IMS00 Integrated Management System

0. Introduction

Welcome to Sidelink Transport's Integrated Management System (IMS).

Document IMS00 serves as the primary governance framework for our entire document library, consolidating safety, regulatory compliance, daily operations, and people management into a unified, interconnected system. Rather than maintaining isolated silos, IMS00 establishes standard rules for document control, version tracking, and record retention while defining thirteen distinct document categories—ranging from high-level Policies and audit-facing Compliance Plans to operational Procedures and safety risk assessments. Whether you are onboarding, carrying out daily operations, or preparing for an audit, this master document outlines how our entire library links together to support a safe, efficient, and compliant workplace.

1. Purpose & Scope

This document is IMS00 — the master governing document for the organisation’s Integrated Management System (IMS). It defines the structure, purpose, and rules of the controlled document library; explains how each document type relates to the others; and establishes the governance framework that applies across the entire system.

The IMS integrates the management of safety, regulatory compliance, operations, people, and continuous improvement into a single coherent framework. Rather than maintaining separate systems for safety, transport compliance, food safety, biosecurity, and employment obligations, the IMS treats these as interconnected disciplines governed by a common document structure and common standards of control. IMS00 sits outside and above the numbered document types. It is not a Register, Policy, Handbook, or Compliance Plan — it is the document that governs all of them. It should be the first document read by anyone new to the library, and the reference point for anyone taking on responsibility for document ownership, review, or audit preparation.

This framework applies to all staff, contractors, and managers responsible for creating, maintaining, or using controlled documents.

2. Document Hierarchy & Taxonomy

The Sidelink IMS document library is organised into thirteen controlled document types, each serving a distinct purpose. Together they form a layered system: from high-level intent through to operational detail, safety analysis, and audit evidence. IMS00 sits above all of them as the governing framework document.

Some document types have two components: a controlled template that lives in the document library, and operational records generated from that template. The distinction is explained for each relevant type in Section 3.

3. Document Types Explained

3.1 Registers (R)

Registers are the master index and operational tracking documents for the Sidelink IMS.

R00 is the Document Register — the single source of truth for every controlled document in the library, including its code, title, owner, version, status, and review date. No document is considered controlled unless it appears in R00.

Other registers track operational records, risks, contacts, and forms. Registers are living documents maintained continuously rather than on a fixed review cycle.

3.2 Policies (PL)

Policies express Sidelink’s intent, values, and high-level commitments. They answer the question: what do we stand for and what outcomes do we aim for? They do not describe how to perform a task — that is the role of Procedures.
Every Procedure and Compliance Plan should be traceable back to at least one Policy.

• Written for all staff; accessible language is essential.
• A Policy that reads like a Procedure has been written at the wrong level.
• Reviewed annually or when Sidelink’s strategic direction changes.
• Changes to a Policy may trigger a review of related Compliance Plans and Procedures

3.3 Handbooks (HB)

Handbooks are role-based reference documents. They answer the question: what applies to me in my role? Each Handbook is written for a specific audience and brings together the Policies, Procedures, and entitlements relevant to that role in one accessible place.

HB00 is the General Employee Handbook and serves as the parent document. All role-specific Handbooks sit beneath it and should not repeat content covered in HB00.

• Handbooks reference Procedures and Policies but do not reproduce them in full.
• Handbooks are the primary onboarding document for new staff and contractors.
• A Handbook is not a Compliance Plan — it does not cite regulatory clauses.
• Reviewed when roles change significantly or when referenced Procedures are substantially updated.

3.4 Compliance Plans (CP)

Compliance Plans are the audit-facing layer of the Sidelink IMS. Each plan covers a single regulatory framework, licence condition, or approval, and maps each obligation within that framework to how Sidelink complies, which Procedures implement the obligation, and what evidence or records demonstrate compliance.

Compliance Plans exist for the benefit of auditors, regulators, and management — not for operational staff performing tasks. A worker on the floor should never need to read a Compliance Plan to do their job.

• One Compliance Plan per regulatory framework or licence condition.
• Sub-plans (e.g. CP02.1, CP02.2) may be created for site-specific variants of a parent framework.
• Compliance Plans reference Procedures and Registers — never Guidance Notes.
• Citing a Guidance Note in a Compliance Plan effectively makes it mandatory — this must be avoided.
• Reviewed whenever the relevant regulation, licence, or approval changes, or following an audit finding.
• CP00 Safety Management is the primary compliance framework covering WHS, DG, and HVNL duties.

3.5 Procedures (PR)

Procedures are the operational core of the Sidelink IMS. They describe, step by step, how a task or activity is to be performed. They are mandatory — staff are expected to follow them, and deviation should be documented and reviewed.

Procedures are organised by department ownership using a structured code: PR-[Department]-[Number]. The owning department is responsible for keeping the Procedure current and accurate.

• Department codes:
• PR-TP Transport
• PR-CM Compliance & Maintenance
• PR-DP Depot
• PR-WH Warehouse
• PR-HR Human Resources
• PR-CS Customer Service
• Procedures are written for the person doing the task — plain language, active voice, minimal regulatory citation.
• A cross-framework Procedure satisfying obligations across multiple Compliance Plans is coded under the most relevant department and referenced in each applicable Compliance Plan.
• Reviewed following an incident, a regulatory change, an audit finding, or at least annually.

3.6 Emergency Response Plans (ERP)

Emergency Response Plans are activation documents covering specific emergency types. Unlike Compliance Plans which are audit-facing reference documents, ERPs are designed to be used under pressure — by any staff member, at any time, without prior preparation. Clarity and accessibility are the primary design requirements.

ERPs are numbered sequentially (ERP01, ERP02…) and are standing controlled documents maintained independently of the Compliance Plan they support. They are referenced by CP01 Emergency Management but exist as separate documents to allow site posting and rapid access.

• Numbered sequentially: ERP01 through ERP99.
• Written for all staff — plain language, visual where possible, minimal technical language.
• Posted physically at relevant sites in addition to being held in the document library.
• Reviewed following any emergency activation, near-miss, or change in site layout or personnel.

3.7 Diagrams (D)

Diagrams are controlled drawings covering facility layouts, evacuation maps, site plans, and technical drawings. Some Diagrams stand alone as reference documents; others are embedded in or referenced by ERPs, Compliance Plans, or Transport Management Plans.

• Numbered sequentially: D001, D002…
• Version control is critical — a facility layout change must trigger an update to all Diagrams depicting that facility.
• Where a Diagram is referenced by another document, that reference must be updated when the Diagram version changes.
• Reviewed whenever the facility, site, or equipment depicted changes.

3.8 Forms (F)

Forms are controlled templates used to capture operational data and compliance evidence. Sidelink operates two categories of forms: static print forms (prefix F, held in the document library) and online forms managed through Sidelink’s designated online form platforms.
As Sidelink’s online form capability matures, the static form library is expected to reduce over time. The Form Register (R07) tracks all forms regardless of format or platform, providing a single reference point for any form used across the business.

• Static forms: numbered F001, F002… and version controlled in the document library.
• Online forms: managed within the relevant platform; referenced in R07 by platform and form name.
• All forms — static and online — must be listed in R07 with their location, owning department, and related Procedure.
• Forms that capture compliance evidence must have a documented retention period in R07.
• Reviewed when the related Procedure changes or when the data captured no longer meets operational or regulatory requirements.

3.9 Job Safety Analyses (JSA)

Job Safety Analyses identify the hazards and controls associated with a specific task or activity. The JSA document type has two components: the master template (JSA000) which is a controlled document, and completed JSA records (JSA001, JSA002…) which are operational records generated from that template and tracked in the JSA Record Register (R04).

Template

• JSA000 is the master JSA template — a controlled document subject to the standard review cycle.
• Changes to JSA000 must be communicated to all staff who conduct JSAs.

Completed Records

• Each completed JSA is assigned a sequential number from R04 at the time of completion.
• Completed JSAs are operational records — they are not version controlled but must be retained.
• Retention: completed JSA records must be retained for a minimum of two years from the date of the activity.
• Completed JSAs are referenced in R04 by number, activity, date, preparer, and approver.
• Where a JSA identifies a recurring hazard, the relevant Procedure should be reviewed.

3.10 Safe Work Method Statements (SWMS)

Safe Work Method Statements are legally required documents for high risk work as defined under WHS legislation. Like JSAs, the SWMS document type has two components: the master template (SWMS000) and completed SWMS records (SWMS001, SWMS002…) tracked in the SWMS Record Register (R05).

A SWMS carries greater legal weight than a JSA. Completed SWMS records are legal documents and their retention is a statutory obligation, not merely a business practice.

Template

• SWMS000 is the master SWMS template — a controlled document reviewed at least annually and following any relevant legislative change.

Completed Records

• Each completed SWMS is assigned a sequential number from R05 at the time of completion.
• Retention: completed SWMS records must be retained for a minimum of two years from the date of the work, or longer if required by the applicable WHS regulator.
• Completed SWMS are referenced in R05 by number, work type, site, date, preparer, and approver.
• SWMS must be reviewed and re-issued if the scope of work, site conditions, or controls change before work is completed.

3.11 Transport Management Plans (TMP)

Transport Management Plans are project-specific documents prepared for special or complex transport projects. The TMP document type has two components: the master template (TMP000) and completed TMP records (TMP001, TMP002…) tracked in the TMP Record Register (R06).

Template

• TMP000 is the master TMP template — a controlled document reviewed when transport regulations or Sidelink’s operational scope changes.

Completed Records

• Each completed TMP is assigned a sequential number from R06 at the time of project commencement.
• Completed TMPs are operational records retained for the duration of the project plus any period required by NHVR or other regulatory conditions.
• Completed TMPs are referenced in R06 by number, project name, route, date, and approver.

3.12 Route Plans (RP)

Route Plans provide guidance for navigating NHVR access permit conditions and other network access requirements. They are written for both drivers and transport planners, recognising that the same route information needs to serve both an operational planning function and a practical on-road reference.
Route Plans are standing controlled documents — unlike TMPs they are not project-specific but are maintained as ongoing references for Sidelink’s approved and commonly used routes.

• Numbered sequentially: RP001, RP002…
• Referenced by HB04 Specialised Transport and CP00 Safety Management.
• Review is triggered by NHVR permit changes, network condition changes, or route infrastructure changes.
• Written in plain language accessible to both drivers and planners.
• Must clearly identify the permit(s) or access approval(s) the Route Plan relates to.

3.13 Guidance Notes (GN)

Guidance Notes are advisory documents. They capture emerging best practice, situational recommendations, or reference information that is useful but not yet standardised as a mandatory Procedure. They are intentionally a small and transitional document type.

Once a practice captured in a Guidance Note is proven, consistent, and operationally embedded, it should be formalised as a Procedure. When that happens, the Guidance Note is retired.

• Numbered sequentially: GN001, GN002… Numbers are never reused.
• Guidance Notes are never cited in Compliance Plans — doing so would make them effectively mandatory.
• A Guidance Note that has been in use for more than 12 months without change should be reviewed for formalisation into a Procedure.
• Retired Guidance Notes remain in R00 marked as Superseded, with a reference to the PR or HB that absorbed them.

4 How Documents Link to Each Other

The document types form an interconnected system. References generally flow downward: high-level documents reference the more detailed documents that implement them. Guidance Notes and Diagrams sit outside the formal compliance chain by design.

5 Transitioning a Guidance Note

The Guidance Note is a staging document. It captures practice that is not yet ready or proven enough to be mandatory. The goal over time is for a Guidance Note to be formalised into a Procedure, absorbed into a Handbook, or retired because it is no longer relevant.

Transition Process

When a Guidance Note is ready to be formalised:

• Draft the replacement Procedure (PR) using the standard Procedure template.
• Assign the PR a department code and number, and add it to R00.
• Update any Compliance Plans that need to reference the new Procedure.
• Mark the Guidance Note as Superseded in R00, noting the PR number that replaced it.
• Do not delete the GN entry from R00 — the number is retired permanently.
• Communicate the change to relevant staff and update any Handbooks that referenced the GN.

6 Document Control Rules

6.1 Naming Convention

All Sidelink controlled documents follow a consistent naming convention. IMS00 sits outside the standard prefixes as the master governing document:

• Master Framework: IMS00
• Registers: R00, R01, R02…
• Policies: PL01, PL02…
• Handbooks: HB00, HB01, HB02… (HB00 is the parent)
• Compliance Plans: CP00, CP01, CP02… with sub-plans as CP02.1, CP02.2…
• Procedures: PR-[DEPT]-001, PR-[DEPT]-002… (three-digit numbering)
• Emergency Response Plans: ERP01, ERP02… (two-digit numbering)
• Diagrams: D001, D002…
• Forms: F001, F002… (static only; online forms referenced in R07)
• Job Safety Analyses: JSA000 (template), JSA001, JSA002… (records)
• Safe Work Method Statements: SWMS000 (template), SWMS001, SWMS002… (records)
• Transport Management Plans: TMP000 (template), TMP001, TMP002… (records)
• Route Plans: RP001, RP002…
• Guidance Notes: GN001, GN002… (three-digit numbering; numbers never reused)

6.2 Version Control

Every controlled document carries a version number, issue date, and status. Operational records (completed JSAs, SWMS, TMPs) are not version controlled but are assigned a unique number and tracked in their respective register. The status of a controlled document may be:

• Draft — under development, not yet approved for use
• Active — approved and current
• Under Review — active but currently being revised
• Superseded — replaced by a newer version or another document
• Retired — no longer applicable; removed from active use

6.3 Ownership and Review

Every document has an owner responsible for its accuracy and review. For Procedures, the owner should be the department identified in the document code. For Compliance Plans, the owner is the Compliance & Maintenance function. For Policies and Handbooks, the owner is the relevant senior manager or HR.
All controlled documents must be reviewed at least annually, or sooner if triggered by:

• A change in legislation, regulation, licence condition, or permit
• An incident, near-miss, or audit finding
• A significant change in Sidelink’s operations, facilities, or business structure
• A related document being updated

6.4 Record Retention

Operational records generated from controlled templates (JSA, SWMS, TMP) are subject to minimum retention periods. These periods reflect both legislative obligations and Sidelink’s internal requirements:

6.5 R00 as the Source of Truth

R00 is the master index for the entire Sidelink document library. No document is considered controlled unless it appears in R00 — including IMS00 itself. When a document is created, updated, or retired, R00 must be updated at the same time.

When presenting the IMS to an auditor or regulator, IMS00 is the starting point that explains the system, and R00 is the index that proves it is actively maintained. Together they demonstrate that Sidelink manages its documentation systematically and intentionally.