Environmental & Risk Management / Environmental Health & Safety Background Data

EH&S Background Data / Document Library

Within the Environmental Health & Safety application a safety manager can set up a library of safety-related documentation. Such documentation might include environmental and safety surveys, corporate safety policies, workplace evaluations and reports and materials associated with incidents.

Before safety-related documents can be uploaded and saved to the database, it is convenient to create an underlying system of document folders, categories and types to organize safety document storage. You create that framework as part of EH&S background data.

Define Document Folders and Sub-Folders

The first step in creating the framework is to establish document folders. To define a document folder:

  1. In the Process Navigator click EH&S Background Data to open the background data entry tab.
  2. In the left pane under Document Library, click Define Document Library Folders.

    Previously defined document folders are listed in the middle pane.

  3. In the middle pane click Add New to open the entry form in the right pane.
  4. In the entry form enter a name and optional summary and description for the folder.
  5. In the right pane click Save to record your entry in the database.

    The entry is displayed and can be selected in the middle pane.

After you define one or more document folders, define sub-folders to enhance organization. To define a sub-folder:

  1. Create at least one document folder.
  2. In the middle pane click Add New to open the entry form in the right pane.
  3. In the entry form enter a name and optional summary and description for the folder.
  4. Use the Parent Folder select tool to select the folder within which the sub- folder will reside.
  5. In the right pane click Save to record your entry in the database.

    The sub-folder is displayed under the parent folder in the left pane.

Define Document Categories and Types

Creating a collection of document categories and types is useful because it allows you to search for and filter on safety-related documents. By assigning a document a category and a type, you can easily locate a document at a later time. For example, you might create a document category called "Permit." To this category you might associate document types: building permit, elevator permit, discharge permit, equipment permit and construction permit.

When you need to locate a particular permit, you merely filter the safety-related document according to the category and type you require.

To define a document category:

  1. In the Process Navigator click EH&S Background Data to open the background data entry tab.
  2. In the left pane under Document Library, click Define Document Categories and Types.

    Previously defined document categories are listed in the middle pane.

  3. In the middle pane click Add New.
  4. In the pop-up box select Document Category to open the entry form in the right pane.
  5. In the entry form enter a category name and optional summary and description

    Summary text is displayed next to the category name.

  6. In the right pane click Save to record your entry in the database.

    The category is displayed and can be selected in the middle pane.

To associate a document type with a category:

  1. Create one or more document categories.
  2. In the left pane under Document Library, click Define Document Categories and Types.

    Previously defined document categories are listed in the middle pane.

  3. Select the category to which you want to associate a document type.
  4. In the middle pane click Add New.
  5. In the pop-up box select Document Type to open the entry form in the right pane.
  6. In the entry form enter a type name and optional summary and description

    Summary text is displayed next to the type name.

  7. In the right pane click Save to record your entry in the database.

    The document type is displayed within the selected category.