Standard Operating Procedure for Creating and Archiving EHS Training Modules
1) Purpose
The purpose of this SOP is to establish a standardized process for creating, maintaining, and archiving Environmental, Health, and Safety (EHS) training modules to ensure effective knowledge transfer, compliance with regulatory requirements, and availability for future reference.
2) Scope
This SOP applies to all personnel involved in the development, deployment, and archival of EHS training materials within the organization, including physical and digital training modules.
3) Responsibilities
- EHS Training Coordinator: Oversee the creation, implementation, and review of training modules.
- Subject Matter Experts (SMEs): Provide technical content and ensure accuracy in training materials.
- HR Department: Collaborate on training schedules and maintain records of employee participation.
- IT Support Team: Manage digital storage and accessibility of training modules.
4) Procedure
4.1 Developing Training Modules
- Identify Training Needs:
- Conduct a training needs analysis to identify gaps and regulatory requirements in EHS knowledge.
- Define Learning Objectives:
- Outline clear and measurable objectives for each training module to ensure relevance and effectiveness.
- Develop Content:
- Prepare content based on learning objectives, using input from SMEs and referencing applicable regulations.
- Include text, visuals, videos, and interactive elements to enhance engagement.
- Design Training Materials:
- Create user-friendly training materials, such as slide decks, handouts, or e-learning modules, using
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standardized templates.
4.2 Reviewing and Approving Modules
- Internal Review:
- Have training modules reviewed by the EHS team and relevant stakeholders for accuracy and completeness.
- Incorporate Feedback:
- Revise modules based on feedback to ensure they meet training objectives and compliance standards.
- Obtain Final Approval:
- Secure approval from the EHS Manager or Training Coordinator before deploying the modules.
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4.3 Deploying Training Modules
- Schedule Training:
- Coordinate with HR to schedule training sessions and notify participants in advance.
- Conduct Training:
- Deliver training using the approved modules, either in-person, online, or through a blended approach.
- Assess Learning Outcomes:
- Administer quizzes, surveys, or practical assessments to evaluate participant understanding and effectiveness of the training.
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4.4 Archiving Training Modules
- Organize by Category:
- Archive modules in a structured format, categorized by topic, audience, and date of use.
- Store Securely:
- Save modules in a secure digital repository with restricted access to authorized personnel.
- Document Revision History:
- Maintain a revision history for each module, documenting updates, reasons for changes, and approval details.
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4.5 Reviewing and Updating Archived Modules
- Schedule Regular Reviews:
- Review archived modules annually to ensure they remain relevant and compliant with current regulations.
- Update Content:
- Revise outdated modules based on new regulations, industry standards, or organizational needs.
- Retire Obsolete Modules:
- Move outdated or irrelevant modules to a separate archive folder, clearly labeled as “Retired.”
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5) Abbreviations, if any
- EHS: Environmental, Health, and Safety
- SME: Subject Matter Expert
6) Documents, if any
- EHS Training Needs Analysis
- Training Module Revision History
- Archived Training Modules
7) Reference, if any
- ISO 45001 Occupational Health and Safety Standards
- OSHA Training Guidelines
8) SOP Version
Version: 1.0
Annexure
Template 1: Training Module Revision History
| Revision Date | Revision Number | Description of Changes | Approved By |
|---|---|---|---|
| DD/MM/YYYY | 1.1 | Updated regulatory references | John Doe |
Template 2: Training Module Archive Log
| Module Name | Category | Last Used | Status |
|---|---|---|---|
| Fire Safety Basics | Safety | DD/MM/YYYY | Active |