The FORS Standard version 7.1

Requirement

To manage, review, revise and retain all documentation relevant to the FORS Standard.

Purpose

To ensure that the policies, procedures, risk assessments and method statements required by the FORS Standard are properly documented, approved by senior management, regularly reviewed and accessible.

Demonstration

FORS Operators shall have written documentation covering the policy areas as set out in Annex 3.

Policy document(s) shall be approved and signed by a senior manager as a visible and active commitment to running a quality fleet operation. They shall be readily accessible to staff and, where they are held centrally, they shall be available and accessible to all operating centres.

FORS documentation may be written into one or more documents. Where policies and procedures are held within other documents, they shall be appropriately referenced and easily accessible to staff.

Other supporting documents shall be provided according to the type of operations being undertaken and include, but are not limited to, risk assessments, safe systems of work and method statements.

FORS documentation set out in Annex 3 shall be reviewed:

• At least every 12 months
• More frequently if needed (for example, changes to legislation, incidents and accidents, or changes to working practices)

To ensure the most current document versions are used, an effective version control method shall be used. As a minimum, this shall include:

• The version number
• The review date
• The reviewer’s name

FORS documentation reviews shall be recorded.

FORS documentation may be made available in hard copy or electronically.

Operators may demonstrate this requirement using documentation attributed to regulatory requirements or other accreditation schemes, where relevant.