ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INCIDENT INVESTIGATION

1. PURPOSE:

To establish, implement and maintain a process, including reporting, investigating and taking action, to
determine and manage OH&S incidents.

2. SCOPE:

All OH&S related incidents.

3. DEFINITIONS:

NIL

4. REFERENCES:

ISO45001:2018 Standard - Clause 10.2 : Incident, nonconformity and corrective action

HMR-H-M-PR-16 : Procedure for Non-conformity Handling and Corrective Action

5. AUTHORITY AND RESPONSIBILITY:

OH&S Management Representative (HMR)

The OH&S Management Representative (HMR) is responsible for the implementation of this procedure.

The HMR is authorized to appoint suitable persons to investigate incidents.

Heads of Departments (HODs)

Department Heads are responsible for reporting any OH&S incident that took place in their functional area to
the OH&S Management Representative (HMR).

6. METHOD:

Our organization understands that the reporting and investigation of incidents without undue delay can enable
hazards to be eliminated and associated OH&S risks to be minimized as soon as possible.

Some examples of OH&S incident are:

- same level fall with or without injury
- broken leg
- asbestosis
- hearing loss
- damage to buildings or vehicles where they can lead to OH&S risks

Prepared by Reviewed & Approved by Issued by Doc. Control

Doc ID: HMR-H-M-PR-15
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 1 of 3
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INCIDENT INVESTIGATION

When an incident occurs, the organization would …

a) react in a timely manner to the incident or nonconformity and, as applicable:
1) take action to control and correct it
2) deal with the consequences

b) evaluate, with the participation of workers and the involvement of other relevant interested parties, the
need for corrective action to eliminate the root cause(s) of the incident, in order that it does not recur or
occur elsewhere, by:
1) investigating the incident
2) determining the cause(s) of the incident
3) determining if similar incidents have occurred, or if they could potentially occur

c) review existing assessments of OH&S risks and other risks, as appropriate

d) determine and implement any action needed, including corrective action, in accordance with the
hierarchy of controls (i.e., eliminating hazards; substituting with less hazardous materials; redesigning
or modifying equipment or tools; developing procedures; improving the competence of affected
workers; changing the frequency of use; using personal protective equipment) and the management of
change (clause 8.1.3)
e) assess OH&S risks that relate to new or changed hazards, prior to taking action
f) review the effectiveness of any action taken, and
g) make changes to the OH&S management system, if necessary.

The steps involved are outlined below:

Incident reporting:

Department Heads report any OH&S incident that took place in their functional area to the OH&S Management
Representative (HMR).

In case a worker reports an incident, the concerned Department Head conducts a preliminary enquiry and then
reports the incident to the HMR.

Incident investigation:

After considering various aspects of the incident, the OH&S Management Representative (HMR) assigns
competent personnel to carry out investigations.

Investigation process:

The person / team duly assigned to conduct the investigation carries out a time-bound incident investigation
(root-cause analysis) and submits a report to the OH&S Management Representative (HMR).

Root cause analysis refers to the practice of exploring all the possible factors associated with an incident by
asking what happened, how it happened and why it happened, to provide the input for what can be done to

Prepared by Reviewed & Approved by Issued by Doc. Control

Doc ID: HMR-H-M-PR-15
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 2 of 3
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR INCIDENT INVESTIGATION

prevent it from happening again. This analysis can identify multiple contributory failures, including factors
related to communication, competence, fatigue, equipment or procedures.

The outputs from the incident investigation processes include the following:

- determination of underlying OH&S deficiencies and other factors that might be causing or contributing to
the occurrence of incidents
- identification of corrective action (s) needed
- identification of opportunities for preventive action (s), and
- identification of opportunities for continual improvement.

The leader of investigation team submits the ‘OH&S Incident Investigation Report (HMR-H-F-PR15-001)’ to
the HMR.

Documentation and communication of findings of investigation:

The HMR retains documented information as evidence of:

- the nature of the incidents and any subsequent actions taken
- the results of any action and corrective action, including their effectiveness.

The HMR communicates this documented information to relevant workers / workers’ representatives, and other
relevant interested parties.

Taking actions:

Corrective actions appropriate to the effects or potential effects of the incidents encountered are taken.

7. RECORDS:

The following record (s) are maintained.

Sl. Retention Custodian(s)

No. Record Title / ID Format Medium Period
1 OH&S Incident Investigation Report English, Text Paper Min 3 years HMR
(HMR-H-F-PR15-001)

8. DOCUMENT AMENDMENT HISTORY:

Version No. Summary of changes from previous version of the document Changes sought by Remarks of HMR
V-001 First version released for implementation. N/A Nil

Prepared by Reviewed & Approved by Issued by Doc. Control

Doc ID: HMR-H-M-PR-15
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 3 of 3