Document Traceability Register¶
Cross-reference mapping from the legacy QEMS document numbering system (D## / DC:##) to the new HSQEMS document references, supporting the system migration completed March 2026.
Purpose¶
This register provides traceability between the old QEMS document control references and the new HSQEMS numbering convention, ensuring continuity of records and audit trail integrity during and after the system migration.
Records & Registers Mapping¶
| Old Ref | Old Document Name | New Ref | New Document Name | Location |
|---|---|---|---|---|
| DC:01 | Context & Interested Parties | HSQEMS02 | Scope & Context | Manual |
| DC:02 | Process Matrix & Application | HSQEMS01 | IMS Manual (Section 4) | Manual |
| DC:03 | SWOT Analysis | HSQEMS02 | Scope & Context (Annex) | Manual |
| DC:04 | PESTLE Analysis | HSQEMS02 | Scope & Context (Annex) | Manual |
| DC:05 | Risk & Opportunity Register | HREG01 | Risk & Opportunity Register | Registers |
| DC:06 | Aspect Identification Register | HREG02 | Environmental Aspects Register | Registers |
| DC:07 | Hazard Identification Register | HREG03 | Hazard Register | Registers |
| DC:09 | Legal & Compliance Requirements | HREG04 | Legal Compliance Register | Registers |
| DC:10 | Register of QEHS Objectives & KPIs | HREG05 | Objectives & KPI Register | Registers |
| DC:12 | Equipment Maintenance & Service Log | HREG11 | Equipment & Asset Register | Registers |
| DC:13 | Training Matrix | HREG06 | Training & Competency Matrix | Registers |
| DC:17 | Calibration Log | HREG12 | Calibration Log | Registers |
| DC:18 | Software Validation Log | HREG13 | Software Validation Log | Registers |
| DC:22 | Life Cycle Analysis | HPROC03 | Environmental Aspect Identification | Procedures |
| DC:26 | Approved Supplier List | HREG10 | Approved Supplier List | Registers |
| DC:39 | Emergency Equipment Log | HREG14 | Emergency Equipment Log | Registers |
| DC:40 | Emergency Preparedness & Response Matrix | HPOL18 / HPROC16 | Emergency Response Policy / Procedure | Policies / Procedures |
| DC:43 | Internal Audit Report Template | HFORM08 | Audit Checklist | Forms |
| DC:45 | Internal Audit Log | HREG07 | Internal Audit Log | Registers |
| DC:46 | Management Review Minutes | HFORM09 | Management Review Template | Forms |
| DC:48 | Corrective Action Log | HREG08 | Corrective Action Log | Registers |
| DC:53 | Disaster Recovery & Business Continuity Plan | HPOL18 | Emergency Response Policy | Policies |
| DC:54 | Pre-Qualification Questionnaire | HFORM06 | Supplier Assessment Form | Forms |
| DC:55 | Supplier Evaluation Record | HFORM06 | Supplier Assessment Form | Forms |
Forms & Templates Mapping¶
| Old Ref | Old Form Name | New Ref | New Form Name | Format |
|---|---|---|---|---|
| D05 | Risk Assessment Template | HFORM01 | Risk Assessment Template | Markdown |
| D06 | Hazard Report Form | HFORM02 | Hazard Report Form | Markdown + Gravity Forms |
| D07 | Incident Report Form | HFORM03 | Incident Report Form | Markdown + Gravity Forms |
| D09 | Training Record | HFORM04 | Training Record Template | Markdown |
| D10 | Corrective Action Report | HFORM05 | Corrective Action Form | Markdown |
| D12 | Supplier Assessment Form | HFORM06 | Supplier Assessment Form | Markdown |
| D13 | Change Request Form | HFORM07 | Change Request Form | Markdown + Gravity Forms |
| D14 | Audit Checklist | HFORM08 | Audit Checklist | Markdown |
| D15 | Management Review Template | HFORM09 | Management Review Template | Markdown |
| D16 | Customer Feedback Form | HFORM10 | Customer Feedback Form | Markdown + Gravity Forms |
| D17 | DSE Self-Assessment | HFORM11 | DSE Self-Assessment | Markdown + Gravity Forms |
| D18 | COSHH Assessment Form | HFORM12 | COSHH Assessment Form | Markdown |
| D19 | Fire Risk Assessment | HFORM13 | Fire Risk Assessment | Markdown |
| D20 | First Aid Assessment | HFORM14 | First Aid Assessment | Markdown |
| D21 | RAMS Template | HFORM15 | RAMS Template | DOCX |
| D22 | Toolbox Talk Record | HFORM16 | Toolbox Talk Record | Markdown |
| D23 | Equipment Calibration Record | HFORM17 | Equipment Calibration Record | Markdown |
| D24 | Induction Checklist | HFORM18 | Induction Checklist | Markdown + Gravity Forms |
| D25 | Staff Acknowledgment Form | HFORM19 | Staff Acknowledgment Form | Markdown + Gravity Forms |
Policies Mapping¶
| Old Ref | Old Policy Name | New Ref | New Policy Name |
|---|---|---|---|
| POL_01 | Health, Safety, Environment & Quality (HSQE) | HPOL01 | HSQE Policy |
| POL_01 | (Quality content split out) | HPOL02 | Quality Policy |
| POL_02 | Information Security and Data Protection | — | Transferred to ISMS (isms.crgi.uk) |
| POL_03 | Work Safe | HPOL04 | Health & Safety Policy |
| POL_04 | Home Working | HPOL20 | Virtual Operations Policy |
| POL_05 | Display Screen Equipment (DSE) | HPOL21 | DSE Policy |
| POL_06 | Training | HPOL06 | Training Policy |
| POL_07 | Code of Conduct | HPOL07 | Code of Conduct |
| POL_08 | Equal Opportunities | HPOL08 | Equal Opportunities Policy |
| POL_09 | Remote Working | — | Merged into HPOL20 (Virtual Operations) |
| POL_10 | Information Security | — | Transferred to ISMS (isms.crgi.uk) |
| POL_11 | Environmental & Waste Management | HPOL03 | Environmental Policy |
| POL_12 | GDPR & Data Protection | — | Transferred to ISMS (isms.crgi.uk) |
| POL_13 | Risk Assessment | HPOL05 | Risk Assessment Policy |
| POL_14 | Anti-Bribery & Corruption | HPOL09 | Anti-Bribery & Corruption Policy |
| POL_15 | Drug and Alcohol | HPOL10 | Drug & Alcohol Policy |
| POL_16 | Working Hours and Fatigue Management | HPOL11 | Fatigue Management Policy |
| POL_17 | Behavioural Based Safety | HPOL12 | Behavioural Safety Policy |
| POL_18 | Modern Slavery | HPOL13 | Modern Slavery Statement |
| POL_19 | Ethical Purchasing | HPOL14 | Ethical Purchasing Policy |
| POL_20 | Personal Protective Equipment | HPOL15 | PPE Policy |
| POL_21 | Provision of Welfare Facilities | HPOL16 | Welfare Facilities Policy |
| POL_22 | Designer Duties Under the Construction | HPOL22 | CDM 2015 Designer Duties Policy |
| — | (POL_23 not used) | — | — |
| POL_24 | First Aid Provision | HPOL17 | First Aid Policy |
| POL_25 | Emergency / Fire Evacuation Procedures | HPOL18 | Emergency Response Policy |
| POL_26 | Manual Handling | HPOL19 | Manual Handling Policy |
| — | (New for 2026) | HPOL23 | Whistleblowing & Raising Concerns |
ISMS Policies
POL_02 (Information Security and Data Protection), POL_10 (Information Security), and POL_12 (GDPR & Data Protection) have been transferred to the separate Information Security Management System at isms.crgi.uk. POL_09 (Remote Working) has been merged into HPOL20 (Virtual Operations Policy).
Internal Audit Reports Mapping¶
| Old Ref | Old Report | New Ref | New Location |
|---|---|---|---|
| IA-RPT-2025-001 | Context (PDF) | IA-RPT-2025-001 | Audits & Improvement |
| IA-RPT-2025-002 | Planning (PDF) | IA-RPT-2025-002 | Audits & Improvement |
| IA-RPT-2025-003 | Support (PDF) | IA-RPT-2025-003 | Audits & Improvement |
| IA-RPT-2025-004 | Operations (PDF) | IA-RPT-2025-004 | Audits & Improvement |
| IA-RPT-2025-005 | Environmental (PDF) | IA-RPT-2025-005 | Audits & Improvement |
| IA-RPT-2025-006 | Performance (PDF) | IA-RPT-2025-006 | Audits & Improvement |
| IA-RPT-2025-007 | Health & Safety (PDF) | IA-RPT-2025-007 | Audits & Improvement |
| IA-RPT-2025-008 | Improvement (PDF) | IA-RPT-2025-008 | Audits & Improvement |
Standard Operating Procedures (SOPs) Mapping¶
| Old SOP Ref | Old SOP Name | New Ref | New Procedure Name |
|---|---|---|---|
| S.O.P_2.1 | Customer Focus & Satisfaction | HPROC19 | Customer Feedback |
| S.O.P_2.2 | Communication, Consultation, Worker Participation | HSQEMS01 | IMS Manual (Section 7.4) |
| S.O.P_3.1 | Identification and Evaluation of Risk | HPROC01 | Risk Assessment |
| S.O.P_3.2 | Business Risk & Opportunity Planning | HPROC01 | Risk Assessment |
| S.O.P_3.3 | Management of Legal & Other Requirements | HPROC04 | Legal Compliance Evaluation |
| S.O.P_3.4 | Setting and Reviewing HSQE Objectives | HPROC05 | Objectives & KPI Management |
| S.O.P_4.1 | Measuring & Monitoring Device Calibration | HPROC11 | Calibration Control |
| S.O.P_4.2 | Competencies and Training | HPROC09 | Training Delivery |
| S.O.P_4.3 | Planning of Training Events | HPROC09 | Training Delivery |
| S.O.P_4.4 | Periodic Safety Bulletins & Briefings | — | Covered by HFORM16 (Toolbox Talk Record) |
| S.O.P_4.5 | Receiving, Recording & Responding to External Communications | HSQEMS01 | IMS Manual (Section 7.4) |
| S.O.P_4.6 | Document Control | HPROC10 | Document Control |
| S.O.P_4.7 | Control of Records | HPROC10 | Document Control |
| S.O.P_5.1 | Production, Issue, Briefing of RAMS | HPROC20 | RAMS Production |
| S.O.P_5.2 | Management of Change | HPROC07 | Change Management |
| S.O.P_5.3 | Evaluation and Approval of Suppliers & Subcontractors | HPROC08 | Supplier Assessment |
| S.O.P_5.4 | Emergency Preparedness & Response | HPROC16 | Emergency Response |
| S.O.P_5.5 | Design Process | HPROC06 | Design Process Control |
| S.O.P_6.1 | Analysis & Evaluation | HPROC18 | Environmental Monitoring |
| S.O.P_6.2 | Internal HSQE Audits | HPROC12 | Internal Audit |
| S.O.P_6.3 | Site HSQE Inspections & Tours | — | Covered by HFORM08 (Audit Checklist) |
| S.O.P_6.4 | Management Review | HPROC13 | Management Review |
| S.O.P_7.1 | Customer Complaints, Control of NCR, Corrective Action | HPROC14 | Corrective Action |
| S.O.P_7.2 | Continual Improvement | HPROC14 | Corrective Action |
| S.O.P_8.1 | Accident, Incident and Near Miss Reporting | HPROC15 | Incident Investigation |
| S.O.P_8.2 | Manual Handling | HPOL19 | Manual Handling Policy |
| S.O.P_8.3 | First Aid | HPOL17 | First Aid Policy |
| S.O.P_8.4 | Personal Protective Equipment | HPOL15 | PPE Policy |
| S.O.P_8.5 | Hazardous Substances (COSHH) | HFORM12 | COSHH Assessment Form |
| S.O.P_8.6 | Management and Maintenance of Equipment | HPROC11 | Calibration Control |
| S.O.P_8.7 | Health Surveillance | HPOL04 | Health & Safety Policy |
| S.O.P_8.8 | Lone Working | RA005 | Lone Working Risk Assessment |
| S.O.P_8.9 | Control of Noise | HPOL04 | Health & Safety Policy |
| S.O.P_8.10 | Control of HAVS | HPOL04 | Health & Safety Policy |
| S.O.P_8.11 | Work at Height | HPOL04 | Health & Safety Policy |
| S.O.P_8.12 | Confined Space | HPOL04 | Health & Safety Policy |
| S.O.P_8.13 | Driving | HPOL04 | Health & Safety Policy |
| S.O.P_8.14 | Asbestos | HPOL04 | Health & Safety Policy |
| S.O.P_8.15 | Fire | RA004 | Fire Risk Assessment |
| S.O.P_9.1 | Environmental Management, Aspects and Impacts | HPROC03 | Environmental Aspect Identification |
| S.O.P_9.2 | Environmental Protection — Wildlife, Plants | HPROC03 | Environmental Aspect Identification |
| S.O.P_9.3 | Environmental Protection — Land, Water | HPROC03 | Environmental Aspect Identification |
| S.O.P_9.4 | Management of Waste | HPROC17 | Waste Management |
| S.O.P_9.5 | Hazardous Management of Waste | HPROC17 | Waste Management |
| S.O.P_9.6 | Environment in the Home | HPROC18 | Environmental Monitoring |
Notes¶
- All legacy PDF/Excel documents have been retained in the HSQEMS secure archive for reference
- The new HSQEMS numbering convention uses prefixed references: HPOL (policies), HPROC (procedures), HFORM (forms), HREG (registers)
- Document revision history is maintained within each document's version control table
- This register should be updated if any additional legacy documents are identified during the transition period
Document Owner: Sean Ashton, Operations Manager Last Updated: 14/03/2026 Classification: CRGI Information