Sch 10 para 27 Information: a structured approach to ensure that important information is available to those making judgments and decisions at all levels of the organisation
(1) The organisation must have procedures to define reporting channels to ensure that, within the entity itself and in its dealings with other actors, including infrastructure managers, railway undertakings and keepers, information on all relevant processes is duly exchanged and submitted to the person having the right role both within its own organisation and in other organisations, in a prompt and clear way. (2) To ensure an adequate exchange of information, the organisation must have procedures— (a) for the receipt and processing of specific information; (b) for the identification, generation and dissemination of specific information; (c) for making available reliable and up-to-date information. (3) The organisation must have procedures to ensure that key operational information is— (a) relevant and valid; (b) accurate; (c) complete; (d) appropriately updated; (e) controlled; (f) consistent and easy to understand, including the language used; (g) made known to staff before it is applied; (h) easily accessible to staff, with copies provided to them where required. (4) The requirements set out in paragraph 7(1), (2) and (3) apply in particular to the following operational information— (a) checks of the accuracy and completeness of the National Vehicle Register regarding the identification, including means, and registration of the freight wagons maintained by the organisation; (b) maintenance documentation; (c) information on support provided to keepers and, where appropriate, to other parties, including railway undertakings/infrastructure managers; (d) information on the qualification of staff and subsequent supervision during maintenance development; (e) information on operations, including mileage, type and extent of activities, incidents and accidents, and requests of railway undertakings, keepers and infrastructure managers; (f) records of maintenance performed, including information on deficiencies detected during inspections and corrective actions taken by railway undertakings or by infrastructure managers such as inspections and monitoring undertaken before the departure of the train or en route; (g) release to service and return to operation; (h) maintenance orders; (i) technical information to be provided to railway undertakings/infrastructure managers and keepers for maintenance instructions; (j) emergency information concerning situations where the safe state of running is impaired, which may consist of— (i) the imposition of restrictions of use or specific operating conditions for the freight wagons maintained by the organisation or other vehicles of the same series even if maintained by other entities in charge of maintenance, whereby this information should also be shared with all involved parties; (ii) urgent information on safety-related issues identified during maintenance, such as deficiencies detected in a component common to several types or series of vehicles; (k) all relevant information/data needed to submit the annual maintenance report to the certification body and to the relevant customers, including keepers, whereby this report must also be made available upon request to a safety authority or the safety authority for the tunnel system.