INSTRUCTION GUIDE

MINE MEASURE: Responsible mining self-assessment and audit preparation tool

May 2020

responsiblemining.net

Contents and Key Questions

! IRMA System Overview! Why use the Mine Measure tool?

! Mine Measure: Getting Started! How to add additional users

! Mine Measure: Using the Tool! How to log in and access your self-assessment

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IRMA Overview

MINE MEASURE INSTRUCTION GUIDE3

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Organized Labor

United Steelworkers

IndustriALLGlobal Union

First Nations Women Advocating Responsible Mining (Canada)

Mining Affected Communities United in Action (South Africa)

NGOs

Earthworks

Human Rights Watch

Affected Communities

Mining Companies

Purchasing Companies

Tiffany & Co.

Microsoft

Anglo American

ArcelorMittal

IRMA System FundamentalsIRMA is led by a multi-sector Board, using an equitable governancemodel (i.e., communities, civil society and organized labor share same voting rights as the private sector houses).

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§ Voluntary certification scheme for industrial scale mines globally

§ For all mined materials (except energy fuels like uranium, thermal coal, oil/gas)

§ The IRMA Standard is comprehensive and rigorous, developed through multi-stakeholder process

§ Assessment is at mine site level (not company level)

§ Certification is at ‘best practice’ level, but mines at all performance levels can participate, show continuing improvement and gain recognition for efforts

System Fundamentals

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Self-Assessment

IRMA Transparency

IRMA 50

IRMA 75

IRMA 100“Certified”

IRMA Achievement Levels

Improvement over time

Mines rate themselves.

Self-assessment required for mines moving to 3rd-party, independent assessment.

May opt to share publicly.

Auditors assess performance (may be one chapter, entire Standard, or something in between).

Publicly share results.

Auditors assess performance. Must meet a set of 40 critical*requirements, as well as 50 or 75% of the requirements in each of the four Principle areas of the Standard.

*some minor nonconformity allowed if timebound corrective action plan in place

Publicly share results.

Score against all relevant chapters, and show that the mine meets all*relevant requirements.

*some minor nonconformity allowed if timebound corrective action plan in place

Publicly share results.

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! In order to be certified or to make claims about other achievement levels mines must undergo independent, third-party audits by IRMA-trained auditors

! Audits include desktop review of some materials (e.g., policies, plans, etc.), as well as on-site visits

! Mines are re-audited every 3 years to maintain certification, and undergo interim surveillance audits to check that corrective actions are being implemented

Independent, third-party verification

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! Tool allows a mine to quickly gauge current performance against the IRMA Standard (e.g., perform a gap analysis).

! Use of the tool can be confidential or public. Mines can invite third-parties such as purchasers, investors, stakeholders to review their on-line self-assessment results.

! Self-assessing mines can be profiled on the Responsible Mining Map for free (a way to connect with purchasers, investors, civil society). Early mines can gain early recognition for being among the first to measure against the Standard.

Why Use the Mine Measure Self-Assessment Tool?

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! The same tool is used for Audit Preparation. Tool enables a mines to compile evidence and provide rationale for its performance ratings. When ready, mines share this information with auditors. This helps to reduce audit length/cost.

Why Use the Mine Measure Self-Assessment Tool?

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map.responsiblemining.net

The Responsible Mining Map: highlight your participation

! Mines can get public recognition for self-assessing ! Control what information is shared publicly on map (e.g., option to let viewers know

you are self-assessing; post full results or just summary of results)

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Assessment phases

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Getting Started

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Contact IRMA (lsumi@responsiblemining.net) to create an account.

! Arrange fee payment (if necessary)

! Provide IRMA with primary contact: name, email address for the person in charge of the self-assessment account.

! Primary account owner(s) receive an email with account information, and can start accessing the Mine Measure Tool

1. Set up a company account

Getting Started

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2. Manage a company account

Getting Started

! Primary account owner can add permissions for others to access the account (i.e., control who has access to different self-assessments, view all information, etc.)

! Emails are automatically sent to invited colleagues! Permissions can be changed/updated at any time

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Primary account owner can add permissions for others to access the account (i.e., control who has access to different self

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3. Create a self-assessment

Getting Started

! Select your account

! Mark that you’ve read the Data Privacy Policy

! Start self-assessment process

Your Account Name Will Appear Here – and show how many self-assessment credits you have

! Go to: tools.responsiblemining.net/self-assess/start

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3. Create a self-assessment

Getting Started

Data Privacy Policy: IRMA won’t share any mine’s self-assessment information with third-parties, but will use aggregated data and user feedback to inform changes to the IRMA Standard.

Your Account Name Will Appear Here – and show how many self-assessment credits you have

! Where to find Data Privacy Policy

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4. Manage access to a self-assessmentTypes of Access

! Owner: Can access all account information (mine site profiles, self-assessments), add new users and change information

! Editor: Can add to and change information

! Viewer: Can only view information, not change it

! Auditor: Can view and download information, not change it

There is no limit to the number of people who can contribute to a self-assessment

Permissions/type of access can be changed at any time

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18Getting Started

From the dashboard, account owners can add new editors, viewers or auditors

! Manage Profile Access: add names of those who can fill out the profile for the mine undergoing self-assessment

! Manage Self-Assessment Access: add names of those who can contribute to the self-assessment

4. Manage access to a self-assessment

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“Manage self-assessment”

Getting Started

1. Add new user’s email address

2. Click “Add User”

3. Select level of access from dropdown list

4. Click “Invite Collaborators”

5. Collaborators will receive an email with instructions to create a password, and after doing so will be able to access the account

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20Getting Started

Note on adding auditors

! Make sure to give them access to both the Mine Site Profile and the Self-Assessment.

Otherwise, they will not be able to see the Full Summary of Self-Assessment Results.

4. Manage access to a self-assessment

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21Getting Started

This is an online form that includes:

! Mine name, ownership, location

! Contact information, web site

! Mine attributes (size, materials mined, extraction methods, etc.)

* There are some required fields, and some are optional

5. Complete the Mine Site Profile

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5. Complete mine site profile

Getting Started

Mine site profile can be added to the Responsible Mining Map enabling stakeholders, like purchasers, to learn about the mine.

Mines choose what to make public on map: e.g., can publish entire profile or limit the information shared publicly.

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5. Complete mine site profile

Getting Started

Make sure to save changes often, as system does not update automatically

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6. Begin self-assessing

Getting Started

You can do this directly from the mine site profile.

Or see page 27.

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Using the Tool

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Begin self-assessing

Go to:https://tools.responsiblemining.net

Log in to your account

https://tools.responsiblemining.net/

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Using the Tool

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Begin self-assessing

Access the self-assessment from your dashboard.

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Using the Tool

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You will be taken to a page dedicated to the mine’s self-assessment! Lists all 26

chapters of the IRMA Standard

! Mine sites can start with any chapter.

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29Using the Tool

Users always have easy access to this summary (see next page), for a quick overview of scores and self-assessment progress

LegendChapter skipped

Chapter completed

Chapter not completed

Chapter not relevant

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30Using the Tool

Return to the summary page, which lists all chapters and scores

Click on any chapter to jump directly to it

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Rate mine site performance by choosing the rating that best reflects your performance.

Read the small print for more information each rating.

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Notes provide background on the intent of the requirement, details on what is expected, additional definitions, links to resources, or other guidance.

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Find out more about the requirement.

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View your progress as you fill out the chapter

Click on highlighted terms for definitions

Score is calculated when you complete the chapter

Bar turns green when you complete the chapter

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Whether doing a gap analysis or preparing for an audit, it is good practice for mines to add an explanation of why they think they warrant a certain rating. This will help provide a more realistic assessment.

And any mine moving on a 3rd-party independent audit will want to add the rationale to make the audit more efficient.

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35Using the Tool

Uploading evidence and adding notes on where information can be found are critical steps when preparing for a 3rd-party independent audit

Add a descriptive name for uploaded documents (e.g., “Air Quality Monitoring Data – Site 1”, rather than “Air Data”).

Also, add a documentdate.

After uploading evidence or entering links and notes, make sure to save your information.

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36Using the Tool

All evidence and notes that have been uploaded can be viewed,

changes can be made to the notes,

or evidence can be removed completely.

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37Using the Tool

NOTE: The self-assessment tool saves your work as you go.

For every requirement, mines can provide IRMA with feedback on the requirements

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Complete the self-assessment

When you are finished filling in the self-assessment and want to “lock” it to prevent further edits, you can “Complete Your Self Assessment”

For example, you may want to do this when you are ready to share your results and information with auditors.

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39Using the Tool

Revise the self-assessment(Optional)

After completing a self assessment, mines can revise the self-assessment at any time.

While revising, the tool will recalculate scores, and updated reports can be generated.

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40Using the Tool

Share Results with Auditors

Auditors will be able to view the mine’s information, download evidence, and add their own ratings and rationale for why they agree or disagree with mine site’s rating

When mines are ready to move to 3rd-party, independent audits, they can give auditors permission to access their results (see page 19).

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41Data Summaries and Reports

View a full summary of your self-assessment results.

Download a full summary of your self-assessment results.

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View Full Summary of Self-Assessment Results

Users see a list of chapters completed, scores for completed chapters, and chapters skipped or marked not relevant

Data Summaries and Reports

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View Full Summary of Self-Assessment Results

Users can view a listing of the requirements that were substantially, partially or not met for each chapter.

This provides a gap analysis, identifying requirements where work is needed to fully meet the IRMA Standard requirements.

Data Summaries and Reports

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Full Summary of Self-Assessment Results

Data Summaries and Reports

You can also

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View a list of evidence uploaded by chapter.

Download a full summary of all evidence uploaded, with hyperlinks to the files.

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View List of Evidence by Chapter

Users can view information on files uploaded as evidence in each chapter. Information is listed for each requirement.

Hyperlinks allow users to download evidence files.

Data Summaries and Reports

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Full Listing of Uploaded Evidence

Data Summaries and Reports

You can also

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For more information visit:Self-Assessment Tool: tools.responsiblemining.net!self-assess

Responsible Mining Map: map.responsiblemining.net

IRMA web site: responsiblemining.net

If you have questions contact: Lisa Sumi, IRMA Director of Standards and Assurance: lsumi@responsiblemining.net

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