5.3 Documents, Records, and Data Management System

The EHS Office currently has several systems for managing documents, records, and other data. The EHS Office in conjunction with the DLCs is continuously assessing and upgrading its information management systems to improve efficiency, accuracy, and the delivery of services. The EHS Office is also progressing towards the conversion of paper-based systems to more effective electronic systems that allow for better integration and accountability.

5.3.1 Documents

Core to the implementation of the EHS-MS is the concerted effort across the Institute to capture, codify, and disseminate written documentation on the EHS programs, services, and standard operating procedures available for addressing MIT's high EHS standards, EHS hazards and regulatory requirements, communicating regulatory requirements, and promoting the adoption of good EHS practices. The process for determining what written documentation is needed is described in Section 3.4.1, SOP Assessment. Once the need for documenting a procedure, activity, program or issue is established, there is a process in-place for determining the most appropriate type of document, and a process for planning the writing, reviewing, communicating, implementing, and updating the document. The different types of documentation include written program descriptions, standard operating procedures, standard operating guidelines, and fact sheets. The primary means of making these documents available to the MIT community is by posting them to the EHS Office web site. They are linked in a multiple fashion so that individuals searching for information can readily find what they are looking for.

5.3.2 Records

Appropriate records are maintained to ensure compliance with EHS regulatory requirements, MIT's high EHS standards and good practices. Records may be maintained as either paper files or electronic files. The EHS Office recognizes that it is good business practice to retain records in a consistent, systematic and reliable manner so that they can be retrieved promptly when required for legal, regulatory or operational reasons. The EHS Office has determined the types of records that must be maintained, and the time period over which the records must be available. The EHS Records Management Program has been developed to provide management direction and support throughout the records lifecycle. The objectives and details of this program are covered in the EHS Records Retention Standard Operating Procedure, and Records Retention Schedule.

5.3.3 Databases and EHS Data Management

Currently, there are several database components that support EHS activities on campus. They are the PI/Space Registration Database, described in Section 3, Getting Started, the Training Database, described in Section 4, Training, the Inspections Database, described in Section 6 Inspections and Audits, and the Incidents Database, described in Section 6.2 EHS Incident and Non-Compliance Investigations. The PI/Space Registration, Training, and Inspections databases can be accessed by DLC staff providing EHS support, such as DLC EHS Coordinators, and DLC EHS Representatives; and by EHS Office staff for purposes of entering information, viewing information, and reporting information. The Supervisor's Injury Report system is accessible to supervisors to report injuries via the web, while the Non-injury Incidents database is maintained by EHS Office Staff.

The EHS Office Activities Database system is used to track key work activities and requirements associated with implementing, maintaining, and updating the EHS Management System. In addition, this system is used to track other EHS Office activities not directly linked to the EHS-MS. Using the EHS Office Activities Database, the EHS Office also maintains a database of all regulatory program areas that clearly identifies the individual assigned to oversee that program. Lastly, the EHS Office has a number of databases that support the specific programmatic area activities, such as hazardous waste manifests, biological research protocols or authorizations for working with ionizing radiation. The purpose of these databases is to manage the information required to deliver the program-specific core services.