In the ISO 45001 health and safety management system, what is 'documented information'? Select the ONE best answer

According to ISO 45001:2018, Clause 3.24, 'documented information' is defined as "information required to be controlled and maintained by the organization and the medium on which it is contained." The notes to this definition clarify that it can be in any format or media (e.g., paper, electronic, audio) and can refer to the management system itself (e.g., policies, procedures), information created for the organization to operate (documentation), and evidence of results achieved (records). Therefore, option B is the most accurate and comprehensive description.

A. This is incorrect because 'documented information' is not limited to "paperwork"; it can be in any format, including electronic files, databases, or videos.
C. This option provides examples of documented information but is not the definition itself. The term encompasses a much broader scope than just these two types of documents.
D. This is too restrictive. The term includes all controlled copies, not just "master copies," and crucially, it also includes records (evidence of results), not just documents used for operation.

1. ISO 45001:2018, Occupational health and safety management systems — Requirements with guidance for use, Clause 3.24, "Terms and definitions". This clause provides the official definition of "documented information". Note 1 to the entry states: "Documented information can be in any format and media and from any source." Note 2 clarifies it refers to the management system, operational documentation, and records.

2. ISO 45001:2018, Occupational health and safety management systems — Requirements with guidance for use, Clause 7.5.1, "General". This section requires the OH&S management system to include documented information required by the standard and any additional information the organization deems necessary for effectiveness, reinforcing the broad scope of the term.

3. PECB. (2022). ISO 45001 Lead Auditor Training Course Material. PECB University, Module 2: Audit Principles and Preparation. The courseware explains that the term 'documented information' was introduced in modern ISO management system standards to replace the separate terms 'documents' and 'records', explicitly broadening the concept to cover all formats and media.