Attachment_20_-_DLA-Disposition_Services_EMS_I_6050.2.pdf

NOTE: Printed copies of this document may not be the current version. Refer to the DLA Disposition Services website (https://www.dispositionservices.dla.mil/gov/publications/4160.14/6050.2.pdf)

Environmental Management System i June 2011

ENVIRONMENTAL MANAGEMENT SYSTEM

TABLE OF CONTENTS

C1. RESOURCES, ROLES, RESPONSIBILITIES, AUTHORITY ............................................. 1-1 C2. ENVIRONMENTAL POLICY .............................................................................................. 2-1 C3. ENVIRONMENTAL ASPECTS ........................................................................................... 3-1 C4. OBJECTIVES, TARGETS AND PROGRAMS.................................................................... 4-1 C5. COMPETENCE, TRAINING AND AWARENESS .............................................................. 5-1 C6. COMMUNICATION ............................................................................................................ 6-1 C7. EMS DOCUMENTATION ................................................................................................... 7-1 C8. CONTROL OF DOCUMENTS ............................................................................................ 8-1 C9. CONTROL OF RECORDS ................................................................................................. 9-1 C10. OPERATIONAL CONTROL ........................................................................................... 10-1 C11. LEGAL AND OTHER REQUIREMENTS ........................................................................ 11-1 C12. MONITORING AND MEASUREMENT .......................................................................... 12-1 C13. INTERNAL REVIEW ...................................................................................................... 13-1 C14. EVALUATION OF COMPLIANCE .................................................................................. 14-1 C15. NONCONFORMITY, CORRECTIVE ACTION & PREVENTIVE ACTION ...................... 15-1 C16. EMERGENCY PREPAREDNESS AND RESPONSE .................................................... 16-1 C17. MANAGEMENT REVIEW .............................................................................................. 17-1 C18. RECORDS TABLE ......................................................................................................... 18-1 C19. REFERENCES TABLE .................................................................................................. 19-1

Attachment 20

DRMS-I 6050.2, Environmental Management System

SP4520-18-R-0004

DRMS-I 6050.2

Environmental Management System

Chapter 1 Resources, Roles, Responsibilities, Authority

NOTE: Printed copies of this document may not be the current version. Refer to the DRMS website (https://www.drms.dla.mil/gov/publications/index.shtml) for the current version.

Environmental Management System 1-1 June 2011

ENVIRONMENTAL MANAGEMENT SYSTEM

C1. RESOURCES, ROLES, RESPONSIBILITIES, AUTHORITY

(ISO 14001 Sub clause 4.4.1)

C1.1. Purpose.

Identify resources, roles, responsibilities, and authorities that will provide an organizational structure for implementing, maintaining and improving the DLA Disposition Services’ EMS.

C1.2. References

See References Table and site supplements.

C1.3. Process.

C1.3.1. An Environmental Management System (EMS) is the part of an overall management system that organizes plans and manages environmental practices to support an organization’s environmental policy. DLA Disposition Services is committed through our EMS to identify the best possible use/reutilization of Department of Defense personal property that is no longer useable for its original purpose, while ensuring that pollution prevention partnerships and environmental stewardship are demonstrated in all business practices. DLA Disposition Services seeks to improve business practices by utilizing an EMS to monitor our business practices for continual improvement. The successful implementation of the DLA Disposition Services’ EMS requires a commitment from, and an inclusion of, all personnel employed by DLA Disposition Services and those working on DLA Disposition Services behalf.

C1.3.2. This EMS applies to all DLA Disposition Services’ sites worldwide that are considered appropriate locations to implement EMS as defined by the Department of Defense, Defense Logistics Agency and the HQ DLA Disposition Services’ Management Team. DLA Disposition Services’ EMS implementation sites will interact with host facility EMS programs and other DLA tenants by providing key EMS information, attending host EMS meetings and considering host aspects, objectives and targets for integration into the DLA Disposition Services’ site program. Sites will include all DLA Disposition Services operations at their location in their EMS program.

C1.3.3. The DLA Disposition Services Director will appoint the DLA Disposition Services Environmental Management Representative (EMR) and alternate using an appointment memorandum.

C1.3.4. The DLA Disposition Services HQ Management Team is responsible for ensuring that an effective EMS program exists by providing adequate resources to support the EMS and providing direction in the form of core significant aspects, objectives, targets and programs.

C1.3.5. DLA Disposition Services’ Directorates are responsible for developing, managing, Environmental Management System 1-2 June 2011 and promoting programs that support the Environmental Policy Statement, significant aspects, objectives and targets.

C1.3.6. The Acquisition Directorate (J-7) is responsible for ensuring new contracts that require contractors to provide for performance, in whole or in part, on a Federal facility, address EMS using FAR clause 52.223-5 and appropriate alternate endings I & II as prescribed by FAR

23.1005. EMS language will not be included in contracts for performance in areas of excepted operations or deployments per DODI-4715.17. EMS language will not be added to contracts which do not require contractor performance in whole or in part, on a Federal facility. The requiring office for a contract will identify as needed additional EMS requirements such as contractor awareness of our EMS in the performance work statement provided to J-7.

C1.3.7. The Performance Improvement and Assessment Division (J-53) is responsible for performing audits of EMS programs at DLA Disposition Services implementation sites.

C1.3.8. The DLA Disposition Services EMR is responsible for:

C1.3.8.1. Coordinating EMS program requirements throughout the organization.

C1.3.8.2. Providing and documenting biannual (twice a year) EMS management reviews to the DLA Disposition Services HQ Management Team on the performance of the EMS, to include the EMS’ effectiveness in supporting the mission critical and meeting EMS objectives..

C1.3.8.3. Providing recommendations to the DLA Disposition Services HQ Management Team for improvement to the EMS.

C1.3.8.4. Identifying and requesting resources to establish, maintain, implement and improve the EMS.

C1.3.8.5. Maintaining this instruction and developing annual EMS awareness training.

C1.3.8.6. Providing guidance to Region and site EMRs for implementation and execution of the EMS.

C1.3.8.7. Acting as the HQ DLA Disposition Services representative to the host Hart- Dole-Inouye Federal Center EMS program including attending host EMS meeting providing the host with key EMS information such as the environmental policy, significant aspects, objectives and targets.

C1.3.9. Region Directors are responsible for:

C1.3.9.1. Ensuring EMS programs are in place at implementation sites in their Region.

C1.3.9.2. Developing Region specific objectives, targets and programs as needed.

C1.3.9.3. Appointing a Region EMR and alternate (as resources allow) via an

Environmental Management System 1-3 June 2011 appointment memorandum.

C1.3.10. The Region EMR and alternate (where appointed) are responsible for:

C1.3.10.1. Coordinating with and providing information to the DLA Disposition Services EMR, Region Director and site EMRs.

C1.3.10.2. Providing and documenting biannual (twice a year) EMS management reviews to the Region Director concerning the performance of EMS within the region.

C1.3.10.3. Consolidating responses from site EMRs to data calls from the DLA Disposition Services EMR and providing a single consolidated response from the Region.

C1.3.10.4. Assisting site EMRs with the implementation of site specific EMSs .

C1.3.11. Area managers are responsible for:

C1.3.11.1. Ensuring effective EMS programs exists at EMS implementation sites that support the core EMS program and are adapted to local conditions and host EMS programs.

C1.3.11.2. Appointing site EMRs and alternate (as resources allow) EMRs at EMS implementation sites via an appointment memorandum.

C1.3.12. Site EMRs are responsible for:

C1.3.12.1. Creating a site supplement to reflect unique site and host requirements.

C1.3.12.2. Tracking performance of the EMS and reporting the EMS’s effectiveness via a biannual (twice a year) EMS management review to the Area Manager or their designee.

C1.3.12.3. Providing recommendations to the Area Manager or their designee for improvement to the site’s EMS.

C1.3.12.4. Maintaining a local site supplement to this instruction or contributing towards a multi-site supplement that includes the EMR’s site.

C1.3.12.5. Being a liaison to the host EMS by attending EMS meetings, providing key EMS information at least annually to include core aspects, site aspects and mission needs.

C1.3.12.6. Coordinating with EMRs of other collocated DLA tenant organizations.

C1.3.13. All DLA Disposition Services personnel and contract employees when contractually required will demonstrate a commitment to the DLA Disposition Services environmental policy statement, core and local objectives and targets, and programs while working towards improving environmental performance.

Environmental Management System 1-4 June 2011

C1.3.14. Unique local processes are described in site supplements.

Chapter 2, Environmental Policy

Environmental Management System 2-1 June 2011

C2. ENVIRONMENTAL POLICY

(ISO 14001 Sub Clause 4.2)

C2.1. Purpose.

An environmental policy is established to provide general environmental guidance and direction to employees and those working on behalf of DLA Disposition Services.

C2.2. References.

See References Table and site supplements.

C2.3. Process.

C2.3.1. The Environmental Policy statement is reviewed and updated if needed (1) at least annually, (2) in response to a major change in mission requirements or (3) within 60 days of a change in Director.

C2.3.2. The DLA Disposition Services EMR schedules a review of the existing DLA Disposition Services Environmental Policy Statement by the HQ Management Team. The HQ Management Team provides suggested revisions to the Policy Statement to the DLA Disposition Services EMR. When performing the review, the HQ Management Team will review:

C2.3.2.1. Existing Environmental Policy Statement, C2.3.2.2. Considerations of Host Facilities, other DLA tenants and stakeholders, C2.3.2.3. Current and future mission priorities, C2.3.2.4. Effectiveness of EMS to date, and

C2.3.2.5. Emerging issues (e.g. an update to Final Governing Standards, anticipated regulations, new or changed mission, etc.).

C2.3.3. The DLA Disposition Services EMR will revise the environmental policy statement and provide to the DLA Disposition Services Director for approval.

C2.3.4. Following approval of an updated environmental policy statement, the DLA Disposition Services EMR will notify the Region EMRs, HDI Federal Center Host Facility EMR a via email and post the new Environmental Policy Statement to the DLA Disposition Services website. All DLA Disposition Services employees will be notified of an update to the environmental policy via an email to the appropriate group address.

C2.3.5. Region EMRs will notify site EMRs via email of an updated environmental policy statement .

Chapter 2, Environmental Policy

Environmental Management System 2-2 June 2011

C2.3.6. Site EMRs will notify Host Facility EMRs and other collocated DLA tenants of an updated environmental policy statement via email.

C2.3.7. The environmental policy statement is communicated to the public via the DLA Disposition Services’ internet website.

C2.3.8. Unique local processes are described in site supplements.

Chapter 3, Environmental Aspects

Environmental Management System 3-1 June 2011

C3. ENVIRONMENTAL ASPECTS

(ISO 14001 SUB CLAUSE 4.3.1)

C3.1. Purpose.

Identify environmental aspects that can have a significant impact on the environment so that they can be controlled and eliminated when possible.

C3.2. References.

See References Table and site supplements.

C3.3. Process.

C3.3.1. The DLA Disposition Services HQ Management Team identifies and prioritizes core significant aspects on an annual basis for use EMS implementation sites. Applicability of core significant aspects, while designed to apply to all DLA Disposition Services locations, may vary due to legal/other requirements based on location (CONUS vs. OCONUS) and specific mission functions performed at each location.

C3.3.2. EMS implementation sites will meet the minimum DLA Disposition Services EMS program requirements by using the core aspects. Individual sites may develop site specific significant aspects unique to their location as their mission requires or to support host programs.

C3.3.3. Both Core and any locally developed aspects are designated as significant aspects using the DLA Disposition Services Core Significant Aspect Determination Matrix. Significance is determined using the matrix to score aspects with a numerical score for the following criteria:

regulated activity (legal compliance), presence of operational controls, potential of impacts, severity of impacts, mission impact and emergency potential. An aspect’s score for each ranking criteria will be summed to determine an estimated risk score. A minimum estimated risk score will be established for establishing significance. Potential impact to the mission resulting from not controlling an aspect, be it a monetary fine levied by a regulatory governmental agency or cessation of a particular activity while corrective actions are implemented, will also be considered when identifying and ranking significant aspects.

C3.3.4. The DLA Disposition Services HQ Management Team and leadership responsible for DLA Disposition Services EMS implementation sites may identify a core/local aspect as a significant aspect regardless of its numerical score based on mission requirements.

C3.3.5. The DLA Disposition Services EMR will accomplish an annual review of the core significant aspects and propose changes to the DLA Disposition Services HQ Management Team if warranted.

C3.3.6. The HQ DLA Disposition Services Management Team will approve changes to the core significant aspects.

Chapter 3, Environmental Aspects

Environmental Management System 3-2 June 2011

C3.3.7. The DLA Disposition Services EMR coordinates with the HDI Federal Center EMR to identify which Host Facility significant aspects are applicable to HQ DLA Disposition Services.

C3.3.8. The DLA Disposition Services core aspect list will not be communicated externally outside of the Department of Defense. The DLA Disposition Services HQ Management Team may decide at a future date if external communication of the DLA Disposition Services core aspects is beneficial to the organization.

C3.3.9. The DLA Disposition Services EMR posts approved core significant aspects to the EMS section of the DLA Disposition Services intranet. The DLA Disposition Services EMR notifies Region EMRs and the HDI Federal Center EMR via email when core significant aspects are updated. Notification is provided so that site EMRs and the HDI Federal Center EMR may incorporate the core significant aspects when establishing/updating their EMS.

C3.3.10. Regional Directors will endorse and adopt the core significant aspects that apply to their EMS implementation sites. The Region EMR will assist in this process and provide a copy of the endorsement to the site EMRs.

C3.3.11. Site EMRs will inform assigned personnel, including contract employees and contractors, when significant aspects relevant to the employee’s duties or the EMS implementation site change. If a change to significant aspects could impact contractor performance, the contract office representative will coordinate with the contract requiring office and J-7 to determine if a request for a contract modification is warranted.

C3.3.12. Site EMRs may identify aspects unique to their location or when changes in the mission/operations at their location warrant it. If local aspects are identified, the site EMR will determine if the local aspects are significant by using the Site Significant Aspect Ranking Tool and procedures referenced earlier in this section.

C3.3.13. Site EMRs will notify their Host Facility EMR via an email following updates to either the core significant aspects or locally developed significant aspects.

C3.3.14. Unique local processes are described in site supplements.

Chapter 4, Objectives, Targets and Programs

Environmental Management System 4-1 June 2011

C4. OBJECTIVES, TARGETS AND PROGRAMS

(ISO 14001 Sub clause 4.3.3)

C4.1. Purpose.

Establish environmental objectives, targets and action plans (programme(s) in the ISO 14001) within DLA Disposition Services at Directorate, Regional/site (core) level.

C4.2. References.

See References Table and site supplements.

C4.3. Process.

C4.3.1. Action plans including objectives and targets are created for core significant aspects which require action to bring them under control or where additional improvements are desired.

C4.3.2. The DLA Disposition Services Management Team with assistance of the DLA Disposition Services EMR will identify which significant aspects are selected for improvement through the means of Directorate level objectives, targets and action plans and which significant aspects are selected for core objectives, targets and action plans.

C4.3.3. Directorates will pursue Directorate level Objectives, targets and action plans.

C4.3.4. Core objectives, targets and action plans will be pursued by Regions and EMS implementation sites.

C4.3.5. An objective is an overall environmental goal that is pursued. A target is developed based on a specific objective and identifies a detailed performance requirement that needs to be set and met in order to achieve that objective. A target may be expressed with a quantitative requirement (e.g. kilowatts reduced, lbs of waste reduced, gallons of water saved) or a qualitative requirement to take an action (e.g. install motion sensing lighting, start recycling pallets, improve employee awareness of recycling efforts, etc). Objectives and targets will address short and long-term issues and be specific and measurable (quantitative) when and where practicable. There may be instances where the creation of objectives and targets for an aspect is desirable but action is prevented due to fiscal and/or other restraints. In such cases, the significant aspect needs to be considered as a source for future objectives and targets until such a time as the restraints are removed.

C4.3.6. An action plan, referred to as “programme(s)” in the ISO 14001, will be created to identify how objectives and targets will be pursued. An action plan simply identifies who will do what and when to accomplish a target and objective. An example of an action plan for use at EMS implementation sites is available on EMS section of the DLA Disposition Services intranet.

Progress towards obtaining, i.e. monitoring and measuring, of objectives and targets may be documented/tracked on the template action plan.

Chapter 4, Objectives, Targets and Programs

Environmental Management System 4-2 June 2011

C4.3.7. The DLA Disposition Services EMR annually coordinates an objectives, targets and action plans data call to the Directorates. Directorate level objectives and targets will reflect specific processes or programs to support DLA Disposition Services core significant aspects.

Objectives and targets may be preexisting environmental metrics used for other programs/ reporting purposes or may be unique to the EMS. Directorates will develop an action plan to obtain objectives and targets for their area when identified.

C4.3.8. DLA Disposition Services Directorates must consider how they will support the HDI Federal Center’s significant aspects and objectives and targets when formulating their own.

C4.3.9. The DLA Disposition Services EMR annually consolidates draft Directorate and core objectives and targets for approval by the HQ DLA Disposition Services Management Team.

C4.3.10. Approved Directorate and core objectives, targets and action plans are posted to the EMS section of the DLA Disposition Services intranet.

C4.3.11. Progress towards achieving Directorate level objectives and targets are reported in briefings to the HQ DLA Disposition Services Management Team.

C4.3.12. Region Directors endorse the core objectives, targets and action plans by identifying which core objectives and targets apply to which EMS implementation sites.

C4.3.13. Region EMRs provides a copy of the core objectives, targets and action plans endorsement to the site EMRs.

C4.3.14. Site EMRs pursue core objectives and targets applying to their site. Site EMRs may identify additional objectives, targets and action plans unique to their site to support their host facility EMS or when changes in the mission/operations at their site warrant it.

C4.3.15. Site EMRs monitor and document progress towards achieving core and any locally developed objectives and targets.

C4.3.16. Site EMRs brief the Area Manager or designee on the status of objectives, targets and action plans as part of their biannual EMS management review.

C4.3.17. Region EMRs brief the Region Director on the status of core objectives, targets and action plans within the region as part of their biannual EMS management review.

C4.3.18. Changes to objectives, targets and action plans are communicated to the organization and/or site through training and other forms of communications as appropriate.

C4.3.19. Site EMRs will provide a copy current core objectives, targets and action plans via email to the host EMR when they change.

C4.3.20. Unique local processes are described in site supplements.

Chapter 5, Competence, Training and Awareness

Environmental Management System 5-1 June 2011

C5. COMPETENCE, TRAINING AND AWARENESS

(ISO 14001 SUB CLAUSE 4.4.2)

C5.1. Purpose.

Ensure all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impacts are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities.

C5.2. References.

See References Table and site supplements.

C5.3. Process.

C5.3.1. Competencies and training are determined using the skills code matrix for DLA Disposition Services employees and are identified in contracts for contract personnel.

C5.3.2. The Performance and Development Division (J-51) maintains the skills code matrix and training requirements for DLA Disposition Services employees.

C5.3.3. Directorates advise J-51 when modifications to training requirements in the skills code matrix are required. Training requirements identified by Directorates will indicate training required by Federal Regulations applicable to their area of responsibility.

C5.3.4. The contract requiring office is responsible for incorporating EMS requirements in Performance Work Statements for new contracts provided to J-7. Executive Order 13423 continues the requirements of Executive Order 13148 which requires contractors be aware of the EMS programs at the facilities where they operate on.

C5.3.5. The DLA Disposition Services EMR is responsible for developing and maintaining an EMS awareness clause for use by contract requiring offices in Performance Work Statements.

C5.3.6. Region Directors, Area Managers, supervisors and training coordinators ensure employees meet the training and competency requirements by adhering to the guidance provided in DoD, DLA and DLA Disposition Services referenced documents for training requirements, record keeping and procedures.

C5.3.7. Supervisors will ensure that Individual Development Plans (IDPs) are current and reflect mandatory and other hazardous property training requirements.

C5.3.8. Training coordinators arrange and report training for assigned personnel. Training coordinators schedule required training through the DLA Training Center (DTC), the Learning Management System (LMS) or commercial sources as required. Following the completion of a training course, employees provide the training coordinator with evidence that a class was

Chapter 5, Competence, Training and Awareness

Environmental Management System 5-2 June 2011 completed such as a training certificate, training roster, etc. The training coordinator provides the training evidence to the Defense Training Center.

C5.3.9. The Defense Training Center maintains records of training in the Learning Management System (LMS). Training requirements are tracked within the System by Skill Code assignment. LMS may be accessed through DLA eWorkplace.

C5.3.10. Training requirements for newly appointed DLA Disposition Services, Region and Site EMRs and alternates are identified in a job ready checklist entitled “Environmental Management Rep for EMS”. Individual Development Plans (IDPs) for personnel appointed as EMRs/alternates should include their role as an Environmental Management Representative.

C5.3.11. Newly hired employees are required to take new employee training which includes EMS awareness training.

C5.3.12. Current employees are required to take annual EMS awareness training.

C5.3.13. Daily Situation Reports (SITREPs) are a mechanism used to inform employees of the environmental and health consequences of not following procedures. SITREPS are emailed to DLA Disposition Services employees are on SITREP mailing list when reportable situations occur concerning accidental environmental impacts or personnel injuries. The SITREPs describe how an incident occurred and identify the root cause and mission impact such as potential contamination, personal injury or regulatory fine/citation.

C5.3.14. Unique local processes are described in site supplements.

Chapter 6, Communication

Environmental Management System 6-1 June 2011

C6. COMMUNICATION

(ISO 14001 Sub clause 4.4.3)

C6.1. Purpose.

Ensure internal and external communications concerning the EMS are timely, appropriate and effective. The Director is notified of applicable urgent events utilizing the procedure “How to Notify the DLA Disposition Services Director About Urgent Incidents”

C6.2. References

See References Table and site supplements.

C6.3. Process.

C6.3.1. Internal EMS communications

C6.3.1.1. Internal EMS communications are designed to keep personnel, and those working on behalf of DLA Disposition Services, informed about the EMS. Internal EMS communications may be accomplished by but not limited to briefings, intranet postings, articles in electronic newsletters, staff meetings, awareness posters, employee meetings, and emails.

C6.3.1.2. The Integration and Analysis Division (J-30) or designee will notify personnel of changes to this EMS instruction and other DLA Disposition Services publications by releasing organizational wide publication update emails.

C6.3.1.3. The Performance and Development Division (J-51) is responsible for managing the workforce communications program to promote effective employee-management communications and to keep DLA Disposition Services employees current on activity changes.

C6.3.1.4. The DLA Disposition Services Directorates will coordinate changes in policy specific to their areas of responsibility via updates to DLA Disposition Services instructions and regulations with the DLA Disposition Services Director’s Office or designee for release in organizational wide emails. DLA Disposition Services Directorates may also issue policy memorandums and bulletins via organizational wide emails.

C6.3.1.5. The Public Affairs Division is responsible for providing general EMS awareness information to personnel through the internal mechanism such as electronic newsletters.

C6.3.1.6. The Environmental Division (J-33) is responsible for reviewing changes to Federal Regulations relating to the storage, transportation and disposal of hazardous materials and hazardous waste to ensure DLA Disposition Services regulations, instructions, policies and guidance are consistent with regulatory requirements. J-33 provides revisions, as necessary, to the appropriate DLA Disposition Services manual/instruction. J-33 coordinates as needed with DLA and the DOD when higher level directives are reviewed.

Chapter 6, Communication

Environmental Management System 6-2 June 2011

C6.3.1.7. The DLA Disposition Services EMR will:

C6.3.1.7.1. Communicate information concerning the EMS program to Region EMRs who will distribute the information to site EMRs.

C6.3.1.8. EMRs (HQ, Region and Site) will:

C6.3.1.8.1. Document, respond to, and report external communications including those with their host facility concerning their site EMS program to their Management or their designee as part of the biannual (twice per year) EMS management reviews.

C6.3.1.9. All personnel are responsible for ensuring that they have adequate information to effectively perform their work and for staying informed on the status of EMS.

C6.3.2. External EMS communications

C6.3.2.1. External EMS communications concerning the DLA Disposition Services EMS program will be directed to the DLA Disposition Services EMR for documenting and response.

External communications concerning a Region or Site EMS will be directed to the appropriate Region/Site EMR for documenting and response.

C6.3.2.2. The Public Affairs division will periodically communicate to external sources progress in the EMS via news articles.

C6.3.2.3. The Public Affairs Division (PAD) is responsible for managing all external communications to the community and media. The PAD notifies the DLA Disposition Services EMR and the appropriate site EMR when communications concerning the DLA Disposition Services EMS occur. The PAD coordinates with EMRs when necessary to provide a coordinated response to inquiries concerning the DLA Disposition Services/Site EMS programs.

Chapter 7, EMS Documentation

Environmental Management System 7-1 June 2011

C7. EMS DOCUMENTATION

(ISO 14001 Sub clause 4.4.4)

C7.1. Purpose.

Maintain EMS program documentation required by ISO 14001 and this EMS.

C7.2. References.

See References Table and site supplements.

C7.3. Process.

C7.3.1. This instruction, in combination with site supplements and supporting documentation referenced herein document the DLA Disposition Services EMS.

C7.3.2. The current version of this instruction will be maintained by the Integration and Analysis Division (J-30) on the DLA Disposition Services external publications site. Copies of this Instruction printed from the intranet location will clearly indicate that “printed copies of this document may not be the current version”.

C7.3.3. Current versions of local site supplements will be maintained by site EMRs or the Region EMR at their discretion.

C7.3.4. Access to additional documentation in the form of publications, standard operating procedures, policy letters, general orders, and newsletters/communiqués is available through the DLA Disposition Services intranet and the internet.

C7.3.5. The DLA Disposition Services EMR and/or representative will complete an annual review of and make revisions to the EMS core instruction. Changes to this instruction will be coordinated through the document control specialist. The annual review will be documented and maintained as a record. Site EMRs will be notified of changes to the instruction via email.

C7.3.6. This instruction may be updated at any time to reflect changes in regulatory requirements, respond to audit findings or reflect changes in mission.

C7.3.7. Site supplements will be reviewed annually and revised if needed. Following review, site supplements will be re-dated to reflect the date of review. The annual review will be documented and maintained as a record. A site supplement annual review and periodic revision record document template is available on the EMS section of the DLA Disposition Services intranet.

C7.3.8. Key EMS documentation is identified in the Chapters and Records Table at the end of this Instruction.

C7.3.9. Unique local processes are described in site supplements.

Chapter 8, Control of Documents

Environmental Management System 8-1 June 2011

C8. CONTROL OF DOCUMENTS

(ISO 14001 SUB CLAUSE 4.4.5)

C8.1. Purpose.

Establish and maintain methods for controlling documents relevant to the EMS to ensure that personnel are using current information when performing their work.

C8.2. References.

See References Table and site supplements.

C8.3. Process.

C8.3.1. Procedures and responsibilities for writing/revising DLA Disposition Services operational directives/instructions are described in DES-I 5000.1, attachment 3. DLA Disposition Services operational directives/instructions are kept current by following the review schedule and procedures in the DLA One Book (DLAD 5025.30).

C8.3.2. Relevant external documents such as regulatory guidance relevant to this EMS are accessed using the issuing agency’s website and/or the Government Printing Office’s website (www.gpoaccess.gov).

C8.3.3. Storage locations of key documents used to satisfy EMS documentation requirements in this instruction are described in the Records Table at the end of this Instruction.

C8.3.4. EMS Documents printed from the DLA Disposition Services EMS intranet site are uncontrolled copies.

C8.3.5. DLA Disposition Services HQ will review all proposed directives/instructions initiated within DLA Disposition Services.

C8.3.6. Directorates are responsible for initiating proposed directives/instructions within their functional area of responsibility.

C8.3.7. Directorates are responsible for developing and approving documents such as policy letters, standard operating procedures, forms, checklists, etc. used within or required by their departments.

C8.3.8. Updates to web based instructions will be accomplished in accordance with guidance provided by the Integration and Analysis Division (J-30).

C8.3.9. The Records Management Officer exercises staff supervision over records management program activities and maintains compliance with the requirements of the DLA One Book, DLAD 5025.30.

Chapter 8, Control of Documents

Environmental Management System 8-2 June 2011

C8.3.10. DLA Information Services maintains current versions of Department of Defense (DoD), Defense Logistics Agency (DLA) and Disposition Services forms on the DLA Disposition Services shared M drive.

C8.3.11. The DLA Disposition Services EMR and/or their representative coordinates the posting of updated EMS documents to the DLA Disposition Services’ intranet.

C8.3.12. Obsolete EMS documents from the DLA Disposition Services’ intranet will be archived in an electronic format and retained for 1 year or until no longer needed. Archived documents will not be available on the DLA Disposition Services intranet.

C8.3.13. Activities may retain obsolete documents such as Code of Federal Regulations (CFRs) and DOD/DLA instructions for historical reference. Retained obsolete documents will be clearly marked “OBSOLETE”. Markings may be accomplished by various means.

C8.3.14. Unique local processes are described in site supplements.

Chapter 9, Control of Records

Environmental Management System 9-1 June 2011

C9. CONTROL OF RECORDS

(ISO 14001 Subchapter 4.5.4)

C9.1. Purpose.

To establish methods for maintaining records that document evidence of conforming to the requirements of the EMS.

C9.2. References

See References Table and site supplements.

C9.3. Process.

C9.3.1. Maintain records in a manner that enables the EMR to locate and provide objective evidence that the location where the EMR is assigned is meeting the requirements of ISO 14001 and this EMS. Records required by this instruction are listed in the Records table at the end of this instruction. The storage method used should (1) maintain records in a legible state, (2) clearly identify the records, (3) make records traceable and (4) make records ready accessible.

C9.3.2. Hardcopy EMS records will be stored in files using the 238.01 files series set up on a fiscal year basis. Records that can be filled in an existing files series (e.g. shipping papers, contracts, permits, etc.) will not be duplicated and added to the 238.01 file series.

C9.3.3. Electronic EMS records (emails and electronic documents) will be stored electronically in a manner to make them retrievable by the EMR.

C9.3.4. The DLA Disposition Services EMR, Region EMR, and site EMR is responsible for ensuring a mechanism is in place for the identification, storage, protection, retrieval, retention and disposal of the EMS records identified for their position in the Records Table at the end of this instruction.

C9.3.5. The Training Coordinator is responsible for ensuring a mechanism is in place for the identification, storage, protection, retrieval, retention and disposal of training records. Use of the Learning Management System (LMS) is one means of meeting this requirement for training records.

C9.3.6. Area Managers are responsible for ensuring a mechanism is in place for the identification, storage, protection, retrieval, retention and disposal of EMS records required for Area Managers in the Records table at the end of this instruction.

C9.3.7. All other personnel will maintain the records cited for their area of responsibility noted in the Records table at the end of this instruction.

C9.3.8. Unique local processes are described in site supplements.

Chapter 10, Operational Control

Environmental Management System 10-1 June 2011

C10. OPERATIONAL CONTROL

(ISO 14001 SUB CLAUSE 4.4.6)

C10.1. Purpose.

Develop, maintain, and document operating procedures for work associated with significant aspects identified by the EMS.

C10.2. References.

See References Table and site supplements.

C10.3. Process.

C10.3.1. Directorates monitor operational controls and update existing controls or institute new controls based on changes in regulatory requirements, mission, or operational need.

C10.3.2. Documented organizational procedures and operating criteria are maintained to control situations where their absence could lead to deviation from the environmental policy, environmental impact, non-adherence to regulatory requirements and/or personal injury.

C10.3.3. Documented organizational procedures are contained in publications, standard operating procedures, general orders, bulletins, policy letters and other suitable formats available on the DLA Disposition Services’ intranet.

C10.3.4. DLA Disposition Services adheres to documented requirements of Federal regulatory agencies, State and local regulatory agencies, the Department of Defense, the Defense Logistics Agency and applicable regulatory authorities at overseas locations.

C10.3.5. New documented operational controls are created when current DOD, DLA, DRMS or regulator guidance is not available or sufficient to ensure that deviations from environmental policy, regulatory requirements, safety policy or support of EMS significant aspects will not occur.

C10.3.6. Directorates will review and update their written controls in response to a change in mission, regulatory requirement, process, operational need or technological innovation that has the potential to result in environmental degradation.

C10.3.6.1. Review current controls to determine if they are appropriate to the change in circumstances.

C10.3.6.2. If current controls are not appropriate, DRMS Directorates develop controls that are appropriate to the type and magnitude of the change in risk including specific operational instructions.

C10.3.7. The Environmental Division (J-33), in response to a change in environmental

Chapter 10, Operational Control

Environmental Management System 10-2 June 2011 regulatory requirements, will:

C10.3.7.1. Review current controls to determine if they are appropriate to the change in circumstances.

C10.3.7.2. If current controls are not appropriate, develop and implement policy to provide an appropriate control.

C10.3.8. DLA Installation Support – Battle Creek, in response to a change in regulatory requirements dealing with safety and health, will:

C10.3.8.1. Review current controls in relation to changes in regulatory requirements.

C10.3.8.2. If current controls are not appropriate, develop or make a recommendation to the appropriate office, to implement policy to provide an appropriate control.

C10.3.9. Supervisors are responsible to ensure employees are trained on new operational controls.

C10.3.10. If changes in operational controls potentially impact contractor performance, the contract office representative and contract requiring office will coordinate with J-7 to determine if a request for a contract modification is warranted.

C10.3.11. Operational contracts that require performance of services on government facilities require contractors and subcontractors to be aware of operational controls required by Federal, International, State, Local regulators and DOD, DLA, and DLA Disposition Services requirements.

C10.3.12. All Site EMRs will identify operations at their site that potentially impact the Host Facility’s EMS/aspects and insure that controls are in place to address those operations.

C10.3.13. Unique local processes are described in site supplements.

Chapter 11, Legal and Other Requirements

Environmental Management System 11-1 June 2011

C11. LEGAL AND OTHER REQUIREMENTS

(ISO 14001 SUBCHAPTER 4.3.2)

C11.1. Purpose.

Establish procedures to identify and make accessible relevant legal and internal requirements applicable to this EMS.

C11.2. References.

See References Table and site supplements.

C11.3. Process.

C11.3.1. DLA Disposition Services considers its operational responsibilities and subsequent EMS significant aspects when identifying legal requirements. Legal and other regulatory requirements will be included as a consideration when identifying and prioritizing core and site aspects.

C11.3.2. Legal requirements are identified by:

C11.3.2.1. Federal Agencies (Code of Federal Regulations)

C11.3.2.2. International regulators and foreign nations (overseas locations)

C11.3.2.3. State and local regulators

C11.3.2.4. Permits for regulated activities

C11.3.2.5. DOD, DLA and Disposition Services regulations, manuals, instructions, and standard operating procedures

C11.3.3. Access to legal and other requirements from third party sources is maintained through the official websites of the regulatory agencies or the Government Printing Office website (www.gpoaccess.gov). Official websites of regulatory agencies will be the final source for current legal requirements information from third party sources.

C11.3.4. Supervisors, employees and contractors are required to be aware of and follow all legal requirements relevant to their location and job function. The following sources may assist with awareness:

C11.3.4.1. Hazardous Technical Information Service

C11.3.4.2. State Environmental Websites

C11.3.4.3. Environmental Protection Agency Websites for RCRA, TSCA, and CWA

Chapter 11, Legal and Other Requirements

Environmental Management System 11-2 June 2011

C11.3.4.4. Department of Transportation, Office of Hazardous Materials Safety Website

C11.3.4.5. Occupational Safety & Health Administration

C11.3.4.6. Defense Environmental Network and Information Exchange Website

C11.3.4.7. Department of Defense Website

C11.3.4.8. Defense Logistics Agency Website

C11.3.4.9. Defense Logistics Agency Disposition Services Website

C11.3.5. Personnel are trained on legal and other requirements through required competency training. Relevant regulatory changes are highlighted at “refresher” courses.

C11.3.6. Sites located overseas will follow additional requirements including Host Nation laws, International Agreements, Status of Force Agreements, Final Governing Standards and Overseas Environmental Baseline Guidance Documents.

C11.3.7. Sites will coordinate with host environmental offices/EMS programs to identify legal requirements such as permits that apply to the site’s operations.

C11.3.8. Failure to comply with legal and other requirements may result in mission degradation due to notices of violation, fines, environmental damage, interruption of mission support activities and poor public image.

C11.3.9. The Environmental Management Division (J-33) is responsible for aligning operational activities with and providing guidance concerning legal and other requirements relating to the hazardous waste disposal mission.

C11.3.10. DRMS-DG assists in resolving disputes on environmental matters and advises HQ, Regional and site offices on the application of environmental law to operational requirements.

C11.3.11. The Performance Improvement and Assessment Division (J-53) conducts periodic internal reviews and audits to determine whether standards of internal control are met.

J-53 reviews audits by the Government Accounting Office (GAO), Inspector General (IG) and Congress to determine applicability to DLA Disposition Services and disseminates information with recommendations as appropriate.

C11.3.12. Unique local processes are described in site supplements.

Chapter 12, Monitoring and Measurement

Environmental Management System 12-1 June 2011

C12. MONITORING AND MEASUREMENT

(ISO 14001 SUBCHAPTER 4.5.1)

C12.1. Purpose.

Identify procedures and records used to monitor and measure key characteristics of operations that may result in significant environmental impacts and interruptions to mission achievement.

C12.2. References.

See References Table and site supplements.

C12.3. Process.

C12.3.1. Monitoring and measuring of objectives, targets and key characteristics within an organization is an EMS requirement. Monitoring and measuring is used to track and improve the performances of processes that could impact mission performance and regulatory compliance.

C12.3.2. Processes that may impact mission performance, regulatory compliance and EMS objectives/targets/action plans will be monitored and measured.

C12.3.3. The Director and HQ management team determines which processes will be monitored and measured within HQ directorates via briefings to the HQ management team.

C12.3.4. The Performance Improvement & Assessment Div. (J-53) performs corporate level monitoring and measuring functions by conducting periodic reviews of internal controls using Operational and Environmental Effectiveness reviews that are documented in the Compliance Assessment Management System (CAMS).

C12.3.5. Site supplements will identify which key characteristics and monitoring/measuring tools such as checklists and forms apply (see Records Table). Sites also accomplish monitoring and measuring by using self assessments. Sites, based on their operations, will monitor and measure:

C12.3.5.1. Gate monitor radiation detectors. Functionality checks of gate monitor radiation detectors (passing the test chip through the detector) will be accomplished and recorded on the DRMS Inspection Log CAMS version. Calibration of gate monitor radiation detectors will be accomplished by DLA Installation Support – Battle Creek, according to DRMS-I 4160.14, Section 1, Chapter 3.

C12.3.5.2. Storage areas for HM/HW and scrap

C12.3.5.3. Permit requirements (storage areas, storm water runoff, etc.)

C12.3.5.4. EMS Objectives and targets

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Environmental Management System 12-2 June 2011

C12.3.5.5. Scale calibration

C12.3.5.5.1. DLA Disposition Services owned scales – DLA Disposition Services Sites are responsible per DOD 4160.21-M, Chapter 7, to initiate and record action taken to obtain the services of a qualified scale inspector to examine platform, truck and railroad scales at a frequency not less than annually and more often if required by State or local laws. Precious metal scales shall be calibrated using procedures contained in DRMS-I 4160.14, Section 1, Chapter 2.

C12.3.5.5.2. Host owned scales - The host installation is responsible per DOD 4160.21-M for providing calibration procedures, calibrating, maintaining, providing records for scales under their jurisdiction that are used by tenant organizations.

C12.3.5.6. Hazardous waste pickups (COR Checklist)

C12.3.5.7. Processes identified in Self Assessments in CAMS.

C12.3.6. Contractors who operate a government facility are responsible for performing monitoring and measuring activities that relate to the execution of their activities.

C12.3.7. Unique local processes are described in site supplements.

Chapter 13, Internal Review

Environmental Management System 13-1 August 2008

C13. INTERNAL REVIEW

(ISO 14001 SUBCHAPTER 4.5.5)

C13.1. Purpose.

Provide guidance relating to the periodic review of the organizational Environmental Management System.

C13.2. References.

See References Table and site supplements.

C13.3. Process.

C13.3.1. All EMS Implementation Sites are covered by the internal review process documented in this chapter.

C13.3.2. Effectiveness Reviews

C13.3.2.1. Effectiveness Reviews will be used to meet the requirements of ISO 14001.

Effectiveness Reviews are scheduled at regular intervals by the Performance Improvement and Assessment Division (J-53).

C13.3.2.2. The number of Effectiveness Reviews that include EMS audit protocol questions will be determined based on guidance for a multi-site EMS sample-based approach per the International Accreditation Forum guidance document IAF-GD6-2006 issue 4. Each fiscal year, the minimum number of Effectiveness Reviews to be conducted that include EMS audit protocol questions will be determined using the formula:

Y=0.6√x where the sample size (y) is the square root of the number of remote sites with a unique site supplement (x) multiplied by 0.6, rounded up to the upper whole number.

C13.3.2.3. The HQ DLA Disposition…