital forms. 

Here are the ways DIGI CLIP mobile forms help streamline compliance:

1. Efficient Data Collection: DIGI CLIP allows organisations to create digital forms tailored to their specific compliance requirements. These forms can be designed to capture relevant information, such as inspection data, safety checklists, incident reports, and more. With mobile devices, users can conveniently collect data in real time, eliminating the need for paper-based forms and manual data entry.
2. Standardisation and Consistency: DIGI CLIP enables organisations to standardise data collection processes across various operations or locations. By creating uniform digital forms, organisations can ensure consistent data capture and adherence to compliance protocols. This reduces errors, enhances data accuracy, and promotes compliance with established standards.
3. Real-time Validation and Error Checking: DIGI CLIP mobile forms can be configured to include validation rules and error checks. This helps users ensure that all necessary information is captured correctly and that compliance requirements are met. Real-time validation reduces the likelihood of errors and missing data, saving time and effort in the compliance process.
4. Data Syncing and Reporting: Once data is captured using DIGI CLIP, it can be instantly synced to a centralised database or cloud storage. This enables immediate access to captured information, facilitating quicker data analysis and reporting. Compliance managers can generate real-time reports, track trends, and identify areas of improvement promptly.
5. Digital Documentation and Record-keeping: DIGI CLIP eliminates the need for paper-based documentation by enabling digital record-keeping. Captured data and forms are securely stored in a digital format, ensuring easy retrieval and access to compliance-related information. Digital documentation reduces the risk of physical document loss, enhances data security, and simplifies record-keeping for audits and compliance assessments.
6. Workflow Automation: DIGI CLIP mobile forms support workflow automation by allowing organisations to define and automate processes related to compliance. This includes assigning tasks, setting deadlines, and triggering notifications or alerts for non-conformities or corrective actions. Workflow automation improves compliance management, streamlines processes, and ensures timely resolution of compliance issues.
7. Offline Capabilities: DIGI CLIP offers offline capabilities, allowing users to collect data even in areas with limited or no network connectivity. This ensures uninterrupted data collection and compliance processes, regardless of location or network availability.

By leveraging these features, DIGI CLIP mobile forms simplify compliance processes enhances data accuracy, improve efficiency, and reduce administrative burdens. It empowers organisations to streamline compliance-related activities, maintain accurate records, and focus on driving continuous improvement in their safety management systems.

The Role of Safety Tracker in ISO 45001 Implementation

Safety tracker simplifies incident management and compliance by providing organisations with a comprehensive tool to track, manage, and document incidents, non-conformities, and corrective actions. 

Here are the ways Safety Tracker simplifies incident management and compliance:

1. Centralised Incident Reporting: Safety Tracker allows organisations to record and document incidents in a centralised system. Users can capture incident details, such as date, time, location, description, and involved parties, ensuring accurate and consistent reporting. This centralised approach simplifies incident data management and provides a holistic view of all reported incidents.
2. Streamlined Incident Workflow: Safety Tracker enables organisations to establish a structured workflow for incident management. It allows users to assign responsibilities, set priority levels, and track the progress of incident resolution. This streamlined workflow ensures timely response and resolution of incidents, reducing the risk of recurrence and ensuring compliance with incident management protocols.
3. Nonconformity Management: Safety Tracker facilitates the management of nonconformities identified during incident investigations or routine compliance activities. It allows organisations to document nonconformities, categorise them, and assign corrective actions to responsible parties. This systematic approach ensures that nonconformities are properly addressed, leading to effective compliance management.
4. Corrective and Preventive Actions (CAPA): Safety Tracker assists organisations in implementing corrective and preventive actions (CAPA) to address incidents and non-conformities. It enables users to assign tasks, set deadlines, and track the progress of CAPA activities. This ensures that appropriate actions are taken to prevent recurrence, improve processes, and maintain compliance with regulatory requirements.
5. Documentation and Audit Trail: Safety Tracker provides a comprehensive audit trail for all incidents, non-conformities, and related actions. It allows organisations to document investigation findings, corrective actions taken, and evidence of compliance. This documentation supports internal and external audits, demonstrating compliance with regulatory requirements and facilitating a culture of transparency and accountability.
6. Risk Assessments: The platform can be used to conduct risk assessments. Safety Tracker enables organisations to create and manage risk assessment forms, record assessment results, and implement necessary controls to mitigate identified environmental risks.
7. Risk Mitigation and Analysis: Safety Tracker helps organisations identify patterns and trends in incidents and nonconformities through its reporting and analysis capabilities. Users can generate reports, perform data analysis, and identify areas of high-risk or recurring issues. This enables proactive risk mitigation strategies and continuous improvement initiatives to enhance overall compliance.
8. Integration with Compliance Processes: Safety Tracker is used alongside DIGI CLIP mobile forms to capture incident data directly from mobile devices, ensuring real-time reporting and eliminating manual data entry. This integration streamlines the flow of information, enhances data accuracy, and simplifies compliance management.

By leveraging the features of Safety Tracker, organisations can simplify incident management, streamline compliance processes, and improve overall compliance with regulatory requirements. It provides a structured approach to incident reporting, nonconformity management, CAPA, and risk analysis, facilitating effective compliance management and continuous improvement.

Conclusion

ISO 45001: 2018 compliance is essential for organisations to prioritise occupational health and safety. By leveraging tools like DIGI CLIP, including the Safety Tracker add-on module, and embracing safety checklists, organisations can streamline safety management processes, enhance compliance, and create a safer work environment. Implementing ISO 45001 and utilising digital solutions contribute to employee well-being, operational efficiency, and organisational success.

Frequency Asked Questions 

Disclaimer: The information contained in this article is for general informational purposes only. It is not intended to provide legal, financial, or other professional advice, nor is it intended to replace the advice of a qualified professional. The author and publisher disclaim any liability for any direct, indirect, or consequential damages arising from the use of or reliance on the information provided in this article. Readers are advised to seek the advice of a qualified professional for any specific concerns or questions related to their business operations or compliance with relevant regulations.