TES Integrated Management System

Integrated Management System

Thurrock Engineering Supplies - ISO 9001 · ISO 14001 · ISO 45001

15

Sections documented

5

Sections requiring review

3

Standards covered

Audit readiness - clause coverage

Click any row to jump to that section.

Clause	Name	Status	Notes
4.1	Organisation context	✓ Documented	IMS purpose and structure defined
4.2	Interested parties	⚠ Draft	Parties identified; needs/expectations need confirming
4.3	Scope & boundaries	✓ Documented	In-scope / out-of-scope defined
4.4	IMS processes	✓ Documented	Operational and system processes described
5.1	Leadership commitment	✓ Documented	Endorsed by directors 2 Apr 2026
5.2	Policy	✓ Documented	Approved by directors 2 Apr 2026; next review 2 Apr 2027
5.3	Roles & responsibilities	✓ Documented	Training matrix defines role-level responsibilities
6.1	Risks & opportunities	⚠ Draft	Risk register seeded - needs validation
6.2	Objectives & targets	⚠ Draft	Placeholder objectives need confirmation
7.1	Resources	✓ Documented	Premises, IT/cloud and monitoring resources identified
7.2	Competence & training	✓ Documented	Training matrix complete; records in BrightHR
7.3	Awareness	✓ Documented	Induction, portal and monthly H&S briefing
7.4	Communication	✓ Documented	Channels & frequencies confirmed; monthly H&S consultation
7.5	Documented information	✓ Documented	This IMS is the document control system
8.x	Operational planning & control	✓ Documented	Systems, platforms, and integrations documented
9.1	Monitoring & measurement	⚠ Draft	KPI framework to be confirmed
9.2	Internal audit	✓ Documented	IA-2026-01 completed 30 Jun 2026; report on file
9.3	Management review	✓ Documented	MR-2026-01 held 30 Jun 2026; minutes await director signature
10.1	Nonconformance & corrective action	✓ Documented	Register in active use; audit findings logged
10.2	Continual improvement	⚠ Draft	Improvement log to be populated

How to use this IMS: Click any row above to jump to that clause. Sections marked ⚠ Draft contain placeholder content - review and update them before the audit. Use the Document Library (sidebar) to attach and link real files.

4.1 - Understanding the Organisation

Internal and external issues relevant to TES and its IMS

About Thurrock Engineering Supplies

Thurrock Engineering Supplies (TES) is a UK-based distributor of engineering supplies and industrial products, operating as a trade and B2B supplier. TES serves customers primarily through its B2B eCommerce platform (TESXpress on BigCommerce) and direct trade relationships.

TES operates an Integrated Management System (IMS) covering quality management (ISO 9001), environmental management (ISO 14001), and occupational health & safety (ISO 45001). The IMS is designed to be practical, operational, and directly aligned with how TES systems and processes actually work.

Internal context

Strengths

Strong eCommerce infrastructure (BigCommerce + TESXpress)
Centralised ERP system (OrderWise) for operational control
End-to-end order-to-invoice traceability
Documented technical processes and integrations
Custom product documentation system for compliance

Areas for development

Formal quality and environmental objectives not yet formalised
Internal audit programme to be established
Management review cadence to be formalised
Nonconformance recording to be implemented

External context

Market & commercial

B2B engineering supply sector - quality and reliability expectations
Customer compliance requirements (UKCA, product certifications)
Competitive pricing pressure and delivery performance

Regulatory & legal

UK PUWER / LOLER regulations (where applicable)
Product safety and UKCA marking requirements
Health & Safety at Work Act 1974
Environmental legislation (waste, packaging)
GDPR / UK data protection

4.2 - Interested Parties

Relevant stakeholders and their needs

Interested party	Relationship	Needs / expectations	Standard(s)
B2B customers	End users of TES products	On-time delivery, correct product, compliant documentation, responsive service	9001
Suppliers	Product and service providers	Timely purchase orders, clear specifications, prompt payment	9001
TES employees	Internal workforce	Safe working environment, clear procedures, fair management, training	9001, 45001
TES directors / management	Leadership and governance	Legal compliance, financial performance, operational continuity	9001, 14001, 45001
Regulatory bodies (HSE, EA)	Enforcement and oversight	Legal compliance with H&S and environmental legislation	14001, 45001
Certification body / auditors	Third-party assurance	Evidence of documented IMS, conformance with standards	9001, 14001, 45001
Local community	Neighbouring stakeholders	Minimal environmental impact from operations	14001
Logistics partners / couriers	Delivery fulfilment	Clear despatch instructions, timely handover	9001

4.3 - Scope & Boundaries

What the IMS covers and what it explicitly does not

In scope

The IMS covers operational systems and processes used by TES to support sales, purchasing, fulfilment, and financial posting.

Systems in scope

eCommerce platforms (BigCommerce, TESXpress)
ERP and operational systems (OrderWise)
Accounting systems used for posting and reporting (Sage 50)
Supporting infrastructure and services required to operate the above

Processes in scope

Customer ordering and order intake · Stock management and availability
Purchase order creation and goods receipt
Sales order processing and fulfilment · Invoicing and financial posting
System integrations and data flows · Manual control points and validation steps

Out of scope

People management & HR

Employment policies, training delivery records, performance management, and H&S procedures are managed in BrightHR.

Financial accounting controls

Nominal ledger, VAT, banking, reconciliation, and statutory financial reporting are managed within Sage 50.

Legal & regulatory documentation

Contracts, terms & conditions, product compliance documentation, and regulatory filings.

Vendor internal logic

Vendor-managed systems are documented at integration and usage level only.

4.4 - IMS Processes

The processes that make up the TES Integrated Management System

Process	Description	Key systems	Owner	IMS section
Order intake	Receiving customer orders via TESXpress or direct channels	BigCommerce, TESXpress	Operations	8.1, 8.3
Order processing	Creating, validating, and confirming sales orders in ERP	OrderWise	Operations	8.2, 8.3
Fulfilment	Picking, packing, and despatching goods to customers	OrderWise	Warehouse	8.4
Stock management	Maintaining stock levels, movements, and replenishment	OrderWise	Operations	8.2
Purchasing	Creating POs, receiving goods, managing suppliers	OrderWise	Purchasing	8.2
Invoicing	Raising sales invoices and posting to accounting	OrderWise, Sage 50	Finance	8.2, 8.4
System integration	Automated data flows between eCommerce and ERP	BigCommerce, OrderWise	Technical	8.3
HR & training	Staff management, competence, and training records	BrightHR	Management	7.2
Document management	Creating, controlling, and maintaining IMS documentation	This IMS portal	All	7.5
Performance monitoring	KPI tracking, audits, and management review	Multiple	Management	9.x
Nonconformance & improvement	Capturing issues and driving corrective action	Register (10.1)	All	10.x

5.1 - Leadership & Commitment

Top management commitment to the IMS

✓ Endorsed by Luke Keenan & Ross Keenan (Directors) on 2 April 2026, alongside the IMS policy. Reviewed annually.

Statement of commitment

TES management is committed to establishing, implementing, maintaining, and continually improving the Integrated Management System in accordance with ISO 9001, ISO 14001, and ISO 45001. This commitment includes setting and communicating the integrated policy, providing necessary resources, promoting a culture of continual improvement, and conducting management reviews.

Customer focus (ISO 9001 §5.1.2)

Maintaining accurate product and stock data across all customer-facing systems
Ensuring order-to-delivery traceability for all customer orders
Capturing and responding to customer feedback and complaints
Supporting compliance purchasing with product documentation

H&S leadership (ISO 45001 §5.1)

Taking overall accountability for prevention of work-related injury and ill health
Ensuring H&S hazards are identified and risks assessed
Ensuring workers are consulted and participate in H&S matters
Supporting incident, hazard, and near-miss reporting without fear of reprisal

5.2 - Policy

Quality, Environmental, and Health & Safety policies

✓ Approved by Luke Keenan & Ross Keenan (Directors) on 2 April 2026. Next review due 2 April 2027.

Integrated Management System Policy

TES is committed to providing high-quality engineering supplies, operating in an environmentally responsible manner, and maintaining a safe and healthy workplace for all our people.

Quality (ISO 9001)

Consistently meet or exceed customer requirements for product quality, accuracy, and delivery
Maintain documented processes that reflect how we actually operate
Continually improve systems and processes based on evidence and feedback

Environment (ISO 14001)

Minimise environmental impact in warehouse and office operations
Comply with applicable environmental legislation
Reduce waste from packaging, consumables, and operations

Health & Safety (ISO 45001)

Provide a safe and healthy workplace for all employees and visitors
Eliminate hazards and reduce H&S risks to the lowest practicable level
Consult workers on H&S matters and encourage participation
Comply with applicable health & safety legislation

Approved by: Luke Keenan & Ross Keenan (Directors) Date: 2 April 2026 Review date: 2 April 2027 (annual)

5.3 - Roles & Responsibilities

Who is responsible for what within the IMS

Role	IMS responsibility	Key systems
TES Directors	Policy approval; management review; overall accountability for IMS conformance and improvement	All
Operations (Sales)	Order processing accuracy; customer communication; PO reference handling; exception escalation	OrderWise, TESXpress
Operations (Warehouse)	Accurate picking and packing; despatch documentation; stock discrepancy reporting	OrderWise
Operations (Purchasing)	Supplier PO management; goods receipt accuracy; stock availability	OrderWise
Finance	Invoice posting accuracy; Sage 50 maintenance; financial reporting	OrderWise, Sage 50
Web & Platforms (Tom)	System configuration, integrations, and platform maintenance; IMS documentation maintenance	BigCommerce, TESXpress, OrderWise, Infrastructure
HR / Management	Staff records, training, absence management; H&S compliance	BrightHR

6.1 - Risks & Opportunities

Risks and opportunities identified for the IMS

Ref	Risk / Opportunity	Standard	Likelihood	Impact	Current control	Action required
R01	BC→OW integration failure causing missed orders	9001	Medium	High	20-min poll; deduplication logic; manual check process documented	Add automated alerting for integration failures
R02	Customer account not linked - blocking order import	9001	Medium	Medium	Precondition check; ops review process	Review customer onboarding process
R03	Incorrect product despatched due to picking error	9001	Low	High	Picking documentation from OrderWise; check before despatch	Confirm pick verification procedure is documented
R04	Key person dependency - platform knowledge held by single individual	9001	High	High	This IMS portal reduces knowledge concentration	Ensure all platform docs are current and complete
R05	Packaging waste disposal non-compliance	14001	Low	Medium	Standard waste contractor arrangements	Confirm waste contractor is licensed; document process
R06	Manual handling injury in warehouse	45001	Medium	High	Manual handling training; equipment available	Confirm training records in BrightHR
R07	Slip/trip hazard in warehouse	45001	Medium	Medium	Housekeeping standards; regular inspections	Document inspection frequency and records
O01	Improved customer satisfaction through compliance documentation on product pages	9001	-	Positive	Product Docs system (docs.tesnet.uk) in place	Measure customer feedback on document availability
O02	Reduced environmental impact through packaging optimisation	14001	-	Positive	Not yet formalised	Establish packaging review process

6.2 - Objectives & Targets

Quality, environmental, and H&S objectives for TES

Objective	Standard	Measure	Target	Owner	Review
Maintain on-time order fulfilment	9001	% orders despatched on committed date	≥95%	Operations	Monthly
Zero order duplicates from integration	9001	Duplicate orders in OrderWise	0	Web & Platforms	Monthly
IMS documentation kept current	9001	Pages updated within 30 days of system changes	100%	All	Quarterly
Reduce packaging waste	14001	Packaging waste per order (kg)	TBD - baseline first	Warehouse	Quarterly
Zero reportable H&S incidents	45001	RIDDOR-reportable incidents	0 per year	Management	Monthly
H&S training up to date for all staff	45001	% staff with current mandatory training (BrightHR)	100%	HR	Quarterly
All nonconformances closed within target	9001, 14001, 45001	% NCRs closed within agreed timeframe	≥90%	Management	Quarterly

7.1 - Resources

Infrastructure, environment for operations, and monitoring resources

✓ Documented — premises, IT/cloud systems and monitoring resources identified. Detailed hosting arrangements are maintained under 8.5 Infrastructure.

7.1.3 Infrastructure

Physical

Warehouse and office premises - Unit 1 Motherwell Way, West Thurrock, Grays, RM20 3XD
Picking, packing, and despatch equipment
Manual handling equipment
IT hardware (workstations, printers)

Digital / cloud

BigCommerce platform (SaaS - vendor managed)
OrderWise ERP (locally hosted or vendor managed - confirm)
Sage 50 accounting · BrightHR (SaaS)
Static hosting for corporate site (Apache2)
docs.tesnet.uk - internal product document system

7.1.4 Environment for operations

TES maintains an appropriate working environment including clean, organised warehouse with adequate lighting, safe manual handling arrangements, and adequate workstation provision for office-based processing.

7.1.5 Monitoring & measurement resources

TES is a distributor and does not rely on measurement equipment to determine product conformity — goods are supplied to manufacturer specification with supporting documentation (see docs.tesnet.uk). Any despatch scales are used for indicative weights only and are not calibrated measurement devices. No calibration programme is therefore required; this position is reviewed annually.

7.2 - Competence & Training

Required competence by role; training records held in BrightHR

Training delivery, records, and certificates are managed in BrightHR. This matrix defines who needs to know what.

Competence levels

Level	Description
Awareness	General understanding of the system or process
User	Able to use the system as part of day-to-day work
Power user	Able to handle exceptions and non-standard cases
Administrator	Able to configure, maintain, or change the system

Training matrix - systems & platforms

Role	TESXpress	OrderWise	Sage 50	BrightHR	Notes
Operations (Sales)	User	User	Awareness	N/A	Order processing & customer interaction
Operations (Warehouse)	Awareness	User	N/A	N/A	Picking, packing, despatch
Operations (Purchasing)	Awareness	Power user	Awareness	N/A	PO creation & goods receipt
Finance	Awareness	User	Power user	N/A	Invoicing & posting
Management	Awareness	Awareness	Awareness	User	Oversight & approvals
Web & Platforms	Administrator	Awareness	Awareness	Awareness	System configuration & integrations

7.3 - Awareness

How staff are made aware of IMS requirements

✓ Documented — staff awareness is delivered through induction, the IMS portal, and the monthly H&S slot in the weekly staff meeting.

IMS awareness requirements

All TES staff should be aware of: the TES IMS policy; their contribution to IMS effectiveness; the benefits of improved performance; and the implications of not conforming with IMS requirements.

Method	Audience	Frequency	Owner
Induction training	All new starters	On joining	HR / Management
IMS portal access	All staff	Ongoing	Web & Platforms
Team meetings / briefings	Operational teams	Weekly (monthly H&S slot)	Management
Policy display	All staff	Permanent	Management
Management review outputs	Relevant staff	Quarterly	Management

7.4 - Communication

Internal and external communication relevant to the IMS

✓ Documented — communication channels and frequencies confirmed, including monthly H&S worker consultation in the staff meeting (ISO 45001).

Topic	Audience	Channel	Frequency	Owner
IMS policy	All staff	Portal, physical notice board	At induction; on policy change	Management
System changes & updates	Affected staff	Direct briefing / email	As required	Web & Platforms / Operations
H&S hazards and risk controls	All staff	Toolbox talks / team meetings	Monthly (H&S slot)	Management
Incident and near-miss reporting	All staff	BrightHR / direct report	Immediate on occurrence	Management
Management review outputs	Relevant staff	Meeting notes / email	Quarterly	Management
Audit findings	Relevant functions	Nonconformance register (10.1)	Post-audit	Management

7.5 - Documented Information

How the IMS is controlled as documented information

Document control principles

Documents are available to staff via this portal
Content is updated whenever systems change, integrations are modified, or processes are updated
Each section identifies ownership and last verification date
Live operational records are held in their source systems - not duplicated here

Category	Examples	Controlled in
IMS documentation	This portal - all sections	IMS portal
Operational records	Sales orders, invoices, delivery notes, POs	OrderWise
Financial records	Nominal ledger, VAT returns, bank reconciliations	Sage 50
HR records	Employee records, training certificates, absence records	BrightHR
Product documentation	Datasheets, UKCA declarations, certificates	docs.tesnet.uk
Audit records	Internal audit reports, nonconformances	IMS portal (9.2, 10.1)
Document library files	Example POs, quotes, certs, training records	IMS portal - Document Library

8.0 - System Inventory

All TES systems, platforms, and services in scope

System	Type	Purpose	Status	Owner
TESXpress	Customer commerce platform	B2B eCommerce experience for TES customers	Active	Tom
BigCommerce	eCommerce engine	Product catalogue, checkout, order capture	Active	Tom
SparkLayer	B2B commerce engine	B2B pricing, accounts, and checkout logic	Active	Tom
OrderWise	ERP	Stock, purchasing, sales, invoicing	Active	TES
Sage 50	Accounting software	Financial accounting & VAT reporting	Active	TES Directors
Apache2 static site	Website	Corporate landing site	Active	Tom
BrightHR	HR management platform	Staff management & HR compliance	Active	TES Directors
docs.tesnet.uk	Internal web app	Product document management	Active	Tom

8.1 - TESXpress

BigCommerce Stencil theme - B2B storefront at b2b.thurrockengineering.com

Location & traceability

Git repository	`TomHallTES/TESXpress`
Local dev path	`C:\dev\bc`
Production domain	`b2b.thurrockengineering.com`
Platform	BigCommerce (Stencil)
Deployment	Stencil CLI
Owner	Tom Hall
Last verified	2026-01-26

Purpose & context

Custom BigCommerce Stencil theme solving core B2B requirements:

Technical documentation display (datasheets, certificates)
Compliance-driven purchasing (UKCA, EU conformity)
Fast product navigation for repeat B2B customers
Safe extension with custom apps and integrations

Deployment

# Build (validation)
stencil bundle

# Deploy to BigCommerce
stencil push

# Deploy and activate
stencil push -a

Product Documents System

TESXpress integrates with docs.tesnet.uk - attaches compliance documents to products by SKU. Documents appear automatically under the Documents tab on BigCommerce product pages.

Known issues

Stencil 401 error (channels)

Symptom: Could not fetch a list of the store channels (401)

Cause: Expired or deleted BigCommerce API token

Fix: Run stencil init and create a new API token.

8.2 - OrderWise (ERP)

Core ERP for stock, purchasing, sales, and invoicing

Stock management

Master stock catalogue
Stock levels, locations, and availability
Stock movements, adjustments, and replenishment

Purchase order processing

Creation and management of supplier POs
Goods receipt and stock intake
Linking inbound stock to supplier invoices

Sales order processing

Orders from BigCommerce (automated) and manual entry
Order review, confirmation, and release
Picking, packing, and despatch workflows

Invoicing

Sales invoice generation from confirmed sales orders
Raised in OrderWise as part of fulfilment

Split system: OrderWise = operational ERP. Sage 50 = financial accounting. All financial transactions (sales invoices, purchase invoices, credit notes) are posted into Sage 50.

8.3 - BigCommerce → OrderWise Integration

Automated order import with human confirmation step

Quick summary: OrderWise-provided script runs every 20 minutes, polling BigCommerce for orders in Pending/Awaiting Payment. Matching orders are created in OrderWise Sales Activity. Ops must copy PO number from Comments → Customer Reference before the order proceeds to picking & despatch.

Flow

BigCommerce

Order placed

Status: Pending / Awaiting Payment

Customer form field: TES Account No.

Checkout comments: PO number

→

Integration script

Polls every 20 min
Matches by account no.

→

OrderWise

Sales Activity (Sales Card)

PO → Sales Card Comments

⚡ Human step: Copy PO → Customer Reference

→ Picking & Despatch

Field mapping

BigCommerce	Integration	OrderWise
Customer form field: Your TES Account Number	Parsed by script	Customer → Account Number
Order status: Pending / Awaiting Payment	Status filter	Eligible for import
Checkout comments / Special Instructions	`customer_message`	Sales Card → Comments
(Manual step - Operations)		Sales Header → Customer Reference

Troubleshooting

Order not appearing in OrderWise

Confirm order status is Pending / Awaiting Payment
Check customer has a valid TES Account No.
Verify integration script has run recently

PO number missing

Confirm the customer entered it at checkout
Check the Sales Card Comments section

8.4 - Example Documents

Sales order lifecycle - document traceability (ISO 9001 §8.5.2)

These are illustrative examples only. Live records are controlled within operational systems (primarily OrderWise) and retrieved from there during audits. Actual file examples are linked in the Document Library.

#	Document	Purpose	Created by	Key information
1	Quotation	Formally propose pricing, quantities, and terms	Sales / Operations	Customer, products, pricing, validity, delivery terms
2	Customer PO	Customer confirms intent to purchase	Customer (received)	Customer PO reference, products, delivery address
3	Sales order acknowledgement	Confirm order received and accepted by TES	OrderWise + Operations	TES SO number, customer details, items, customer PO reference
4	Picking documentation	Instruct warehouse on what to pick	OrderWise	SO reference, product codes, quantities, stock locations
5	Delivery note (signed)	Confirm delivery of goods	OrderWise	SO reference, delivered items, delivery address, customer signature
6	Sales invoice	Formally invoice the customer	OrderWise	Invoice number, items, pricing, VAT, reference to SO and customer PO

Where a sales order is created from an accepted quotation, the sales order number matches the quotation number - providing unbroken reference and traceability from quotation through to invoicing.

8.5 - Infrastructure

Technical infrastructure supporting TES operations

System	Hosting model	Provider	Notes
BigCommerce	SaaS	BigCommerce Inc.	Vendor-managed; TES responsible for configuration
SparkLayer	SaaS	SparkLayer Ltd.	Vendor-managed
OrderWise	[Local / hosted - confirm]	[Confirm]	[Add server details]
Sage 50	[Local / hosted - confirm]	[Confirm]	[Add details]
BrightHR	SaaS	BrightHR	Vendor-managed
Static Apache2 site	Self-hosted	[Confirm server/host]	Apache2 on Linux
docs.tesnet.uk	[Confirm]	[Confirm]	Internal product doc system

8.6 - Runbooks

Step-by-step guides for operational procedures and incident response

Runbook	Trigger	Priority	Status
BC→OW integration failure	Orders not appearing in OrderWise	High	Draft in 8.3
BigCommerce outage	Storefront unavailable	High	Not started
OrderWise unavailable	ERP system down	High	Not started
Duplicate order in OrderWise	Same order imported twice	Medium	Not started
Customer account not linked	TES Account No. missing	Medium	Draft in 8.3
Stencil deployment failure	TESXpress deployment rejected	Medium	Draft in 8.1
Stock discrepancy	Physical count vs system mismatch	Medium	Not started

9.1 - Monitoring & Measurement

KPIs and performance indicators for the IMS

KPI	Standard	Measure	Target	Data source	Frequency
Order fulfilment rate	9001	% orders despatched on time	≥95%	OrderWise	Monthly
Order errors / returns	9001	Number of incorrect orders despatched	Trend ↓	OrderWise + customer feedback	Monthly
Integration uptime	9001	BC→OW script running on schedule	No missed cycles	OrderWise logs	Weekly
Nonconformances raised	9001, 14001, 45001	Number of NCRs	Trend ↓	NCR register (10.1)	Monthly
NCR closure rate	9001, 14001, 45001	% NCRs closed within target	≥90%	NCR register (10.1)	Monthly
H&S incidents	45001	Reportable incidents (RIDDOR)	0	BrightHR	Monthly
Near-miss reports	45001	Near-misses reported	Trend ↑ (reporting culture)	BrightHR / direct	Monthly
Training compliance	45001	% staff with current mandatory training	100%	BrightHR	Quarterly

9.2 - Internal Audit Log

Schedule and results of internal IMS audits

✓ First internal audit completed — IA-2026-01 on 30 June 2026 (full IMS). Result: largely conforms; 1 minor NC and several observations, all with assigned actions. Report linked below.

Audit ref	Scope	Date	Auditor	Outcome	Findings	Status	Report
IA-2026-01	Full IMS - all clauses	30/06/2026	Tom Hall	Largely conforms	1 minor NC · 6 observations	✓ Complete	↗ Open
IA-2027-01	Full IMS - annual	June 2027	Tom Hall	—	—	Scheduled	—

9.3 - Management Review

Periodic review of IMS effectiveness by top management

✓ First management review held — MR-2026-01 on 30 June 2026 with directors Luke & Ross Keenan and Tom Hall. Minutes linked below. Directors to sign the minutes to finalise.

Standard agenda

Review of previous management review actions
Changes in external and internal context relevant to the IMS
Customer satisfaction and feedback
IMS objectives and KPI performance (section 9.1)
Nonconformances and corrective actions (section 10.1)
Internal audit findings (section 9.2)
Risk register review (section 6.1)
Resource adequacy
Opportunities for improvement
Actions, owners, and target dates

Management review log

Review ref	Date	Attendees	Key decisions / actions	Status	Minutes
MR-2026-01	30/06/2026	Luke Keenan, Ross Keenan, Tom Hall	6 actions agreed (Fire RA, COSHH/DSEAR, 2nd first aider, PAT, racking & fire-marshal training, KPI baselines)	Awaiting signature	↗ Open

10.1 - Nonconformance Register

Record of nonconformances, root causes, and corrective actions

✓ In active use — findings from internal audit IA-2026-01 (30 June 2026) logged below with owners and target dates.

NCR ref	Date raised	Standard	Description	Root cause	Corrective action	Owner	Target date	Status
NCR-2026-001	30/06/2026	45001	No premises Fire Risk Assessment in place (RRO 2005)	Not yet commissioned	Complete a premises Fire Risk Assessment	Tom Hall	Before audit	Open
OBS-2026-001	30/06/2026	45001	COSHH assessments per substance not completed (LPG, cleaning, oils, adhesives)	To be carried out	Complete COSHH assessments; obtain SDS	Tom Hall	Before audit	Open
OBS-2026-002	30/06/2026	45001	DSEAR assessment for LPG forklift fuel outstanding	To be carried out	Complete DSEAR assessment; secure cylinder cage	Tom Hall	Before audit	Open

NCR process

Identify - Raise an NCR as soon as a nonconformance is detected
Contain - Take immediate action to control the problem if required
Root cause - Investigate the root cause (not just the symptom)
Correct - Implement a corrective action to address the root cause
Verify - Confirm the corrective action was effective
Close - Close the NCR and record the close date
Review - NCRs are reviewed at each management review (9.3)

10.2 - Continual Improvement Log

Improvements to the IMS and TES operations

Ref	Date identified	Source	Improvement description	Benefit	Owner	Target date	Status
IMP-001	June 2026	Audit prep	Complete IMS restructure and fill documentation gaps	Audit readiness; reduced knowledge risk	Tom	June 2026	In progress
IMP-002	[Date]	[Source]	[Description]	[Benefit]	[Owner]	[Date]	Open

Office Risk Assessment

Workplace risk assessment for office areas (ISO 45001 §6.1.2 · MHSWR 1999 reg. 3)

✓ Completed by Tom Hall on 30 June 2026 (ref RA-OFF-2026-01). 10 hazards assessed; highest residual rating Moderate. Next review due 30 June 2027.

Key details

Assessment ref	RA-OFF-2026-01
Responsible owner	Tom Hall
Review frequency	Annual, or after significant change
Standard	ISO 45001 · H&S at Work Act 1974
Last completed	30 June 2026
Next review due	30 June 2027

Hazards assessed

Display screen equipment (DSE) / workstations
Slips, trips and falls (cables, walkways)
Stairs / changes of level
Electrical equipment and sockets
Fire safety and means of escape
Manual handling · lone working · welfare · stress · first aid

Key actions arising

Complete individual DSE workstation assessments
Introduce and record a PAT testing schedule
Ensure a current premises Fire Risk Assessment is in place
Introduce a formal lone-working check-in procedure

Assessment records

Ref	Area assessed	Date completed	Assessed by	Highest rating	Review due	Status	Document
RA-OFF-2026-01	Office areas, Unit 1 Motherwell Way	30/06/2026	Tom Hall	Moderate	30/06/2027	✓ Current	↗ Open

First Aid Risk Assessment

Assessment of first aid provision and needs (ISO 45001 §8.2 · Health & Safety (First-Aid) Regs 1981)

✓ Completed by Tom Hall on 30 June 2026 (ref RA-FA-2026-01). 11 factors assessed; highest residual rating High — sole first aider with no trained cover during absence. Next review due 30 June 2027.

Key details

Assessment ref	RA-FA-2026-01
Responsible owner	Tom Hall
Review frequency	Annual, or on change of staff/site
Standard	First-Aid Regs 1981 · ISO 45001
Last completed	30 June 2026
Next review due	30 June 2027

Current provision

First aiders: 1 — Tom Hall (EFAW, valid to 31/07/2028)
Absence cover: appointed person only
Kits: office, warehouse (downstairs & mezzanine), print room, kitchen
Burns kit: print room
AED (defibrillator): none on site
Accident history: none recorded (last 3 years)

Key actions arising

Train at least one additional first aider to ensure cover during absence
Consider providing an AED (defibrillator) and make staff aware of its location
Introduce monthly first-aid kit checks and a restocking log
Add signage showing first-aid kit locations and the current first aider

Assessment records

Ref	Scope	Date completed	Assessed by	First aiders	Highest rating	Review due	Status	Document
RA-FA-2026-01	Whole site, Unit 1 Motherwell Way	30/06/2026	Tom Hall	1 (EFAW)	High	30/06/2027	✓ Current	↗ Open

Warehouse Risk Assessment

Workplace risk assessment for warehouse operations (ISO 45001 §6.1.2 · MHSWR 1999 reg. 3)

✓ Completed by Tom Hall on 30 June 2026 (ref RA-WH-2026-01). 14 hazards assessed; highest residual rating High (forklift operations & HGV/yard movements). Next review due 30 June 2027.

Key details

Assessment ref	RA-WH-2026-01
Responsible owner	Tom Hall
Review frequency	Annual, or after significant change
Standard	ISO 45001 · PUWER · Workplace Regs 1992
Last completed	30 June 2026
Next review due	30 June 2027

Hazards assessed

Forklift operations & pedestrian segregation
LPG cylinder storage & changeover
Manual handling · working at height / mezzanine
Racking & falling objects
HGV deliveries / loading bay / yard movements
COSHH · fire · PPE · lone working · electrical · first aid

Key actions arising

Complete a DSEAR assessment for LPG and provide a secured cylinder cage
Install/verify a mezzanine pallet gate; enforce no-climbing-racking rule
Arrange annual SEMA-approved racking inspection (see Racking Inspection)
Produce a yard traffic-management plan; maintain pedestrian segregation
Complete COSHH assessments per substance; obtain safety data sheets
Ensure a current premises Fire Risk Assessment is in place

Assessment records

Ref	Area assessed	Date completed	Assessed by	Highest rating	Review due	Status	Document
RA-WH-2026-01	Warehouse & yard, Unit 1 Motherwell Way	30/06/2026	Tom Hall	High	30/06/2027	✓ Current	↗ Open

Forklift Service

Forklift truck servicing and LOLER thorough examination (PUWER 1998 · LOLER 1998)

✓ In service — the previous forklift failed and was replaced by Bronze Mechanical Handling with a new Mitsubishi FG18N (supplied Apr 2026). LOLER thorough examination passed 27 Mar 2026 (no faults), valid to 26 Mar 2027. First service due April 2027.

Key details

Responsible owner	Warehouse manager
Machine	Mitsubishi FG18N (Equip 6782 · S/N CF34A 41874)
Supplier	Bronze Mechanical Handling Ltd
Arrangement	Hire — Contract 1595 · Acct THURROC4
Safe working load	1800 kg at 500 mm
Supplied	Apr 2026 (replaced failed unit)
Service frequency	Annual · next service April 2027
LOLER exam	Passed 27/03/2026 · next due 26/03/2027

What to keep on file

LOLER thorough examination certificate ✓
Routine service reports
Daily / pre-use operator checks
Defect reports and repairs
Operator licences (see training records)

Service & examination records

Asset / FLT	Type	Date carried out	Provider	Outcome	Next due	Status	Document
FG18N (6782)	LOLER thorough examination	27/03/2026	Bronze Mechanical Handling (CFTS — Bobby Miller)	No faults detected (Record 260/38827)	26/03/2027	✓ Current	↗ Open
FG18N (6782)	Replacement machine supplied	13/04/2026	Bronze Mechanical Handling	New unit in service	Service Apr 2027	✓ Current	↗ Invoice
FG18N (6782)	Annual service	—	Bronze Mechanical Handling	—	April 2027	Not yet due	—

Racking Inspection

Storage racking inspections (HSG76 · SEMA / PUWER 1998)

Key details

Responsible owner	Warehouse manager (PRRS)
Expert inspection	At least every 12 months
Visual checks	Regular (e.g. weekly/monthly)
Provider	[SEMA approved inspector - TBC]
Last inspection	Pending — first inspection
Next inspection due	Scheduled July 2026

What to keep on file

Annual expert inspection report
Internal visual inspection log
Damage classification (red/amber/green)
Repairs and component replacements
Safe working load (SWL) notices in place

Inspection records

Ref	Type	Date carried out	Inspected by	Findings (R/A/G)	Next due	Status
RACK-01	Annual expert inspection (SEMA-approved)	Scheduled July 2026	[Inspector - TBC]	—	July 2026	Scheduled
RACK-02	Internal visual check	[Date]	[Name]	[Findings]	Monthly	To start

First Aid Training Example

First aider certification records (ISO 45001 §7.2 · records held in BrightHR)

✓ Current — trained first aider in place: Thomas Hall (EFAW, valid to 31/07/2028). Add further staff certificates as people are trained, and confirm numbers meet the First Aid Risk Assessment.

First aid certificates (EFAW / FAW) are typically valid for 3 years. Track expiry to ensure continuous cover and book requalification in good time.

Key details

Responsible owner	HR / Management
Validity	3 years (EFAW / FAW)
Records held in	BrightHR
Linked assessment	First Aid Risk Assessment

What to keep on file

Training provider and course (EFAW / FAW)
Certificate copies
Issue and expiry dates
Requalification bookings

Training records

Name	Course	Provider	Cert no.	Date completed	Expiry	Status	Certificate
Thomas Hall	FAA Level 3 Emergency First Aid at Work (RQF) · 603/2080/1	Training at Work Group (Nuco / First Aid Awards Ltd)	NCC27944054	31/07/2025	31/07/2028	✓ Current	↗ Open
[Employee name]	First Aid at Work (FAW) / EFAW	[Provider]	[Cert no.]	[Date]	[Date]	To confirm	[Link]

Fire Marshall Training Example

Fire marshal / warden certification records (Regulatory Reform (Fire Safety) Order 2005)

Fire marshal training is commonly refreshed every 3 years (annual refresher recommended for higher-risk sites). Ensure enough trained marshals to cover all areas and shifts.

Key details

Responsible owner	HR / Management
Refresher	Typically every 3 years
Records held in	BrightHR
Related	Fire risk assessment · evacuation drills

What to keep on file

Training provider and course
Certificate copies
Issue and refresher-due dates
Evacuation drill records

Training records

Name	Course	Provider	Date completed	Refresher due	Status
Tom Hall	Fire Marshal / Warden	[Provider - TBC]	Scheduled July 2026	—	Scheduled
Ross Fullbrook	Fire Marshal / Warden	[Provider - TBC]	Scheduled July 2026	—	Scheduled

Health & Safety Meetings

Worker consultation and H&S committee meetings (ISO 45001 §5.4 · HSCER 1996)

✓ Ongoing — H&S is a standing item in the weekly staff meeting, reviewed in depth on the first Monday of each month. The first 15 minutes of the meeting (4:45–5:30pm) are dedicated to health & safety, with all staff present.

Schedule

Frequency	Monthly — first Monday
Within	Weekly staff meeting (4:45–5:30pm)
H&S slot	First 15 minutes of the agenda
Attendees	All staff
Chair / owner	Tom Hall

Standard agenda (H&S slot)

Review of previous actions
Accidents, incidents & near-misses
New or revised risk assessments
Inspection / service findings (forklift, racking, extinguishers)
Training needs & certificate expiries
Worker concerns and suggestions

Meeting log — 2026

Ref	Date	Attendees	Key points / actions	Status
HS-2026-06	01/06/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-05	04/05/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-04	06/04/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-03	02/03/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-02	02/02/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-01	05/01/2026	All staff	No new H&S issues. Routine safety checks reviewed — material handling and offloading of delivery vehicles.	Held
HS-2026-07	06/07/2026	All staff	—	Scheduled

Duty of Care with Veolia

Waste management and duty of care (ISO 14001 §8.1 · Environmental Protection Act 1990 §34)

✓ Current — Annual Waste Transfer Note in place with Veolia ES (UK) Ltd, valid to 30 Sep 2026. Renewal due ~Sep 2026.

Key details

Waste contractor	Veolia ES (UK) Ltd
Carrier registration	CBDU95537 (Environment Agency)
TES account no.	93902101
Service / waste	Dry Waste — EWC 200301 (non-hazardous industrial)
Collection	1100 Ltr euro bin · weekly (Saturday)
Responsible owner	Management / Operations
Standard	ISO 14001 · EPA 1990 Duty of Care
Valid period	1 Oct 2025 – 30 Sep 2026
Next renewal due	30 Sep 2026

What to keep on file

Signed Waste Transfer Note (valid up to 12 months) ✓
Pre-treatment declaration (included in WTN) ✓
Veolia carrier registration — verify on EA register
Description & EWC codes of waste streams ✓
Collection schedule and invoices
Recycling / recovery data where available

Duty of care records

Document	Reference	Valid from	Valid until	Waste streams	Status	Document
Annual Waste Transfer Note	Acct 93902101	01/10/2025	30/09/2026	EWC 200301 non-hazardous industrial	✓ Current	↗ Open
Pre-treatment declaration	Acct 93902101	01/10/2025	30/09/2026	EWC 200301	✓ Current	↗ Open
Veolia waste carrier registration	CBDU95537	—	Verify on EA register	N/A	✓ Registered	↗ Check

Fire Extinguisher Service

Portable fire extinguisher servicing (BS 5306-3 · Regulatory Reform (Fire Safety) Order 2005)

✓ Current — 13 portable extinguishers serviced by Assured Fire & Security on 13 May 2026, all passed (BS 5306-3:2017). Next annual service due 13 May 2027.

Key details

Responsible owner	Management / H&S lead
Provider	Assured Fire & Security (BAFE 52046 · NSI Fire Gold)
Annual service	Every 12 months (BS 5306-3)
Visual checks	Monthly (in-house)
Last service	13 May 2026 (Stuart Sims)
Report ref	R-03137 · Job 4360
Units / result	13 portable · all PASS
Next service due	13 May 2027

What to keep on file

Annual service certificate ✓
Service report with asset list ✓
On-site risk assessment (Take 5) ✓
Extinguisher schedule (type, location, count) ✓
Monthly visual check log — first check 29/06/2026 (Tom Hall) ✓; continue monthly
Extended service / refill records (5 / 10 yearly)

Service records

Document	Date carried out	Provider	Units	Outcome	Next due	Status	Document
Annual service certificate	13/05/2026	Assured Fire & Security	13	All PASS	13/05/2027	✓ Current	↗ Open
Service report (asset list)	13/05/2026	Assured Fire & Security	13	All PASS	13/05/2027	✓ Current	↗ Open
On-site risk assessment (Take 5)	13/05/2026	Assured Fire & Security	—	Risk levels low	Per visit	✓ On file	↗ Open
Monthly visual check (in-house)	29/06/2026	Tom Hall (in-house)	13	All OK	29/07/2026	✓ Current	—

Extinguisher schedule

Asset	Type	Location	Result (13/05/2026)
001	AFFF 6.0 L	Warehouse near shutter	PASS
002	AFFF 6.0 L	Rear right fire door	PASS
003	AFFF 6.0 L	Front entrance door	PASS
004	AFFF 6.0 L	Upstairs office corridor	PASS
005	AFFF 6.0 L	Far rear right fire door	PASS
006	CO2 2.0 KG	Warehouse near shutter	PASS
007	CO2 2.0 KG	Rear right fire door	PASS
008	CO2 2.0 KG	Front entrance door	PASS
009	CO2 2.0 KG	Far rear right fire door	PASS
010	CO2 2.0 KG	Upstairs office corridor	PASS
017	AFFF 6.0 L	Rear stairs fire exit	PASS
019	AFFF 6.0 L	Mezzanine floor near stairs from warehouse	PASS
020	CO2 2.0 KG	Mezzanine floor near stairs from warehouse	PASS

Document Library

Sales, purchasing, HR, training, and certification documents

Document Register

Master list of controlled IMS documents

Document	IMS section	Type	Owner	Last reviewed	Status
IMS Overview & Purpose	4.1	Policy / overview	Management	Jan 2026	Current
Scope & Boundaries	4.3	Scope document	Management	Jan 2026	Current
IMS Processes	4.4	Process register	Operations	June 2026	Current
Integrated Policy Statement	5.2	Policy	Directors	Apr 2026	Current
Roles & Responsibilities	5.3	Responsibility matrix	Management	Jan 2026	Current
Risk Register	6.1	Risk register	Management	June 2026	Draft
IMS Objectives	6.2	Objectives	Management	-	Draft
Training & Competence Matrix	7.2	Training matrix	HR / Operations	Jan 2026	Current
System Inventory	8.0	Asset register	Tom	Jan 2026	Current
TESXpress - platform doc	8.1	Platform documentation	Tom	Jan 2026	Current
OrderWise - platform doc	8.2	Platform documentation	Operations	Jan 2026	Current
BC→OW Integration	8.3	Integration documentation	Tom	Jan 2026	Current
Example Documents (sales lifecycle)	8.4	Process evidence	Operations	Jan 2026	Current
Infrastructure overview	8.5	Infrastructure	Tom	-	Draft
Runbooks	8.6	Operational runbooks	Operations / Tom	-	Draft
KPI Framework	9.1	Performance data	Management	June 2026	Draft
Internal Audit Report (IA-2026-01)	9.2	Audit records	Tom Hall	Jun 2026	Current
Management Review Minutes (MR-2026-01)	9.3	Review records	Directors	Jun 2026	Current
Nonconformance Register	10.1	Quality records	Management	Jun 2026	Current
Continual Improvement Log	10.2	Improvement records	Management	-	Draft