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Registers index

Registers are the third tier of the source-of-truth model: the live index of status, schedule and people - what is current, who has done what, and what falls due when. A register is an index, never the evidence. Evidence is the markdown in docs/records/, where the commit timestamp is the record. A register row saying an activity happened does not make it so; the record in docs/records/ does.

Source of truth: schemas/registers.schema.yml. That file is also the spec the live Airtable base is built from, so if the base and this page disagree, one of them has drifted - fix it deliberately, in both.

Formula fields are computed by Airtable and are read-only: never written by hand, by an agent, or by a script.

Summary

Register Purpose Fields Snapshot folder
Document Register One row per controlled document. Mirrors document frontmatter — the frontmatter is authoritative; this table is the live index of it. Rows are updated by ID (matched on Document ID), never duplicated. 18 -
People Everyone the IMS touches — employees AND contractors as first-class rows. The join target for acknowledgements, training, incidents, and consultation. Kept current by the {{ROLE_DOCUMENT_CONTROLLER}}. 9 -
Risk & Opportunity Register ISO 9001 6.1 / ISO 45001 6.1.1 — risks and opportunities, assessed twice per the Risk, Opportunity & Hazard Methodology: inherent (unmitigated — existing controls assumed absent or failed) and residual (mitigated — with current controls operating). 17 records/management-reviews/
Hazard Register ISO 45001 6.1.2 — identified hazards with controls per the hierarchy of controls. 15 records/management-reviews/
Instruments & Commitments Level 1 of the two-level compliance structure: one row per SOURCE of obligation — legislation (Act/Regulation), code of practice, standard, client or contract commitment, professional or voluntary commitment. 11 -
Compliance Obligations Level 2 of the two-level compliance structure: one row per ATOMIC actionable requirement within an instrument or commitment — what must actually be done, phrased verb-first. 13 records/legal-compliance-evaluations/
Product & Market Offers The live index of {{ORG_NAME}}'s product x market offers — one row per offer. 9 -
Objectives & Targets ISO 9001 6.2 / ISO 45001 6.2 — live status index of quality and OH&S objectives at both levels: Company-wide (spanning all products and services) and Product x Market (sleeve objectives). 21 records/management-reviews/
Training Curriculum The training matrix, item side: every training item, who needs it, how often. Audience x People.IMS Roles IS the competence/training matrix (ISO 9001 7.2 / ISO 45001 7.2). 6 -
Training Log One row per person per completed training item — populated by the Training Completion form (self-attestation). Snapshot into docs/records/training/ quarterly = the clause 7.2 competence evidence. 7 records/training/
Policy Acknowledgements One row per person per document version acknowledged — populated by the Policy Acknowledgement form. Campaign views compare Active People x documents with Acknowledgement Required against these rows. Snapshot into docs/records/acknowledgements/ at campaign close = per-person evidence. 7 records/acknowledgements/
Incident Register ISO 45001 10.2 incidents (injury, near miss, ill health) and ISO 9001 quality incidents. Fed by the Hazard & Incident Report form. Every entry with investigation required links to a CAPA row; investigation evidence lives in docs/records/incidents/. 11 -
Nonconformity & CAPA Register ISO 9001 10.2 / ISO 45001 10.2 — nonconformities and corrective actions from any source (audits, incidents, complaints, reviews). 10 -
Supplier & Contractor Register ISO 9001 8.4 / ISO 45001 8.1.4 — external providers, evaluation, and OH&S coordination. 8 records/procurement-evaluations/
Customer Feedback & Complaints ISO 9001 9.1.2 customer satisfaction + complaint handling; complaints feed CAPA. 7 -
Equipment & Calibration Register ISO 9001 7.1.5 — monitoring/measuring equipment and calibration status. 8 -
Internal Audit Log One row per audit session of the rolling programme (capability e). The audit record itself lives in docs/records/internal-audits/. 9 -
Management Review Log One row per monthly rolling-review session (capability e). The minutes / decision record lives in docs/records/management-reviews/. 8 -
Schedule The master calendar of recurring IMS obligations — including the 12 rolling management-review slices and 12 audit slices seeded at instantiation. Drives automations A1/A4/A5. Never the evidence; the records folders are. 9 -

Document Register

One row per controlled document. Mirrors document frontmatter — the frontmatter is authoritative; this table is the live index of it. Rows are updated by ID (matched on Document ID), never duplicated.

Field Type Details
Document Title singleLineText primary field
Document ID singleLineText
Document Type singleSelect options: IMS Core Document / Policy / Procedure / Plan
Version singleLineText
Status singleSelect options: Draft / Under Review / Approved / Superseded
Owner Role singleLineText
Reviewer Role singleLineText
Approver Role singleLineText
Approved Date date
Last Reviewed Date date
Next Review Date date
Review Status formula read-only; Overdue if Next Review Date < today; Due soon if within 30 days; label "Stale draft" instead of "Overdue" when Status = Draft; OK otherwise. Works in every status — drafts have cadence too.
Classification singleSelect options: Public / Internal / Confidential
Clause Refs singleLineText
Acknowledgement Required checkbox
Worker Consultation Required checkbox
Legacy ID singleLineText
File Location url permalink to the file in the instance repo

People

Everyone the IMS touches — employees AND contractors as first-class rows. The join target for acknowledgements, training, incidents, and consultation. Kept current by the {{ROLE_DOCUMENT_CONTROLLER}}.

Field Type Details
Name singleLineText primary field
Email email
Engagement singleSelect options: Employee / Contractor
IMS Roles multipleSelects options: Top Management / Quality Manager / OH&S Coordinator / Document Controller / Worker H&S Representative / Worker
Status singleSelect options: Active / Inactive
Start Date date
End Date date
Acknowledgements multipleRecordLinks links to Policy Acknowledgements
Training Completions multipleRecordLinks links to Training Log

Risk & Opportunity Register

ISO 9001 6.1 / ISO 45001 6.1.1 — risks and opportunities, assessed twice per the Risk, Opportunity & Hazard Methodology: inherent (unmitigated — existing controls assumed absent or failed) and residual (mitigated — with current controls operating). Opportunities are not L x C rated: their rating fields stay blank and the formulas return blank.

Snapshotted into docs/records/management-reviews/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Title singleLineText primary field
Type singleSelect options: Risk / Opportunity
Source singleSelect options: Quality / OH&S / Both
Description multilineText
Inherent Likelihood singleSelect options: Rare / Unlikely / Possible / Likely / Almost certain
Inherent Consequence singleSelect options: Insignificant / Minor / Moderate / Major / Severe
Inherent Rating formula read-only; 5x5 matrix band per the Risk, Opportunity & Hazard Methodology: score = likelihood index (1-5) x consequence index (1-5); Low 1-4, Medium 5-9, High 10-16, Extreme 17-25. Blank when either input is blank. Concrete Airtable formula in INSTANTIATION.md Step 2.
Existing Controls multilineText controls already in place — the difference between inherent and residual
Residual Likelihood singleSelect options: Rare / Unlikely / Possible / Likely / Almost certain
Residual Consequence singleSelect options: Insignificant / Minor / Moderate / Major / Severe
Residual Rating formula read-only; same matrix as Inherent Rating, from the Residual fields
Acceptance singleSelect options: Within criteria — accepted / Treatment required / Escalated to Top Management; set against the acceptance criteria in the Risk, Opportunity & Hazard Methodology; a human decision, never auto-derived from the rating
Treatment multilineText further planned controls, each stating its hierarchy-of-controls level
Owner Role singleLineText
Status singleSelect options: Open / Treating / Monitoring / Closed
Linked Hazards multipleRecordLinks links to Hazard Register
Next Review date

Hazard Register

ISO 45001 6.1.2 — identified hazards with controls per the hierarchy of controls. Fed by the Hazard & Incident Report form (worker participation): workers report the top four fields; the {{ROLE_OHS_COORDINATOR}} assesses inherent risk, documents controls, and assesses residual risk per the Risk, Opportunity & Hazard Methodology (same 5x5 matrix as the Risk & Opportunity Register — one methodology, two registers).

Snapshotted into docs/records/management-reviews/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Hazard singleLineText primary field
Location / Activity singleLineText
Description multilineText
Raised By multipleRecordLinks links to People
Date Raised date
Inherent Likelihood singleSelect options: Rare / Unlikely / Possible / Likely / Almost certain
Inherent Consequence singleSelect options: Insignificant / Minor / Moderate / Major / Severe
Inherent Rating formula read-only; same 5x5 matrix band as the Risk & Opportunity Register; blank when either input is blank
Control Level singleSelect options: Elimination / Substitution / Engineering / Administrative / PPE; the HIGHEST hierarchy-of-controls level achieved by the applied controls
Controls multilineText
Residual Likelihood singleSelect options: Rare / Unlikely / Possible / Likely / Almost certain
Residual Consequence singleSelect options: Insignificant / Minor / Moderate / Major / Severe
Residual Rating formula read-only; same matrix, residual inputs
Status singleSelect options: Reported / Assessed / Controlled / Closed
Owner Role singleLineText

Instruments & Commitments

Level 1 of the two-level compliance structure: one row per SOURCE of obligation — legislation (Act/Regulation), code of practice, standard, client or contract commitment, professional or voluntary commitment. The register holds legally binding instruments and the commitments {{ORG_NAME}} chooses to take on (client, contractual, professional, voluntary) on the same footing, with the same currency checks (ISO 45001 6.1.3). Each instrument is decomposed into atomic actionable rows in Compliance Obligations per the Compliance Obligations Procedure. Content is jurisdiction-specific: populated at instantiation from authoritative sources, never invented by an agent.

Field Type Details
Instrument singleLineText primary field
Instrument Type singleSelect options: Act / Regulation / Code of Practice / Standard / Client / Contract / Professional / Voluntary Commitment / Other
Jurisdiction singleLineText
Regulator / Issuer singleLineText
Status singleSelect options: Current / Under review / Superseded / Repealed
Source Link url authoritative source, e.g. legislation.qld.gov.au — every instrument must trace to one
Last Currency Check date
Next Currency Check date
Owner Role singleLineText
Obligations multipleRecordLinks links to Compliance Obligations
Notes multilineText

Compliance Obligations

Level 2 of the two-level compliance structure: one row per ATOMIC actionable requirement within an instrument or commitment — what must actually be done, phrased verb-first. Compliance evaluation (ISO 45001 9.1.2) runs at this level; a Gap or Partial outcome raises a row in the Nonconformity & CAPA Register, and evaluation evidence lives in docs/records/legal-compliance-evaluations/.

Snapshotted into docs/records/legal-compliance-evaluations/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Obligation singleLineText primary field; verb-first atomic duty, e.g. 'Notify the regulator on becoming aware of notifiable land contamination'
Instrument multipleRecordLinks links to Instruments & Commitments
Reference singleLineText section / regulation / clause within the instrument
Obligation Detail multilineText what must actually be done, in plain language
Applies To multilineText
Implemented By multipleRecordLinks links to Document Register; IMS document(s) giving effect to this obligation
Compliance Status singleSelect options: Compliant / Partial / Gap / Not yet evaluated
Last Evaluated date
Next Evaluation date
Evaluation Status formula read-only; Overdue / Due soon (30 days) / OK from Next Evaluation vs today
Owner Role singleLineText
Evidence multilineText how compliance is demonstrated day-to-day; evaluation records live in docs/records/legal-compliance-evaluations/
Notes multilineText

Product & Market Offers

The live index of {{ORG_NAME}}'s product x market offers — one row per offer. The authoritative generic definition of each offer (the market's jobs and outcomes, how the offer satisfies them, and the claims made) lives in the Product & Market Offer Definitions core document (ISO 9001 8.2.2); this register indexes those definitions and links each row to its section. Every offer is covered by the company-wide objectives; offer-level "sleeve" objectives are an additional continual-improvement mechanism adopted only by recorded management-review decision, per the IMS Objectives & Improvement Plan (the Objective Coverage field records which). No commercial statuses, dates, or milestones: market selection is business strategy, outside the IMS.

Field Type Details
Offer singleLineText primary field; Service — Market segment, e.g. 'Contaminated land site investigations — property developers'
Service Line singleLineText
Market Segment singleLineText
Objective Coverage singleSelect options: Company-wide / Sleeve — pilot / Sleeve — established / Sleeve — retired; every offer visibly HAS coverage: Company-wide is the complete, sufficient default
Owner Role singleLineText
Quality Definition multilineText one-line summary of what THIS buyer values — index only; the authoritative jobs/outcomes definition lives in the Product & Market Offer Definitions document
Definition Ref url permalink to this offer's section in the Product & Market Offer Definitions document
Objectives multipleRecordLinks links to Objectives & Targets
Notes multilineText

Objectives & Targets

ISO 9001 6.2 / ISO 45001 6.2 — live status index of quality and OH&S objectives at both levels: Company-wide (spanning all products and services) and Product x Market (sleeve objectives). The AUTHORITATIVE objective statements and their delivery plans live in the IMS Objectives & Improvement Plan document — these rows carry current status only. A safety objective is only worth setting where {{ORG_NAME}} knows which assessed risk it moves and has asked the people doing the work what would actually shift it, so OH&S rows carry those two links. Commercial measures (revenue, win rate, pipeline) are never recorded here. Snapshotted at each objectives review slice into docs/records/management-reviews/.

Snapshotted into docs/records/management-reviews/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Objective singleLineText primary field
Level singleSelect options: Company-wide / Product x Market
Offer multipleRecordLinks links to Product & Market Offers; required when Level = Product x Market
Discipline singleSelect options: Quality / OH&S / Both; a Both row carries the fields both disciplines use
Measure / KPI singleLineText
Baseline singleLineText text — units are heterogeneous
Target singleLineText free text: give the target a number wherever setting and tracking one is workable; where it is not, state how the objective owner will judge success at review
Data Source singleLineText must already exist before the objective goes Active
Current Result singleLineText
Last Measured date
Review Frequency singleSelect options: Monthly / Quarterly / Annual
Next Review date
Review Due formula read-only; Overdue / Due soon (30 days) / OK from Next Review vs today
Owner Role singleLineText
Status singleSelect options: Proposed / Active / On track / At risk / Achieved / Missed / Retired; human-set — never auto-derived from Current Result vs Target (heterogeneous units)
Plan multilineText short form of the delivery plan: the work, what it needs, who owns it, when it lands, how the result is judged — authoritative version in the IMS Objectives & Improvement Plan
Linked Risks multipleRecordLinks links to Risk & Opportunity Register; required for OH&S/Both rows
Linked Hazards multipleRecordLinks links to Hazard Register
Consultation Ref url docs/records/consultation/ record; required for OH&S/Both rows
Communicated Via singleLineText how this objective was communicated
CAPA multipleRecordLinks links to Nonconformity & CAPA Register; actions from missed targets are CAPA rows, not a separate actions table

Training Curriculum

The training matrix, item side: every training item, who needs it, how often. Audience x People.IMS Roles IS the competence/training matrix (ISO 9001 7.2 / ISO 45001 7.2).

Field Type Details
Item singleLineText primary field
Material Link url page under docs/training/ or external course
Audience multipleSelects options: All / Top Management / Quality Manager / OH&S Coordinator / Document Controller / Worker H&S Representative / Worker / Contractor
Frequency singleSelect options: Onboarding / Annual / Biennial / On change
Duration (min) number
Completions multipleRecordLinks links to Training Log

Training Log

One row per person per completed training item — populated by the Training Completion form (self-attestation). Snapshot into docs/records/training/ quarterly = the clause 7.2 competence evidence.

Snapshotted into docs/records/training/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Completion formula primary field; read-only; Person - Item - Date label
Person multipleRecordLinks links to People
Item multipleRecordLinks links to Training Curriculum
Completion Date date
Method singleSelect options: Self-guided material / Instructor-led / External course / Toolbox talk
Attestation checkbox person attests they watched/completed the material
Notes multilineText

Policy Acknowledgements

One row per person per document version acknowledged — populated by the Policy Acknowledgement form. Campaign views compare Active People x documents with Acknowledgement Required against these rows. Snapshot into docs/records/acknowledgements/ at campaign close = per-person evidence.

Snapshotted into docs/records/acknowledgements/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Acknowledgement formula primary field; read-only; Person - Document - Version label
Person multipleRecordLinks links to People
Document multipleRecordLinks links to Document Register
Version Acknowledged singleLineText
Date date
Method singleSelect options: Form / Email confirmation / Witnessed verbal
Attestation checkbox person attests they have read and accept the document

Incident Register

ISO 45001 10.2 incidents (injury, near miss, ill health) and ISO 9001 quality incidents. Fed by the Hazard & Incident Report form. Every entry with investigation required links to a CAPA row; investigation evidence lives in docs/records/incidents/.

Field Type Details
Incident singleLineText primary field
Type singleSelect options: Injury / Near miss / Ill health / Property damage / Quality incident / Environmental
Date Occurred date
Location singleLineText
People Involved multipleRecordLinks links to People
Description multilineText
Severity singleSelect options: Low / Medium / High / Notifiable
Regulator Notified checkbox jurisdiction-specific duty — see Compliance Obligations
Investigation Required checkbox
CAPA multipleRecordLinks links to Nonconformity & CAPA Register
Status singleSelect options: Reported / Investigating / Actions open / Closed

Nonconformity & CAPA Register

ISO 9001 10.2 / ISO 45001 10.2 — nonconformities and corrective actions from any source (audits, incidents, complaints, reviews).

Field Type Details
Title singleLineText primary field
Source singleSelect options: Internal audit / Incident / Customer complaint / Management review / External audit / Observation
Description multilineText
Correction multilineText
Root Cause multilineText
Corrective Action multilineText
Owner Role singleLineText
Due Date date
Effectiveness Check multilineText how and when effectiveness was verified — required before Closed
Status singleSelect options: Open / In progress / Verifying effectiveness / Closed

Supplier & Contractor Register

ISO 9001 8.4 / ISO 45001 8.1.4 — external providers, evaluation, and OH&S coordination.

Snapshotted into docs/records/procurement-evaluations/ at campaign close, quarter end and audit preparation - that commit is the durable evidence, not the register row.

Field Type Details
Supplier singleLineText primary field
Provides singleLineText
Criticality singleSelect options: High / Medium / Low
Evaluation Status singleSelect options: Approved / Conditional / Not evaluated / Rejected
Last Evaluated date
Next Evaluation date
OH&S Coordination Required checkbox on-site work / shared workplace
Notes multilineText

Customer Feedback & Complaints

ISO 9001 9.1.2 customer satisfaction + complaint handling; complaints feed CAPA.

Field Type Details
Entry singleLineText primary field
Type singleSelect options: Complaint / Feedback / Compliment / Survey result
Date date
Customer singleLineText
Description multilineText
CAPA multipleRecordLinks links to Nonconformity & CAPA Register
Status singleSelect options: Open / Responded / Closed

Equipment & Calibration Register

ISO 9001 7.1.5 — monitoring/measuring equipment and calibration status.

Field Type Details
Equipment singleLineText primary field
Serial / Asset ID singleLineText
Used For singleLineText
Calibration Interval singleSelect options: Monthly / Quarterly / Annual / Biennial
Last Calibrated date
Next Calibration date
Certificate url link to certificate; the record file carries the evidence
Status singleSelect options: In calibration / Overdue / Out of service

Internal Audit Log

One row per audit session of the rolling programme (capability e). The audit record itself lives in docs/records/internal-audits/.

Field Type Details
Audit singleLineText primary field
Programme Slice singleLineText which clause/process area this session covers
Scheduled Month date
Performed Date date
Auditor multipleRecordLinks links to People; must be independent of the area audited
Findings Count number
CAPA Raised multipleRecordLinks links to Nonconformity & CAPA Register
Record Link url permalink to the record in docs/records/internal-audits/
Status singleSelect options: Scheduled / Done / Overdue

Management Review Log

One row per monthly rolling-review session (capability e). The minutes / decision record lives in docs/records/management-reviews/.

Field Type Details
Review singleLineText primary field
Programme Slice singleLineText which slice of the review programme this session covers
Scheduled Month date
Held Date date
Attendees multipleRecordLinks links to People
Decisions Count number
Record Link url permalink to the record in docs/records/management-reviews/
Status singleSelect options: Scheduled / Done / Overdue

Schedule

The master calendar of recurring IMS obligations — including the 12 rolling management-review slices and 12 audit slices seeded at instantiation. Drives automations A1/A4/A5. Never the evidence; the records folders are.

Field Type Details
Obligation singleLineText primary field
Category singleSelect options: Management review / Internal audit / Document review / Training / Acknowledgement campaign / Compliance evaluation / Calibration / Drill / Supplier evaluation / Other; Compliance evaluation covers both atomic-obligation evaluations and instrument currency checks — Slice / Detail distinguishes
Slice / Detail multilineText
Owner Role singleLineText
Frequency singleSelect options: Monthly / Quarterly / Annual / Per event
Next Due date
Last Done date
Evidence Folder singleLineText docs/records/ subfolder where the run gets logged
Status formula read-only; Overdue / Due soon / OK from Next Due vs today