Ncc operations manual rev. 0 of [August 2016] Disclaimer
Compliance Monitoring Organization and Program
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- 4.6.1Audits and Inspections
- 4.6.2Compliance Monitoring Documentation
- 4.6.3Compliance Monitoring Training
- 4.7Documentation Control Procedure
- 4.7.2Control and revision of the Safety Management Manual
- 4.7.3Record keeping
4.6Compliance Monitoring Organization and ProgramThe implementation and use of a compliance monitoring function allows an operator to monitor compliance with all relevant requirements, including those of the SMS. In doing so, they should as a minimum, and where appropriate, monitor compliance with the company procedures that were designed to ensure safe operating activity. The compliance monitoring program covers, as a minimum and where appropriate, the scope of approved operations; manuals, logs, and records, training standards, management system procedures and manuals. The Compliance Monitoring Program may be described in a separate document or in another manual.
The independence of the audit function is ensured by the CMM. 4.6.2Compliance Monitoring DocumentationRecord keeping An effective system of record keeping ensures that all records are accessible whenever needed and within a reasonable time. These records should be organised in such a way that ensures traceability and accessibility throughout the required retention period. In order to ensure easy and fast access to information, including access by national authorities, the company records should: be adequately referenced (author, title, issue date, revision number and date, list of effective pages), archived/kept as records for a determined period of time, be disposed of in a controlled manner after this defined period of retention. Records are to be kept [in paper format, in electronic format or a combination of both]. Regardless of which format is used, records must remain legible throughout the required retention period. [Operator’s name] will use the [paper or electronic] format. Paper systems should be on a robust material which can withstand normal handling and filing. Computer based systems should have at least one backup system which should be updated within 24 hours of any new entry. Computer based systems must include appropriate safeguards against the possibility of access by unauthorised personnel to prevent tampering with the data. All computer hardware used for data backup must be located in a different location from that containing the original working data, and in an environment that ensures they remain in good condition. When hardware or software-changes take place, special care is to be taken to ensure that all necessary data continues to be accessible throughout at least the full period specified in the relevant implementing rule(s). In the absence of such indication, all records should be kept for a minimum period of 5 years.
Individual training may be conducted through self-study and will be signed by the department members. 4.7Documentation Control Procedure4.7.1GeneralThe documentation control procedure is described below. The relevant manager in charge ensures that: Revisions are communicated to all staff concerned and modifications are identified; Related internal documents and procedures are updated accordingly; Obsolete or invalidated versions are clearly marked accordingly; Modified versions are clearly marked, changes are identified and a current version number is incorporated; Document changes are recorded and kept for traceability purposes; Obsolete or invalidated versions, which could create safety risks, cease to be used; Proposed amendments are risk assessed, and the likely effect on safety established, before a revision being introduced. Revision and configuration management are part of the change management process. Refer to the Section ‘The Management of Change’ of this manual. 4.7.2Control and revision of the Safety Management ManualThe revision of the Safety Management Manual will go through the following steps:
4.7.3Record keepingRecords are to be kept in a paper format or in electronic format or in a combination of both and are retained for a minimum period, as specified below:
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