Sustainability & Risk/ Health & Safety / Documentation / Manage EH&S Internal Documents task

Manage Internal Documents

The following Health & Safety tasks add documents to the document management system,but do not add the documents to the document library.

• Track Incidents / Incident Response tab / Root Cause Documentation field
• Track Incident Witnesses / Witness Document field
• Track Work Restrictions / Work Restriction Document field
• Track Training Programs Assignments and Results / Training Document field
• Track Employee PPE / Delivery Receipt field

So that you can easily access documents added with the above tasks without loading the individual records to which the documents are attached, the application offers the Manage EH&S Internal Documents task. This task lists all health and safety documents attached to individual records. Since these documents are not accessible through the library, use the Manage EH&S Internal Documents task to review your health and safety documents in one place. Choose the Edit button to access details about the document and to use the document management system buttons to check in a new version, open the document, and so on.

Note: When you use the above tasks to add documents to training and PPE requirements, you are doing so for specific employees. For example, you are adding a document to a specific instance of a PPE delivery or a specific instance of an employee meeting a specific training requirement. In contrast, when you use the Manage Documentation Library task to add a document and complete the Related PPE, Related Training, or Related Medical Monitoring, you are associating this document with the general requirement. For example, you might be attaching the training course document to a training requirement, the PPE manual to a PPE requirement, or the medical examination procedure to a medical monitoring requirement.

When to Use the Document Library

Incidents and Work Restrictions

For incidents and work restrictions, if you prefer to have all documents added to the library with full document library functionality (such as the ability to record the author, folder, and category), do not use the above tasks to add documents to records. Instead, directly access the document library using the Manage Document Library task, add your document, and associate your document with a specific item by completing the Related Incident or Related Work Restriction field. For incident-related documents, you have an additional option: you can use the Track Incidents task / Documentation tab, which presents the same fields as the Manage Document Library task.

Multiple Documents for an Item

If you want to add multiple documents to an incident, PPE, training, etc, you need to use the Manage Document Library task. For work restrictions and incidents, you can create multiple document records and specify the workplace incident and work restriction for each one.

Suppose an employee has multiple documents for a specific instance of a safety requirement, say training. In this case, you could add the first record using the above Track Training Programs Assignments and Results task. For subsequent records, you would use the Track Internal Documents task and enter the general training requirement in the Related Training field. When you search for document in the library, you could use the Search filter's Related To field, choose Training, and the library will present all the training documents. From here, you could locate the documents for this specific training instance.

Example: A work restriction with documents added by both methods

Suppose you added one document using the Track Work Restrictions task and then find that you have other documents to enter for this work restriction.

The first document that you entered, using the Track Work Restrictions task, would not take advantage of the complete set of document library features; instead, it would have a value for Related Restriction and the document library would list it under the "Document assigned to a..." column.

When you enter your subsequent work restriction documents, you run the Manage Document Library task, add the new documents to the library, complete any category, type, folder, and other supplemental information. You must be sure to complete the Related Work Restriction field so that these documents get associated with the work restriction.

Because all records have a value for the Related Work Restriction field, you can search on the work restriction to find all related documents.

If you find that you want to specify a folder and other options for the first document, you could always delete the document and then re-add it using the document library. You would follow this procedure:

1. Load the Sustainability & Risk / Health & Safety / Documentation / Manage Internal Documents task.
2. For the record that does not have complete document details, choose its Edit button.
3. In the form, move to the Work Restriction Document field.
4. Check out the latest version of this document and save it on your local machine.
5. Use the document management system's Delete button to remove the document. For information on steps 4 and 5, see Working with Documents in the Document Library.
6. Save the record.
7. Choose Add New to create a new entry in the document library.
8. Enter information about the document, specify a category, type, and folder if desired. Be sure to complete the Related Work Restriction field.
9. Save the record.
10. Check in the copy of the document that you saved in step 4.
11. Now all the documents associated with this work restriction are saved in the document library using the same format.