Procedure for Emergency Preparedness and Response-OHSMS

1.0 Objective

The objective is of this procedure is to establish and maintain a system for carrying out emergency preparedness and response actions within the premises of the company and areas of its operations, with the aim of minimizing the impacts of emergency situations on the environment, including risks & injury to employees, subcontractors, general public and other interested parties.

  • To locate the emergency, control it and prevent it spreading further.
  • To safe guard the employees and to minimize the effort of accident.
  • To minimize damage to property.
  • To attain normalcy at the earliest.
  • ensure minimum damage to environment

2.0 Scope

This procedure is applicable to all emergency situations which can have significant impacts to the environment, including occupational health & safety risk to employees. This procedure is applicable to ISO 45001:2018.

Ensuring safety is the prime responsibility of a company and its employees. Even though we try to ensure total safety in the plant, occurrence is unavoidable. Planning for meeting such as emergency situation is to be made and everyone should be aware of such an emergency plan, so that, all employees remain prepared for such emergency situation.

This plan aims at identifying possible accidents and explores ways and means to meet such an emergency situation.

3.0 Responsibility

MR has overall responsibility as unit head, Section In-charge and Emergency response team members and security personnel. The Safety Officer is responsible for ensuring that this procedure is executed consistently and effectively. Members of the Emergency Response Team (ERT) are responsible for ensuring proper implementation of the company’s emergency response plans.

4.0 Description

4.1 Mock Drills: Are practical drills designed to test the capability of personnel or organization to perform a specific function (i.e., Fire, Spill response, communications, First Aid and Rescue).

4.2 Emergency Response Team: Consists of personnel who are knowledgeable, trained and skilled in basic incident stage firefighting, first aid and rescue operations and other site specific hazard response.

5.0 Procedure

The Safety Engineer, in co-ordination with other departments, shall identify all potential emergency situations or scenarios arising from the risk assessment associated with the company’s activities, operations and processes, including the means to eliminate, control and minimize the hazards and risk associated with it.

5.1 Emergency Drills

5.1.1 The Safety Engineer, in coordination with the MR and GM, including all other departments in the organization, shall plan and conduct company-wide emergency drills at least once every 6 months.

5.1.2 Emergency drills shall cover all but not limited to different types of emergencies as follows:

  1. Evacuation
  2. Fire fighting
  3. First aid
  4. Oil or Chemical spills/leaks.

5.1.3 Designated fire exits and evacuation areas (or “assembly points”) within or near the company premises shall be clearly marked and made clear to all personnel. Selected and assigned personnel shall supervise the evacuation, including headcount.

5.1.4 Where appropriate, an evacuation plan and vicinity map or site layout shall be posted in strategic locations of the company premises for the general awareness of everyone. The maps should show evacuation routes, recovery routes, closest exits, fire protection equipment location, eye wash and shower station, spill control station and whatever is applicable. All employees should follow these instructions and be familiar with the evacuation map.

5.1.5 If planned results are not achieved, appropriate corrective actions shall be planned and carried out in accordance with “Non-conformance, Corrective & Preventive Action Procedure”.

5.1.6 The H&S Department shall prepare and maintain records of “Emergency Drill Report” duly signed by the MR.

5.2 Emergency Equipment Monitoring & Inspection

5.2.1 The MR/ Safety Officer shall ensure that appropriate emergency equipment is provided, deployed and easily accessible in strategic areas of the company premises, where a potential environmental emergency and associated risk could potentially occur.

5.2.2 Emergency equipment shall cover all but not limited to the following:

  • Fire Extinguishers
  • Fire Alarms
  • Fire Hose
  • Emergency Lights
  • Spill kits (in the event of chemical/oil spills)
  • First Aid Kit

5.2.3 The MR/Safety Officer and/or its assigned staff shall periodically check and monitor all emergency equipment. Frequency of inspection and maintenance shall be specified in the list.

5.2.4 It shall be the responsibility of the Safety Officer and his designated staff to ensure that all emergency equipment are in good operational condition and easily accessible in the event of an incident and other emergency situation.

5.3 Emergency Situations

 Emergency situation in the company can arise due to:

5.3.1 Fire

Sr.NoActivitiesResponsibility for Mitigation
AVulnerable areas for fire are identifiedMR
BAdequate first aid, fire fighting equipment is made available during emergency 
CFire alarm provided at security and relevant locationsSecurity
DOn information fire core group acts immediately.Emergency Response team
EEmergency escape routes are earmarked and Emergency Plans displayedMR
FEmergency power supplies cut-off system available.Maintenance Personnel
GEmployees are imparted awareness on emergency preparedness.MR, Core team
HAssess the loss/damage and submit report to the management.Supervisor
ITrain existing and new employees on emergency response/evacuation as part of their induction program.Core team

Steps for Mitigation:

  1. Conduct Fire mock drill
  2. Used Fire Extinguishers with low pressures /invalid ones are to be refilled.    
  3. Display Emergency contact information

5.3.2   Handling Fire Emergency: The person who discovered the fire shall promptly report the matter to any ERT member and/or the MR/Safety Officer through telephone, mobile phone or any other means of communication. In the event of fire, the following guidelines shall be as follows:

  1. Call the ERT and report the location of fire.
  2. Use the nearest fire extinguisher.
  3. Wait for announcement.
  4. Move out of the affected area.
  5. Press the fire alarm.
  6. Or shout “fire, fire, fire!” Upon receipt of emergency call, the ERT shall respond immediately and shall act according to the following:

  1. Use firefighting techniques.
  2. Responds to emergencies as required.
  3. Initiate orders and command activity with firefighting.
  4. Call external Fire Department if the situation is out of control.
  5. If situation is getting worse, evacuation shall be planned upon H&S’s recommendation and approval of the GM. The ERT and/or designated personnel (referred to as “fire fighters”) shall direct and lead all personnel/workers towards the designated evacuation area (or “assembly point”). Employees and visitors shall follow the following evacuation guidelines:

  1. Proceed to the nearest exits or stairs.
  2. Walk fast. Do not run.
  3.     Proceed to the designated evacuation area.
  4. Do not go back to get personal items.
  5. Wait for a further announcement. The Safety Officer, in consultation with the Chairman/MR shall make a recommendation if there is to be suspension of work, and shall take any necessary action if suspension is announced.

5.3.3 Handling Injury/illness of Personnel In case of serious injured:

  1. Shout for help.
  2. Recover the injured person and administer first Aid as per injury treatment.
  3. Do not attempt to move the injured person if you are not aware of handling back or neck injuries.
  4. Call the ambulance and report the accident to the management as well as to control room.
  5. If the injured person conscious ask if can walk, transport him to the nearest hospital.
  6. If injured person is unconscious wait for the arrival of the rescue team In case of illness:

  1. Inform the supervisor.
  2. The Supervisor or first aid nominated person must transfer the sick person to the hospital for proper medical treatment.
  3. If vehicle not available call : AMBULANCE Reporting & Meeting:

  1. The Safety Officer, MR and other relevant personnel shall review and discuss any reported incident and shall plan corrective measures to avoid recurrence of the same environmental and OH&S emergency situation and incident.
  2. Emergency procedures shall be reviewed and revised as necessary to reflect continual improvement on the company’s emergency preparedness and response plan
  3. All matters discussed shall be communicated to all employees, contractors and other person working for or on behalf of the company through meetings and bulletin boards for general awareness.

5.3.4 Handling Chemical/Oil Spills

The guidelines below shall be used in H&S emergencies such as oil or chemical spills and leaks resulting from handling, accidents and explosions that pose immediate danger to employees and environment:

  1. For minor spills, clean the spills or leaks with absorbent materials and put the contaminated materials in a hazardous waste bin.
  2. For major spills, call the ERT and report immediately the matter to Safety Officer and theSafety Engineer.
  3. Then identify the type of chemical or oil spilled in the area and determine the source of all spills or leaks.
  4. Use appropriate protections in handling spilled chemicals or oils.
  5. Stop the source of leaks or spills.
  6. Contain the spill or leaks using the techniques that best fit the situation.
  7. For oil leaks, place an empty container under the source of the leak.
  8. Tie-up the pipe or hose where a chemical comes out.
  9. Replaced the defective pipe or hose.
  10. Put the leaking container in a recovery or inside another container.
  11. Rotate or shift the container to a position that stops the leak.
  12. Use appropriate absorbent materials to remove the spills or leaks.
  13. Limit the spill or leak to as small an area as possible.
  14. Contain the spill chemicals within a salvage drum.
  15. Remove the contaminated clothing & dispose them accordingly, then shower.
  16. Decontaminate any tools used in the removal and clear-up of hazardous materials.
  17. ERT shall ensure that appropriate PPE (Personal Protective Equipment) is used when handling chemical or oil spills.

5.4 Preparedness

5.4.1 Test the plans and procedures for adequacy at least once in 6 months.

5.4.2 Ensure the effectiveness of the emergency training through exercises and Mock drills.

5.4.3 Regularly inspect the existing emergency facilities, supplies and equipment and rectify any deficiencies.

5.4.4 Ensure provisions for notification, initial assessment and communication during an emergency situation.

5.5 Response

5.5.1 Ensure a safe and efficient evacuation during emergencies.

5.5.2 Ensure to maintain right level of security during any emergencies.

5.5.3 Communicate to news media and general public in the event of any emergency, accident or other incident, only after seeking concurrence from Chairman.

5.5.4 The steps taken in response to a fire, hazardous material incident, and situations requiring medical and/or rescue response shall be documented in detail.

5.6 Duties and responsibilities

 5.6.1   Safety Officer

  1. He will be in-charge of handling any emergency under the overall guidance of the Chairman.
  2. Guiding the various controllers end and co-ordinates in carrying out their function effectively.
  3. Depending on the seriousness of the emergency ensure outside help.

5.6.2   Service Center Manager

  1. Immediately on knowing about the emergency he will proceed to the scene.
  2. Quickly assess the scale of emergency.
  3. To give instructions to managers for control of operations in other sections/shutdown
  4. Ensure safety of personnel at site. Evacuate all unwanted persons from the site through operators or supervisors


  • Emergency Response Plan
  • Emergency Contact Numbers
  • Mock Drill Record

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