Environmental administration refers to the structured recording and management of environmental data within a company or organisation. It includes keeping records of waste management, emissions, energy consumption, CO₂ emissions, storage of hazardous substances and compliance with environmental legislation. The aim is to monitor and report on environmental performance and ensure that the organisation complies with all legal requirements.

Environmental administration is important because it helps companies to

• comply with environmental legislation
• keep the environmental licence up to date
• assess the environmental impact of activities
• identify efficiency measures that are cost-effective and sustainable.
• be accountable to stakeholders, such as governments, customers and investors, especially in the context of sustainability

Depending on the industry and legal requirements, an environmental coordinator must document various data.

• Waste: type, quantity, transport and disposal
• Energy: electricity, gas and fuels
• Water: source, consumption, emissions, treatment and disposal
• Air: CO₂ emissions, SO₂, NO_x and other pollutants
• Hazardous substances: quantity, properties, storage and disposal
• Permits: information regarding activities, capacity, and quantity

The responsibility for keeping environmental records varies depending on the size and organisational form of the company. Often, this task is entrusted to an environmental coordinator, a Health, Safety and Environment (HSE) manager or another internal employee. In some cases, an external consulting firm is hired to handle environmental administration and prepare reports.

To set up an effective environmental administration, you can follow the following steps:

1. Identify all environmental aspects relevant to your business, such as energy consumption, waste management and emissions.
2. Ensure that the environmental permit is reviewed and – if necessary – regularised on a regular basis
3. Map out legal obligations and make sure you comply with them
4. Roll out a system for collecting and recording relevant environmental data using software or spreadsheets
5. Set clear targets and KPIs to measure and improve your environmental performance.
6. Conduct regular internal audits to ensure accuracy of records and implement improvements.

With the introduction of the Corporate Sustainability Reporting Directive (CSRD), sustainability is no longer an option, but an obligation for large companies. Recently, they have had to actively report on their sustainability activities.

For small and medium-sized enterprises (SMEs), simplified European Sustainability Reporting Standards (ESRS) are in the making, specifically tailored to their needs and with the aim of making the SME sector more sustainable. One of the key components here is the Voluntary Small Medium Enterprise Directive (VSME). Sustainability reporting thus helps companies to be transparent about their impact on people and the environment. A reliable environmental administration managed by an environmental coordinator is necessary to underpin these reports.

Failure to maintain environmental records can lead to:

• Government fines and penalties for failing to comply with environmental legislation
• Loss of permits which could lead to shutdown of business activities
• Damage to the company’s reputation, especially if customers or investors place a high value on sustainability and compliance with environmental laws
• Damage to the environment due to non-compliance with emission measurement values, which can result in long-term ecological consequences and high costs for remedial measures.
• Risk of unsafe situations due to lack of understanding of use and management of hazardous substances or waste

Depending on the nature of the environmental law violation, the supervisory authority will respond appropriately.

• Counselling – Upon determining that a breach or crime is likely to be committed, counselling is conveyed to prevent a future breach (preventive).
• Formal notice – In a formal notice, the supervising authority will usually provide an overview of what needs to be done by a certain date. If the date is not feasible, you should provide a (substantiated) action plan to still clear the items.
• Identification report – When an environmental infringement is identified, it is written down in an identification report and submitted to the Enforcement Division. Environmental infringements are prosecuted administratively (fine). An action plan is also requested simultaneously through administrative action.
• Official report – In the case of an environmental offence, an official report will be drawn up and handed over to the public prosecutor. Environmental offences can be prosecuted either criminally (court) or administratively (fine). Again, administrative measures apply to ensure recovery.

In the event of an incident, such as a storage tank leak or an accidental release, it is crucial to respond quickly. This means you must take immediate action, such as alerting emergency services (if necessary) and taking steps to contain and control the contamination.

If applicable, you must notify the relevant water treatment plant, as well as any third parties who may be adversely affected. Finally, you must report the incident to the competent authority. Prevom can handle this communication on your behalf and also take care of the administrative follow-up.