4_Procedure for Legal and Other Requirements

Procedure for Legal and Other
Requirements
ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007
This manual is the Property of
SEA SAFE MARINE SHIPS AND BOATS MAINTENANCE

SERVICES CO. LLC
Shed #96, Drydocks World, Al Jadaf, Dubai, UAE
TEL: +971 522522766/+971 43582605
E-mail: marketing@ssms.ae,
Website: www.seasafetymarine.com
Ref. No.: SSMS-IMS-PRO-04

Version: 1.0
Issue Date: August 1, 2024
Master Copy
Table of Contents
Amendment History..................................................................................................................3
Document Approval..................................................................................................................3
1.0 PURPOSE.....................................................................................................................4
2.0 SCOPE..........................................................................................................................4
3.0 RESPONSIBILITIES.....................................................................................................4
4.0 PROCEDURE................................................................................................................4
4.1 General Requirements..................................................................................................4
4.2 Categories of Legal and Other Requirements...............................................................5
4.3 Identification and Review of Legal and Other Requirements........................................5
4.4 Consultation and Communication.................................................................................6
4.5 Implementation and Checking for Compliance..............................................................6
4.6 Documentation of Legal and Other Requirements........................................................6
5.0 RELATED DOCUMENTS/FORMS................................................................................6
6.0 REFERENCES..............................................................................................................7
Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

Procedure for Legal and Other Requirements Master Copy Page| 2
Amendment History
Summary of Issue Approved

Version Date Issued by
Changes By
Management
1.0 August 1, 2024 Initial Release CEO
Representative
Document Approval
Prepared By
Name: Mr. Subash Chandra
Designation: Management Representative
Signature & Date: July 25, 2024

Reviewed By
Name: Mr. Akbar Khan
Designation: General Manager
Signature & Date August 1, 2024
Approved By
Name: Mr. Hassan Ali Novin
Designation: CEO
Signature & Date: August 1, 2024

1.0 PURPOSE
The purpose of this procedure is to:
 Ensure that all applicable legal requirements related to health, safety and
environment are identified and implemented and that any other information
which may improve SSMS performance is available for use.
 Define the mechanism for identifying and maintaining current legal and other
requirements and regulations applicable to SSMS and maintain access to up-
to-date editions of those requirements.
 Identify client’s requirements and other requirements relating to Marine
Services.
2.0 SCOPE
All requirements applicable to the SSMS activities including legal and statutory
requirements of UAE, international standards and clients’ requirements.
3.0 RESPONSIBILITIES
3.1 The CEO has overall responsibility of this procedure and ensures that SSMS
complies with all of its applicable legal and other HSE requirements.
3.2 The Management Representative (MR) is responsible for:
 Identifying relevant legal and other requirements, relate the applicability of
requirements with SSMS processes / activities, document and maintain the
Legal Register.
 Including legal requirements in the Risk Assessment;
 Ensuring that Legal Compliance are evaluated on a regular basis and included
in the Management Review Meetings; and
 Ensuring that Legal Requirements are communicated to all levels in SSMS and
concerned stakeholders.
3.3 The Department/Section Heads ensure that employees comply with legal
requirements and support the activities in meeting legal requirements.
3.5 All employees are responsible to comply with all legal requirements in their
respective work activities.
4.0 PROCEDURE
4.1 General Requirements
 The identified legal requirements shall be communicated by the MR to all
employees and all relevant stakeholders.
 While developing procedures, processes, and programs; identifying
hazards/aspects; and assessing risks/impacts, the MR will ensure inclusion
or consideration of compliance of legal/statutory requirements.
 To ensure that legal requirements are updated, the MR shall maintain
subscriptions to governmental gazette notifications, periodically browsing
through related internet sites and updating from regulators, etc.
 Where changes are identified, HSE policy, procedures, and other related
forms shall be reviewed and updated (whenever required).
 The legal and other requirements shall be evaluated annually by the MR and

records for evaluation of compliance shall be maintained.
 Legal compliance results shall also be included in the Management Review
Meeting.
4.2 Categories of Legal and Other Requirements

The Legal and other requirements applicable to SSMS are divided into the below
categories:
4.2.1 Local laws and legislations include:
 UAE Federal Law No 8 of 1980 - U.A.E. Labor Law

 Ministerial Order 32 (1982) – article 1-29-Specifying Preventive Methods and
Measures for Protecting Workers against Work Hazards.
 Ministerial Decision No. 37/2 of 1982 –Medical Care and Sickness Benefits of
Employees
 UAE Law 24 of 1999-for the Development and Protection of the Environment
 Federal Law No. 21 of 2005 – Waste Management in the Emirate of Abu
Dhabi
 Any Local Emirate Government Organization
 Fire Safety Codes and Requirements of Abu Dhabi Civil Defense
4.2.2 International laws applicable to our industry
42.3 Other requirements include:
 Employees and Client Requirements

 Requirements of any individual or organisation that can or will interact
with company activities or processes
4.2.4 Best Practices
 These include International Standards (ISO 9001:2015, ISO 14001:2015

& OHSAS 18001:2007)
 Directives, Codes of Practice, Guidelines, etc. which are not required by
Local Legislation but will assist to further improve SSMS’s Quality,
Occupational Health, Safety and Environment Performance.
4.3 Identification and Review of Legal and Other Requirements

4.3.1 Local Legislation
 The MR will be responsible for identifying new or revised "Local
Legislation". This may be done by one of the following methods:
 Liaising with relevant Government and Private Organizations
 Subscribing and reviewing Newsletters
 Checking official websites
 The MR will review all identified "Legal and Other Requirements" before
approval of their implementation in SSMS. The following may be
considered while reviewing the requirements:
 The purpose and scope of the requirement;
 How the requirement may affect SSMS and its policy;

 The availability of resources.
 SSMS ensures that all legal requirements applicable to our operations as
listed in section 4.2.1 are identified and updated; and are complied with.
 Where applicable, the MR will integrate all new or revised APPROVED
legal requirements into the Integrated Management System; and shall
ensure that these requirements are considered in the Risk Assessment
and identification of control measures.
4.3.2 Integrated Management System- ISO 9001:2015, ISO 14001:2015 &

OHSAS 18001:2007)
 SSMS ensures that the IMS includes all legal requirements identified;
 As soon as any change or new legal requirements are known, the MR
will integrate them into the IMS.
4.4 Consultation and Communication

 Legal and other requirements shall be communicated to all employees of
SSMS.
 The MR and department/section supervisors/heads shall communicate legal
and other requirements through HSE Meetings, Tool Box Talks,
Consultation Meetings, emails, bulletin boards, etc.
 The MR shall communicate legal and other requirements to stakeholders if
applicable through emails, meetings, reports, etc.
4.5 Implementation and Checking for Compliance

 SSMS must ensure that laws and regulations related to occupational health,
safety and environment must be complied.
 SSMS must also ensure that all other requirement are fulfilled and must strive
to attain best practices.
 The compliance of legal requirements shall be checked every year during
Internal Audit schedule or as required.
 Legal and other requirements audit and compliance evaluation results shall
be included in the Management Review Meetings.
4.6 Documentation of Legal and Other Requirements

 The Legal Register shall be maintained by the MR.
 All documents and records of legal and other requirements shall be
maintained by the MR.
5.0 RELATED DOCUMENTS/FORMS

 Legal Register (SSMS-IMS-FRM-05)
6.0 REFERENCES
 ISO 14001:2015 (Environment Management System)
 OHSAS 18001:2007 (Occupational Health and Safety Management System)
 ISO 9001:2015 (Quality Management System)
 Copies of laws and regulations, standards and guidelines


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Procedure for Legal and Other

This manual is the Property of

SEA SAFE MARINE SHIPS AND BOATS MAINTENANCE

Ref. No.: SSMS-IMS-PRO-04

Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

Summary of Issue Approved

Signature & Date: July 25, 2024

Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

4.2 Categories of Legal and Other Requirements

 UAE Federal Law No 8 of 1980 - U.A.E. Labor Law

4.2.2 International laws applicable to our industry

42.3 Other requirements include:

 Employees and Client Requirements

4.2.4 Best Practices

 These include International Standards (ISO 9001:2015, ISO 14001:2015

4.3 Identification and Review of Legal and Other Requirements

Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

4.3.2 Integrated Management System- ISO 9001:2015, ISO 14001:2015 &

4.4 Consultation and Communication

4.5 Implementation and Checking for Compliance

4.6 Documentation of Legal and Other Requirements

5.0 RELATED DOCUMENTS/FORMS

Ref. No.: SSMS-IMS-PRO-04 Issue Date: August 1, 2024 Version: 1.0

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