One document and records control procedure for the full integrated management system — ISO 9001:2015, ISO 14001:2026 and ISO 45001:2018 at once. Fifty-six pages. Quality, environment, and health and safety under a single document and records control process, written as one document rather than three merged. Where the standards agree, one control serves all three. Where they differ, the procedure takes the strictest requirement as its house standard and records every such decision.
All three place documented information at Clause 7.5 and ask closely similar things of it. The differences are specific — ISO 9001 carries the most records, ISO 45001 carries the longest retention clocks and the worker-facing duties, ISO 14001 carries the environmental obligations — and this procedure resolves each one.
56 pages, editable Word | 54 clauses cross-referenced | 20 MSI notes in the margin | 5 appendices, every one usable |
The integration is the product. Appendix D is an integration decision record spanning all three standards — every divergence, what this procedure does, which standard is the house rule, and the rejected alternative. Across three standards that is a substantial piece of work, and it is exactly the work a buyer cannot easily assemble alone. Running three separate procedures avoids it only by leaving the divergences unresolved.
01
Where any two of the three pull in different directions, the strictest wins — and this procedure records which, and why, in the integration decision record. ISO 9001 carries the broadest records inventory across the whole of its Clause 8. ISO 45001 carries retention clocks running for decades and the worker access and correction duties. ISO 14001 carries environmental aspects and the compliance-obligations register. A record in more than one scope takes the strictest treatment of any scope it touches.
02
The first act for any document or record is deciding whether it is quality, environmental, health-and-safety, or more than one. Many records are more than one, and this is where integrated systems most often fail — a shared record filed under the scope that is easiest to satisfy. The procedure opens with the determination and the rule that a multi-scope item takes the strictest treatment, always.
03
Because the integrated system contains ISO 9001, whose process interfaces are complex enough to warrant a map, this procedure includes one — and in an integrated system the same interface may carry quality, environmental and safety obligations at once. It names every boundary document and records control crosses and the failure produced when the interface is left undefined.
Every appendix, form and worked example is part of the document. Nothing is sold separately.
Quality, environmental, and health-and-safety managers, and integrated-management-system leads, at organizations running all three standards as one system — certified, pursuing certification, or running the integrated system to the standards without a certificate. This is the document for an organization that has decided its quality, environmental and safety systems share one document and records control process rather than three.
Not sure where your process stands? The free Document and Records Control Maturity Check scores it across eight elements in about six minutes, and your score appears without entering anything.
Preparing for a certification or surveillance audit across the integrated system?
MSI’s QMS Interviews course prepares your team for the conversations an auditor will actually have with them — and in an integrated system, one auditor’s question about a shared record can touch all three standards at once. That is where document control findings most often originate.
Both, deliberately. It is written as a filled-in worked example so you can see what each element looks like when done properly, with bracketed placeholders wherever a value is genuinely yours to set. You are editing a working document rather than filling in a hollow outline.
Because three separate procedures that disagree about change control or retention are worse than any one alone, and they drift apart. All three standards share the Clause 7.5 structure, so a single integrated document is genuinely one procedure. Appendix D records every point where the three differ and how each was resolved — which across three standards is the substantial work the integrated document exists to do once.
It takes the strictest treatment of any scope it touches. That is the house rule, stated in the scope determination and the integration decision record: the longest retention clock, worker access applied where safety requires it, consultation where required. Under-controlling a shared record is the most common integration failure, and the procedure is built to prevent it.
No. Nothing here assumes a certificate to any of them. An organization running an integrated management system because it is the sensible way to work uses this exactly the same way. If you are certified to one or two and pursuing the rest, the procedure already covers all three scopes.
Editable Microsoft Word (.docx). Adapt it, rebrand it, and adopt it into your own document control system. The license permits the buying organization to use it across its own sites and issue it to employees, contractors and auditors, and permits consultants to adapt it for engagements they deliver.
A procedure does not pass an audit; an organization does. What this gives you is a procedure that addresses every requirement of every standard it covers with a named owner and a named record, every divergence between the standards resolved and recorded, and a records inventory with no blanks. Conformity is demonstrated by implementation and evidence. Unfilled placeholders are unmet requirements, so fill them.
The file you download is the current revision at the time of purchase, and it carries MSI’s revision and effective date in the footer. Replace both with your own release date when you adopt it — the first instruction in the document tells you to, because a procedure carrying somebody else’s revision date is not under your control.
Need more than one procedure?
This is one procedure from a larger library. If you are building or maintaining a full documentation system, view the complete ISO 9001, ISO 14001 & ISO 45001 (IMS) package — the procedures, guides and tools assembled together.
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The procedure is written throughout for a fictional organization called Perennia Corp, used for illustration and not connected with any real organization of the same or a similar name. Replace it with your own name and work through the bracketed placeholders. This is a professional work product provided for adaptation and use within your organization. It is not a certification requirement, an audit checklist, or a substitute for the applicable standards, the applicable regulations, or the judgment of a competent professional. © Management Systems International, LLC. All rights reserved.
