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documentation and information management. Formal documentation is required to provide the authoritative
basis for the SMS — clarifying the relationship of safety management to the other functions of the
organization, the way in which safety management activities integrate with these other functions and how
the safety management activities relate to the organization’s safety policy. Typically, this information is
documented in a safety management manual.
Operating an SMS generates significant amounts of information — some as documents and some as data in
electronic format, for example, occurrence reports and hazard identification notices. With careful
management, this information can serve the SMS well, particularly the risk management process. Without
the tools and skills to record, store, secure and retrieve the necessary information, such information is
essentially useless and its collection a waste of time. (Chapters 9 and 15 include guidance for the use and
management of safety data and information.)
It is important that the organization maintain a record of the measures taken to fulfil the objectives of the
SMS. A record of the measures taken to control risks and to ensure that adequate levels of safety are
maintained may be required in the event of a State investigation of an accident or serious incident. These
records should be maintained in sufficient detail to ensure traceability of all safety-related decisions.
The organization’s safety management manual should provide the guidance necessary for incorporating the
organization’s safety activities into a coherent, integrated safety system. It provides management with the
instrument for communicating the organization’s approach to safety of the whole organization. The manual
should document all aspects of the SMS, including the safety policy, individual safety accountabilities, safety
procedures, etc.
Chapter 12. Establishing a Safety Management System 12-15
Confirmation Checklist #9
SAFETY MANAGEMENT DOCUMENTATION
AND INFORMATION MANAGEMENT
Management supports the need for careful documentation and data control.
The SMS is well documented in a safety management manual.
Documents are updated regularly and are readily available to those who need them.
Credible measures have been taken for the protection of sensitive safety information.
Appropriate equipment and technical support are available for managing safety information.
Safety databases are used to support safety analyses and performance monitoring.
Appropriate staff have access to safety databases.
Staff have received the necessary training for using and maintaining the safety information
management system.
STEP 10: SAFETY OVERSIGHT AND
SAFETY PERFORMANCE MONITORING
A systems approach to safety management requires “closing the loop”. Feedback is necessary to assess
how well the first nine steps are working. This is achieved through safety oversight and safety performance
monitoring.
Safety oversight can be achieved through inspections, surveys and audits. Are people doing what they
are supposed to be doing? In many large organizations, formal safety audits are regularly conducted as a
method of providing oversight of day-to-day operations. Safety audits assure staff and management that
the organization’s activities are being performed as required (i.e. safely). Smaller organizations may
acquire the necessary feedback less formally, e.g. through informal observations and discussions with
personnel.
Safety performance monitoring validates the SMS, confirming not only that people were doing what
they were supposed to be doing but also that their collective efforts have achieved the organization’s
safety objectives. Through regular review and evaluation, management can pursue continuous
improvements in safety management and ensure that the SMS remains effective and relevant to the
organization’s operation.
Chapter 10 provides guidance on fulfilling safety oversight and safety performance monitoring.
12-16 Safety Management Manual (SMM)
Confirmation Checklist #10
SAFETY OVERSIGHT AND SAFETY PERFORMANCE MONITORING
Safety performance indicators are agreed upon and realistic safety targets established.
Adequate resources are allocated to the safety oversight and safety performance monitoring
functions.
Staff input is sought and provided without fear of repercussion.
Regular safety audits are conducted in all operational areas of the organization (including the
activities of contracting agencies).
Safety oversight includes the systematic review of all available feedback, for example, safety
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