Fire and Disaster Contingency Plan

(For Garden Plaza Mall)

Emergency 24 hour number ( )

Floor/Area Fire Warden ( )

Emergency Response Team Leader ( )

Emergency Response Team Deputy Manager ( )

Facility Security Manager ( )

Table of Contents
ABBREVIATIONS 4
DEFINITIONS 5
ABOUT THIS PLAN TEMPLATE 6
INTRODUCTION 8
EMERGENCY RESPONSE POLICY 8
Purpose 8
Scope 9
Executive Sponsor 9
Review and Compliance 9
Rules regulations 9
Staff responsible 9
Violations 9
EMERGENCY RESPONSE PLAN 9
Purpose 9
Objectives 10
Assumptions 10
Scope 10
BUSINESS CONTINUITY PLAN DOCUMENTS & CRISIS RESPONSE PHASE 11
Business Continuity Plan Documents 12
EMERGENCY RESPONSE PLAN HIGH-LEVEL PROCESS FLOW 13
ERP Sub-phases 15
Plan Activation Phase 15
Incident Logging & Reporting Phase 15
Incident Evacuation Phase 16
Incident Assessment and Escalation Phase 16
Incident Mitigation Phase 17
Incident Prevention Phase 17
Incident Monitoring Phase 17
EMERGENCY RESPONSE TEAM STRUCTURE, ROLES, AND RESPONSIBILITIES 18
Emergency Response Team Leader (ERTL) 18
Emergency Response Team Deputy Manager (ERTDM) 18
Facility Security Manager 18
Security Guard 18
Evacuation Leaders (Floor Fire Wardens) 19
Medical Staff 19
Rescue Staff 19
Business Area Managers 19
Hazardous Material Handlers, Salvage and Repair 19
EMERGENCY RESPONSE CONTACT INFORMATION 20
Emergency Response Team 20
Emergency Response Team – Alternates 21
Emergency Response Team – Supporting Contacts 22
Emergency Response – External Authorities 22
EMERGENCY RESPONSE TEAM TASKS AND ACTIVITIES 23
EMERGENCY RESPONSE TEAM LEADER (ERTL) 23

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 EMERGENCY RESPONSE TEAM DEPUTY MANAGER (ERTDM) 25
MEDICAL STAFF 27
FACILITY SECURITY MANAGER 27
RESCUE STAFF 27
PROCEDURES 28
ERP 1 - Emergency/Incident Reporting Procedure 29
Description 29
Emergency/Incident Reporting Procedure Steps 30
ERP 2 – General Emergency & Fire Evacuation Procedure 31
Description 31
General Emergency & Fire Evacuation Procedure Steps 31
ERP 3 – Bomb Threat Procedure 33
Description 33
Bomb Threat Procedure Steps 33
ERP 4 – Medical & First Aid Procedure 34
Description 34
Medical First Aid Steps 34
APPENDICES 35
A1 – Fire Evacuation Assembly Areas 35
A2 – Primary and Secondary Escape Routes & Assembly Area 35
A3 – Floor Plans 35
A4 – Emergency Supplies 35
FORMS 36
F1 – Initial Incident Report 36
F2 – Incident Assessment Form 37
F3 – Personnel Accounting Form (Headcount Form) 38
F4 – Version Change Control 39

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Abbreviations
BCP Business continuity plan

CMC Crisis management center

CMT Crisis management team

BCP Business continuity plan

ERP Emergency response plan

ERT Emergency response team

ERTL Emergency response team leader

ERTDM Emergency response team deputy manager

SCMP Site crisis management plan

4
Definitions
Executive Senior management member who approves and
Sponsor provides full support for the development and
implementation of the organization’s business
continuity program

Document Person who approves and authorizes the ERP

Manager document including document revisions.

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About This Plan Template
This emergency response plan (ERP) template is one in a series of templates designed to provide
comprehensive, practical, and structured guidance to those responsible for developing an
emergency response plan and other related business continuity plan documents. This ERP
template contains a recommended structure, outline, and contents for a typical emergency
response plan document consistent with external authorities and responders and may be
customized and tailored to suite your organization’s specific emergency response requirements.

It is recommended that a Document Manager be assigned the responsibility of overseeing

updates and revisions to this document. Please refer to the section “Version Change Control” for
more information on how to manage and distribute changes to this document.

Business Continuity Plan Documents & Crisis Response Phase

For the purpose of this plan, the crisis response phase has been defined as the overall phase
during which a crisis situation or disaster occurs. During the crisis response phase, several sub-
phases occur, namely, an emergency response phase, management response phase, and a
business area response phase.

During each phase one of several business continuity plan documents are utilized. The diagram
below depicts the crisis response sub-phases and plan documents associated with each sub-phase:

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This business continuity plan follows a phased approach as a response to a disaster or disruptive
event. The Garden Plaza Mall business continuity plan consists of several plan documents as
follows:

1. Business continuity plan (referenced)

2. Fire and disaster contingency plan (this plan)

3. Site crisis management plan (referenced)

4. Business area recovery plan(s) (referenced)

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Introduction
This Garden Plaza Mall Fire and Disaster Contingency Plan contains predetermined guidelines
and procedures to ensure the safety, health, and welfare of staff, and an immediate response to an
emergency or disaster situation. An emergency is any disruptive or harmful event that endangers
people, environment, or an organization’s property and assets. Emergencies can be small, as in a
fire contained by employees using fire fighting equipment, or large, as in a disaster resulting
from an earthquake or a tornado. Example emergency events are:

 explosion
 overheated equipment
 airplane crash
 chemical spill in particular area
 fire
 pandemic
 loss of power
 damage to building
 loss of power
 damage from chemical spill

Example sources of emergency or disaster events are:

 smoking in building
 earthquake
 disaster in neighboring company facility
 storm
 disgruntled employee
 power generator failure

A contingency plan deals with the immediate physical effects of a disaster and is used as an
initial response. The contingency plan is closely associated with the business continuity plan.
The purpose of the business continuity plan is to ensure a prompt and efficient recovery of
essential business operations.

Contingency Policy
Purpose
Garden Plaza Mall is committed to safeguarding the interests of shareholders, clients, customers,
and vendors in the event of an emergency or business disruption. Garden Plaza Mall has
therefore established a comprehensive organization-wide business continuity program to protect
staff, safeguard corporate assets and environment, and to ensure continuous availability of its
products and services. To support the business continuity program, Garden Plaza Mall
recognizes the need for an emergency response capability and provides this corporate emergency
response policy as part of the overall organization business continuity program policy.

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Scope
This contingency policy applies to all Garden Plaza Mall business facilities and locations.
Garden Plaza Mall shall define, approve, and implement an emergency response plan which
includes essential activities, procedures, and tasks necessary to ensure an effective response.

Review and Compliance

The corporate business continuity program policy has established an annual review and
assessment for this policy and for the emergency response plan.

Staff responsible
Garden Plaza Mall business continuity and recovery teams have the responsibility to know this
policy and understand and adhere to the standards and procedures established in this policy.

It is the responsibility of all staff to be aware of their departments and/or business unit’s business
continuity plan and its associated documents.

Violations
Any employee and/or contractor or service provider found to have violated this policy may be
subject to legal actions such as termination.

Contingency Plan
Purpose
The purpose of the contingency plan is to:

1. Provide a managed, coordinated, and effective response to the immediate physical

effects of an emergency or crisis situation.

2. Reduce the likelihood that the business continuity plans are invoked

Objectives
The primary objective of the emergency response plan is to protect life by:

1. preventing injury;
2. providing shelter; and
3. evacuating the premises.

Additional objectives are to:

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 1. mitigate the threat of an emergency or disaster situation;
2. control and terminate the emergency or incident as quickly as possible;
3. prevent a minor incident from becoming a major disaster;
4. familiarize all members and staff with procedures;
5. protect environment;
6. protect company assets;
7. determine unsafe hazardous conditions and contaminations; and
8. minimize impact to business.

Assumptions
This plan has been developed with the following assumptions:

 All threats will be treated as genuine, until the incident investigation and assessment
prove otherwise;

 The Emergency Response Team will be comprised of sufficient number of staff to ensure
a satisfactory turnout in the event of an emergency.

Scope
The scope of this plan is the Garden Plaza Mall facility/site located at Garden Villas Santa Rosa,
Lucero Street corner Main Road, Barangay Labas, Santa Rosa City, Province of Laguna.

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Business Continuity Plan Documents & Crisis
Response Phase
For the purpose of this plan, the crisis response phase has been defined as the overall phase
during which a crisis situation or disaster occurs. During the crisis response phase, several sub-
phases occur, namely, an emergency response phase, management response phase, and a
business area response phase.

During each phase one of several business continuity plan documents are utilized. The diagram
below depicts the crisis response sub-phases and plan documents associated with each sub-phase:

Each crisis response sub-phase is described below:

1. Emergency Response Phase

This phase is the first phase in managing a crisis. It comprises of the initial few hours
after an actual disaster, or after the threat of a disaster is first identified. The emergency
response plan (ERP) is the primary document used during this phase.

In this phase, emergency response plan procedures, tasks, and forms are used; the
business continuity coordinator and other members of the crisis management team are
alerted; and evacuation occurs and/or the incident is contained.

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 2. Management Response Phase
In this phase, the crisis management team manages and coordinates all site recovery
activities. This phase begins after the initial response is received by the crisis
management team. The site crisis management plan (SCMP) is the main document used
during this phase.

3. Business Area Response Phase

In this phase, business area teams recover and resume business operations. Depending on
how large you organization is, you may opt to develop Business area recovery plans and
business unit recovery plans or just business unit recovery plans. Business area recovery
plans may be used to invoke business unit plans. Note that this breakdown allows for a
more modular structure of activities and is especially useful if your organization is large
has many business department and units.

Business Continuity Plan Documents

Below is a list of plan documents and an explanation of each:

 Site Emergency Response Plan

o This plan. The ERP is used to respond to an emergency or incident. The primary
plan objectives are to:
 Protect life
 Provide shelter
 Evacuate premises
 Mitigate threat and control extent of damage

 Site Crisis Management Plan

o Plan used to manage and coordinate all site recovery activities including activities
such as:
 Supervising recovery effort
 Declaring a disaster
 Invoking other plans
 Monitoring recovery, resumption, and normalization activities

 Business Area/Department/Unit Recovery Plan

o Plan used to manage and recover business operations within each business
area/department/unit.

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Emergency Response Plan High-level Process Flow

During the emergency response phase and site crisis management phase, the Crisis Management
Center will be opened and CMT team members will gather to determine if a disaster is to be
declared. The following diagram illustrates the relationship between the ERP, SCMP, and the
Business Area Recovery Plans:

The following process flow describes example high-level steps and actions conducted during the
ERP phase. Activities in the plan start whenever there is a threat of disaster or an actual
emergency situation.

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14
ERP Sub-phases
The ERP phase is divided into the following sub-phases:

1. Plan Activation Phase

2. Incident Logging & Reporting Phase
3. Incident Evacuation Phase
4. Incident Assessment and Escalation Phase
5. Incident Mitigation and Prevention
6. Incident Monitoring Phase

Plan Activation Phase

The emergency response plan may be activated as a response to any event that threatens the
safety of employees, corporate assets, or environment. Activation of the emergency response
plan occurs as a result of receiving notification of an emergency. Depending on the nature of
the incident and the industry that your company operates in, invocation of the plan may be from
internal sources such as an employee who notices a problem, or from an external source such as
the World Health Organization (WHO), National Guard, or American Red Cross.

There are numerous events that can trigger the activation of the emergency response plan. Some
examples of these events are:

1. a fire is detected on the main floor elevator;

2. a gas leak is detected in the basement floor;
3. a water leak occurs in the server room;
4. a goods production machine in the manufacturing facility is overheating; or
5. a hostage situation is in progress by a previous company employee.

The level of response will vary with each incident and there may be limited action, or a full
response involving all team members and authorities.

The emergency response plan is designed to be executed prior to the execution of other business
continuity plan documents; however, other plans such as the site management plan may be
executed in parallel.

Incident Logging & Reporting Phase

When possible, the Emergency Incident Reporting Procedure shall be used to log an emergency
incident. The Initial Incident Report shall be completed with the following information:

 Contact information – name, phone, date, and time;

 Description of emergency – problem description, injuries, property damage;
 Time of emergency event;
 Location of emergency;
 Who was notified; and

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  What actions have been taken

This form shall be delivered to the ERT Leader, Senior Management member, or other ERT
Member.

Incident Evacuation Phase

If the emergency situation is life threatening, evacuate premises immediately by following
procedures for:

 Fire Evacuation
 Bomb Threat
 Chemical Spill
 [Other Procedures for Company XX]

The ERT Leader shall ensure safety of personnel by ensuring appropriate evacuation procedure
is followed.

Incident Assessment and Escalation Phase

The ERT Leader or other senior Management members are responsible for assessing the
incident.

The purpose of this assessment is to:

 Determine the urgency of the current emergency situation;
 Determine requirement for opening the Crisis Management Center;
 Determine requirement to activate other plans such as the business continuity plan;

The actual assessment assigns an incident severity level to the current situation such as low,
medium, and high. Based on this assessment, other actions such as escalation may take place.

The severity level may be based on extend of injury, possibility of containment, or other
scenarios specific to your organization. Example severity levels are described below:

 Low – incidents considered as low priority do not involve injury; can be contained easily,
and not likely to progress. In this severity level, the incident should be closely monitored
to ensure it does not progress.

 Medium – incidents considered medium priority involve minor injuries; may not be
easily contained, and have a chance of progressing. Further action and follow up may be
necessary such involving some members of the ERT and alerting public authorities.

 High – incidents considered as high priority involve injuries major; are not easily
contained, and have a high probability progressing. Further action and follow up is
required such as involving entire ERT and alerting and engaging public authorities.

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The incident is escalated based on results of the Incident Assessment Report which assigns an
Incident Severity Level to the incident. The escalation serves the following purpose:

 Ensures that the Incident Assessment Report is acted upon;

 Ensures proper authorities are notified such as ambulance or medical aiders;
 Action is taken to contain or minimize incident;
 Additional emergency response members are called; and
 Additional plans are invoked such as the business continuity plan.

Incident Mitigation Phase

In the event an emergency can be prevented from becoming a disaster, this phase attempts to
take actions to contain or minimize incident such as:
o Calling ambulance;
o Calling medical first aid; and/or
o Call salvage and repair experts

Incident Prevention Phase

In the event an emergency can not be prevented from becoming a disaster, this phase attempts to
prevent further damage by:
o Administer first aid;
o Move items to second floor;
o Prevent water damage; and/or
o Ensure evacuation.

Incident Monitoring Phase

This phase involves continuous monitoring of the incident to ensure that it doesn’t progress.

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Emergency Response Team Structure, Roles, and
Responsibilities
An emergency response team is generally responsible for:

 personnel evacuations,
 internal rescue operations,
 medical assistance, and
 incident containment

Below is an example of a typical emergency response team, its members, and their roles and
responsibilities. Note that this example team may not reflect your organization’s emergency
response needs and therefore you should modify this structure as necessary:

Emergency Response Team Leader (ERTL)

 Primary director of emergency response team with overall responsibility for
emergency response phase.
 Coordinates emergency response activities together with ERTDM
 Assesses situation and escalate emergency together with other Senior
Management and ERT members
 Mobilizes ERT
 Primary responsible for formal plan activation, incident assessment, event
logging, and notifications
 Primary liaison with external authorities
 Primary responsible for establishing Crisis Management Center

Emergency Response Team Deputy Manager (ERTDM)

 Second in command director of emergency response phase and team.
 Together with ERTL, coordinates emergency response activities
 Together with ERTL, mobilizes ERT
 Together with ERTL, responsible for plan activation, incident assessment, event
logging, and notifications
 Secondary liaison with external authorities
 Secondary responsible for establishing Crisis Management Center

Facility Security Manager

 Provides assistance and support to ERT Leader during incidents on premises
 Assists during evacuation
 Controls access to facilities
 Primary responsible for establishing Crisis Management Center

Security Guard
 Provides support to ERT during incident

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  Assist during evacuation
 Controls access to facilities

Evacuation Leaders (Floor Fire Wardens)

 Responsible for executing evacuation procedures, equipment shutdown, and
headcount

Medical Staff
 Responsible for providing immediate medical first-aid assistance
 Makes recommendations based on information received from rescue operators
and from health authorities

Rescue Staff
 Personnel specially trained in search and rescue operations
 Work closely with fire and ambulance departments
 Coordinate and liaison with external search and rescue

Business Area Managers

 Business area/unit leaders

Hazardous Material Handlers, Salvage and Repair

 Responsible for hazardous materials containment

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Emergency Response Contact Information
Emergency Response Team
Emergency Response Team

Team Assistant /
Function Work # Home # Cell # Email
Member Secretary

Emergency
Response Team
Leader (ERTL)

Emergency
Response Team
Deputy Manager
(ERTDM)

Facility Security
Manager

Security Guard

Fire Warden –
Floor/Area 1

Rescue Staff
Member

Medical Staff
Member

Business Area
Manager

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Emergency Response Team – Alternates
Emergency Response Team - Alternates

Team Assistant /
Function Work # Home # Cell # Email
Member Secretary

Emergency
Response Team
Leader (ERTL)

Emergency
Response Team
Deputy Manager
(ERTDM)

Fire Warden –
Floor/Area 1

Rescue Staff
Member

Medical Staff
Member

Business Area
Manager

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Emergency Response Team – Supporting Contacts
Emergency Response Team - Supporting Contacts

Function Business Alternate Comment

Regulatory
Contacts

Response
Contractors

Equipment
Rental

Emergency Pack
Provider

Protective
equipment
supplier

Emergency Response – External Authorities

Emergency Response – External Authorities

Function Main Local Additional Information

Police

Fire

Ambulance

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Emergency Response Team Tasks and Activities
Below are example responsibilities and tasks to be performed in the event of an emergency. Note
that these are general tasks for each ERT member and may be modified to suite your
organization’s needs.

Emergency Response Team Leader (ERTL)

ERP Team Member: Emergency Response Team Leader

Task Action/Task Date/Time

Completed
□ Receive notification of incident;
Liaise with first responders such as police, fire,
ambulance, etc if required.
□ Obtain ERP
□ Call other ERT members to assist
□ Determine if Crisis Management Center needs to be
opened:
If yes: agree on who will go to emergency site and
who will open Crisis Management Center

If no: Manage incident by:

Containing incident;
Monitoring situation and developments;
Preventing further injuries.

□ At Emergency Site:

Assess Situation
□ Call Public Authorities
□ Follow Emergency Procedures
□ If fire, follow General Emergency and Fire
Evacuation Procedure
□ If injuries, follow Medical/First Aid Procedure
□ If bomb threat, follow Bomb Threat Procedure

□ At Crisis Management Centre:

□ Open CMT
□ Ensure plans are available for everyone

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□ Work with CMT members (brief CMT Leader and
provide status information)
□ If external response required: coordinate and liaison
with public safety authorities
□ If internal response only: manage incident by:
Containing incident;
Monitoring situation and developments;
Preventing further injuries.

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Emergency Response Team Deputy Manager (ERTDM)

ERP Team Member: Emergency Response Team Deputy Manager

Task Action/Task Date/Time

Completed
□ Receive notification of incident;
Liaise with first responders such as police, fire,
ambulance, etc if required.
□ Obtain ERP
□ Call other ERT members to assist
□ Determine if Crisis Management Center needs to be
opened:
If yes: agree on who will go to emergency site and
who will open Crisis Management Center

If no: Manage incident by:

Containing incident;
Monitoring situation and developments;
Preventing further injuries.

□ At Emergency Site:

Assess Situation
□ Call Public Authorities
□ Follow Emergency Procedures
□ If fire, follow General Emergency and Fire
Evacuation Procedure
□ If injuries, follow Medical/First Aid Procedure
□ If bomb threat, follow Bomb Threat Procedure

□ At Crisis Management Centre:

□ Open CMT
□ Ensure plans are available for everyone
□ Work with CMT members (brief CMT Leader and
provide status information)
□ If external response required: coordinate and liaison
with public safety authorities
□ If internal response only: manage incident by:

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Containing incident;
Monitoring situation and developments;
Preventing further injuries.

26
Medical Staff
ERP Team Member: Medical Staff – Doctor/Nurse

Task Action/Task Date/Time

Completed
□ Perform medical first-aid assistance as required
□ Advise ERT Leader of any actions required
□ Contact health authorities, as appropriate
□ Contact nearest hospital(s), if required
□ Determine requirement to quarantine area and
equipment

Facility Security Manager

ERP Team Member: Facility Security Manager

Task Action/Task Date/Time

Completed
□ Provide controlled access to premises as required
□ Coordinate communications with ERT Leader
□ Liaise with public authorities as required
□ Assist with initial damage assessment with Damage
Assessment Team (DAT)

Rescue Staff
ERP Team Member: Rescue Staff

Task Action/Task Date/Time

Completed
□ Liaise with public authorities
□ Control safety equipment
□ Ensure link with Medical Staff, ERT Leader and/or
CMT Leader

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Procedures
Apart from the aid of public authorities, such as the police, fire, and ambulance services, and the
direction of the Crisis Management Team (CMT), [Company XX]’s emergency response plan is
the key internal emergency response in a crisis situation. Since a quick response is necessary in
a crisis situation, the teams responsible for the following procedures must react without delay
and without waiting for instructions from the Crisis Management Team.

The emergency response plan will ensure the following procedures are in place:

1. ERP 1 – Emergency Incident Reporting Procedure

2. ERP 2 – General/Fire Evacuation Procedure
3. ERP 3 – Medical/First Aid Procedure
4. ERP 4 – Bomb Threat Procedure
5. [Add other procedures as required]

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ERP 1 - Emergency/Incident Reporting Procedure

Description
During a potential emergency or actual disaster situation, it is to the responsibility of ALL on-
site personnel including employees, management staff, contract personnel, and visitors to report
the incident.

If possible, the incident shall be reported to the following:

 Public Authorities (Police, Fire, Ambulance), if appropriate

 Emergency Response Team Leader or alternate
 Facility Security Manager
 Senior Management Staff

Example emergency events are:

 explosion
 overheated equipment
 airplane crash
 chemical spill in particular area
 fire
 pandemic
 loss of power
 damage to building
 loss of power
 damage from chemical spill

Example sources of emergency or disaster events are:

 smoking in building
 earthquake
 disaster in neighboring company facility
 storm
 disgruntled employee
 power generator failure

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Emergency/Incident Reporting Procedure Steps
If you detect a potential emergency situation, take the following steps. Note, this is a sample
procedure. The steps listed below may not accurately apply to your organization:

First Response During an Emergency

Ensure that staff, visitors, contractors, and public
are safe before conducting other steps.

If possible, take the following steps:

(If life threatening situation, evacuate premises)

1. Briefly assess situation using Initial Incident Report.

Note the following:

 Contact Information
 What is the Emergency is?
 Type of incident
 Time of incident
 Location incident
 Who was notified
 What action has been taken

2. Activate alarm, if necessary (e.g. in case of fire)

3. Alert Floor/Area Warden, if required

4. Alert Emergency Response Team Leader (ERTL) and/or:

 Alert the Emergency Response Team Deputy Manager (ERTDM).
 Alert the Facility Security Manager
 Alert a Senior Management Staff Member

5. Alert Public Authorities (Police, Fire, and/or Ambulance service), if required

 Dial [911] and report your name, company, location, time, a brief
description of incident

6. Evacuate Area:
 For example, if fire, use General Emergency & Fire Evacuation
Procedure
 For example, if bomb threat, use Bomb Threat Procedure

7. If injuries:
 Ensure that you are safe and will not injure yourself
 Use Medical & First Aid Procedure

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ERP 2 – General Emergency & Fire Evacuation Procedure

Description
This procedure provides guidelines for evacuation. Consider the following during an evacuation:

 Assist others. For example, consider the needs of people with disabilities
 Outside Temperatures
 Where to evacuate to. For example, evacuate to a safer place, not into danger

Priority should be given to safety of staff and public. In general, you should ensure:

1. Everyone is accounted for;

2. Evacuation has been carried out;

3. Medical and First Aid staff attend to casualties, if required; and

4. Ambulance service has been called, if required.

General Emergency & Fire Evacuation Procedure Steps

If evacuation is required, take the following steps as necessary:

If you are NOT a floor warden:

8. Remain calm

9. Do not return to your office/work area

10. Activate Alarm

11. Alert Fire Warden

12. Alert the Emergency Response Team Leader and Facility Security Manager

13. Do not take valuable objects that hinder or block the evacuation routes

14. Leave the premises immediately by:

 Using the nearest escape route; and/or by
 Following the Floor Wardens instructions
 Do not use elevators

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 If you ARE a floor warden, follow Floor Warden Evacuation Procedure:
(You are responsible for your assigned area)

1. If possible perform these tasks:

a. Activate the alarm

b. Alert the Emergency Response Team Leader and Facility Security
Manager
c. Commence evacuation of your area by providing clear instructions
d. Guide staff to evacuation area
e. Do not use elevators
f. Ensure staff do not take large size objects
g. Ensure escape route is not congested; use alternate exit if possible
h. Search the floor or area to ensure that no one is left behind
i. Check for abnormal conditions or objects (bomb threat etc)
j. Perform equipment is shutdown tasks (e.g. plant machinery should be
shutdown, if practical)
k. Perform building shutdown tasks (e.g. ensure doors are closed, but not
locked)

If this is a fire:

1. If safe to do so and condition permit, contain fire by ensuring all doors are closed

2. If safe to do so and conditions permit, extinguish fire using fire extinguishers

Repeated from Appendices:

A1 – Fire Evacuation Assembly Areas:

Site Evacuation Area 1 Evacuation Area 2

Company Walkway area in front of main Rear entrance fenced area
XX doors
Headquarter
Building

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ERP 3 – Bomb Threat Procedure

Description
Most incidents involving a bomb or explosive substances are not legitimate. However, because
of the potential for harm, these threats are treated seriously. Note that a bomb threat may be
received by either phone or through a written note or letter or by detecting a package on the
premises.

Bomb Threat Procedure Steps

In the event information has been received that a bomb has been placed in building, take the
following steps as necessary:

 Do not touch or open the package or suspicious object

 Open doors and windows

 If possible, isolate the object where it can do no harm.

 Do not allow anyone near the object

 Notify the police. Follow their advise

 Notify the Emergency Response Team Leader

 Evacuate premises. Follow General Emergency & Fire Evacuation procedures.

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ERP 4 – Medical & First Aid Procedure

Description
An adequately trained staff and a quick response are the most important elements when medical
aid is to be provided.

Medical First Aid Steps

In the event of an emergency involving injury use the following steps:

 If possible, prevent further injury, especially if the head or neck are involved

 Consult external medical aid whenever possible

 Use first aid supplies and instructions whenever possible

 If an employees eyes or body have been exposed to hazardous or corrosive materials,

use water or similar solutions as soon as possible

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Appendices

A1 – Fire Evacuation Assembly Areas

Site Evacuation Area 1 Evacuation Area 2

Company Walkway area in front of main Rear entrance fenced area
XX doors
Headquarter
Building

A2 – Primary and Secondary Escape Routes & Assembly Area

List primary escape route

List secondary escape route
List assembly area

A3 – Floor Plans

List floor plans including:

 Location of alarms
 Location of fire extinguishers
 Gas and water lines
 Electric panels

A4 – Emergency Supplies

List emergency supplies:

 First aid supplies
 Hazardous material safety and clean up equipment

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Forms
F1 – Initial Incident Report

Contact Information
Date:

Time:

Contact Name:

Contact Phone Number:

Emergency Details
Problem Description:

Personnel Injuries:

Property Damage:

Time of emergency (when did it occur)?

Date:

Time:

Location of emergency (where did it occur)?

Who was notified?

Name:

Phone Number:

What action(s) have been taken (example: fire, medical, or evacuation)?

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F2 – Incident Assessment Form

Use this form to determine the extent of the emergency situation.

The actual assessment assigns an incident severity level to the current situation such as low,
medium, and high. Based on this assessment, other actions such as escalation may take place.

The severity levels may be based on extend of injury, possibility of containment, or other
scenarios specific to your organization. Example severity levels are described below:

 Low – incidents considered as low priority do not involve injury; can be contained easily,
and not likely to progress.

 Medium – incidents considered medium priority involve minor injuries; may not be
easily contained, and have a chance of progressing.

 High – incidents considered as high priority involve injuries minor or major; are not
easily contained, and have a high probability progressing.

Incident Assessment Form

Assessment conducted by (Name, Phone Number):

Incident Severity Level Assigned:

Details of Injury (type, number of staff affected):

Likelihood of emergency progressing:

Recommendations/Notes::

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F3 – Personnel Accounting Form (Headcount Form)

Site Employees Number of Number of Number of

Personnel Personnel Personnel
Expected Evacuation Evacuation
(e.g. from (Area 1) (Area 2)
staff/visitor
log)
Company Staff
XX
Headquarter
Building Contractors

Visitors

Total

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F4 – Version Change Control

Version control is required in order to maintain integrity and cohesion of this document. The
Document Manager should be the only person to approve and authorize changes and distribute
revised versions.

To reduce the risk that an old version is used, the Document Manager should collect all copies of
old versions before distributing new ones. This document shall not be photocopied. Additional
copies should be obtained from the Document Manager.

Version Issue Date Reason for Change Authorized by

Number

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