NP7 - Documents Management

Purpose

To ensure that the information (documents and data) that affect the National Aquatic Industry Safety Framework is adequately controlled and that processes are in place to effectively manage amendments to RLSSA Guidelines for Safe Pool Operations.

Policy

RLSSA will use version control and utilise a document amendment process to ensure the most current documents are used, that amendments are conducted by authorised personnel only and approval is granted by the responsible officer within RLSSA through engagement with the National Aquatic Industry  Committee.

Control of Documents

The following documents within RLSSA Guidelines for Safe Pool Operations require control:

Policy

RLSSA is committed to keeping accurate and confidential records in relation to recording details of registered subscribers details, staff, commercial clients and the activities conducted on their behalf.  All records are maintained through a combination of manual and computer based systems designed to ensure RLSSA provides detailed and timely information.

Control of Documents

The following documents within RLSSA Guidelines for Safe Pool Operations require control:

• Section A – National Policy
• Section B – Guidelines for Safe Pool Operations
• Section C - Forms
• Section D – Publications

The RLSSA Guidelines for Safe Pool Operations, forms, resources and their revisions are reviewed by the responsible officer and approved by the RLSSA CEO in consultation with the National Aquatic Industry Committee.

Documents Distribution and Revision

There is one controlled copy of this document, and it is retained at the RLSSA Office on the RLSSA server. A published soft copy of this manual is kept electronically via an online portal and is accessible from the RLSSA website through subscription.

Revisions to the Guidelines for Safe Pool Operations are completed by the responsible officer. For each revision, electronic communication is sent by RLSSA to GSPO subscribers via EDM and social media. RLSSA also endeavours to inform industry publications and local governments of updates to the GSPO.

The online portal will send automatic notifications to subscribers on a regular basis to remind them of their subscription status or to update payment methods.

Significant or Unusual Changes to Regulations & Standards

When a significant or unusual change to legislative or regulatory standards is made aware to RLSSA, the responsible officer will arrange a specific review with the National Aquatic Industry Committee to determine the nature and extent of these changes. The National Aquatic Industry Committee may convene or request that a National Reference Group is established with appropriate subject matter expertise to provide recommendations and/or that an alternative process for review is needed. If so this will be documented and project planned.

Document Amendment

National Policy

The RLSSA National Policy, associated forms, resources and their revisions are reviewed by the responsible officer and approved by the RLSSA CEO in consultation with Royal Life Saving State and Territory Members.

Major Amendments – Guidelines for Safe Pool Operations

A major amendment is defined as an amendment likely to cause a significant impact to an aquatic facility, or a substantial change in the content, structure or substance of the guideline.

A significant impact may be a significant financial or operational burden associated with compliance with a given Guideline. What is deemed a significant impact may vary significantly between different aquatic facilities depending on their revenues, costs, labour force, location and/or management structures. Generally the NAIC are consulted on any major amendment.

Individuals and external organisations involved in the aquatic industry likely to be significantly impacted by any review and development of Guidelines shall be invited to provide input to the review and development of the Guidelines for Safe Pool Operation by completing and submitting an Improvement Request Form to RLSSA.

Any major amendments to the RLSSA Guidelines for Safe Pool Operation are to be reviewed by the National Aquatic Industry Committee, documented by the responsible officer and approved by the RLSSA CEO. All superseded issues are marked “SUPERSEDED” by the responsible officer and retained as a reference.

In giving consideration to the ability of the National Aquatic Industry Committee in being able to review the Guidelines and consult with their constituents on their impacts, Major Amendments to Guidelines should be made available for consultation for a period of no less than 60 days and the National Aquatic Industry Committee shall review consultation correspondence to consider the impacts of any changes on their merits giving consideration to the burden of the problem being solved by the Guidelines and the reasonable practicability of compliance with the Guideline for the average aquatic facility.

Minor Amendments – Guidelines for Safe Pool Operations

Any Guideline may be amended by the responsible without requirement for consultation or endorsement, if the amendment will have no significant effect or likely significant effect on the rights of any person/s or the responsibilities of an industry organisation represented on the National Aquatic Industry Committee. Such amendments include things such as spelling and grammar corrections, numbering corrections, name changes or updates to reference materials.

Control of Forms

RLSSA will control forms through version control practices.

RLSSA’s version control is documented through Microsoft Sharepoint and all documents are controlled with full version histories available in the Microsoft Sharepoint Document Library.

Approval and authorisation details will be kept on all official documents and forms.

Approval and Document Amendment Checklist

When amending any document within RLSSA Guidelines for Safe Pool Operation the following aspects must be considered:

• Ensure the document is compliant with relevant legislative, regulatory and standard applications
• Ensure the version number/date is updated (where relevant)
• Ensure the established numbering and formatting systems are followed
• Ensure compliance with RLSSA Brand Guidelines
• The original soft copy is archived on the server (if applicable)
• The document is saved in the appropriate folder on the server
• Any RLSSA controlled hard copy of the Guidelines is updated
• The document is uploaded onto the RLSSA website
• The Improvement Log is completed
• Personnel are informed of the changes via the RLSSA EDM / Newsletter
• Forms Register
• Improvement Request
• Improvement Log

Following the endorsement by the National Aquatic Industry Committee and having completed the Document Amendment Checklist the responsible officer will seek approval of the Guideline/s from the RLSSA CEO as having met all of the required processes.

Publication

When a need arises for a document to be amended or created, the responsible officer will record the document name, document number and the amendment details/document description on the Improvement Log.

The responsible officer will ensure:

• The original soft copy is archived on the server (if applicable)
• The document is saved in the appropriate folder on the server
• The RLSSA controlled hard copy of the Guidelines is updated
• The document is uploaded onto the RLSSA website
• The Improvement Log is completed
• Personnel are informed of the changes via the RLSSA Website

Implementation

It is not intended that a Guideline is implemented immediately following publication. Indeed, it is recognised that it may take operators and support agencies some time to implement the Guidelines. For this reason, all new and revised Guidelines will have an ‘effective as of’ date to allow for a phase in period. Generally, this should provide at least 30 days' notice unless the NAIC endorses a shorter timeframe for a particular reason.

Intellectual Property

Any document produced by, or for, RLSSA remains the property of RLSSA.

Agency personnel shall not retain any RLSSA intellectual property upon the expiration or termination of their position.

Personnel shall at all times during the currency and after the expiration or termination of their position, maintain the confidentiality of RLSSA.

Client information is the property of RLSSA and any misuse or theft will be regarded as a breach of this Policy and will result in disciplinary action.

References

• Forms Register
• Improvement Request
• Improvement Log