[Organization logo]

[Organization name]

PROCEDURES FOR PREPAREDNESS & EMERGENCY RESPONSE

Code:
Version: 0.1
Created by:
Approved by:
Date of version:
Signature:

Distribution list

Copy Returned
Distributed to Date Signature
No. Date Signature
Change history

Date Versio Created by Change description

n
0.1
Table of Contents

1. Introduction
1.1 Purpose of the Document
1.2 Scope
1.3 Applicability

2. Legal and Regulatory Requirements

2.1 Identification of Applicable Laws and Regulations
2.2 Updates and Compliance Monitoring

3. Emergency Management Policy

3.1 Statement of Commitment
3.2 Roles and Responsibilities
3.3 Compliance with ISO 14001

4. Risk Assessment and Planning

4.1 Hazard Identification
4.2 Risk Assessment
4.3 Emergency Preparedness Objectives
4.4 Emergency Response Planning
4.5 Resource Allocation

5. Emergency Response Procedures

5.1 Incident Classification
5.2 Notification and Communication Procedures
5.3 Evacuation and Shelter-in-Place Procedures
5.4 Medical Assistance and First Aid
5.5 Firefighting and Spill Response
5.6 Security Measures
5.7 Coordination with External Agencies

6. Emergency Response Team

6.1 Team Composition
6.2 Training and Competence
6.3 Roles and Responsibilities
6.4 Team Activation and Communication
7. Emergency Equipment and Resources
7.1 Inventory of Emergency Equipment
7.2 Maintenance and Inspection
7.3 Resource Availability

8. Testing and Exercises

8.1 Frequency of Drills and Exercises
8.2 Scenario Development
8.3 Evaluation and Improvement

9. Documentation and Record Keeping

9.1 Incident Logs and Reports
9.2 Post-Incident Analysis
9.3 Document Control and Revision

10. Continuous Improvement

10.1 Monitoring and Measurement
10.2 Corrective and Preventive Actions
10.3 Management Review

11. Annexes and Appendices

11.1 Emergency Contact List
11.2 Site Maps
11.3 Emergency Response Training Records

12. Glossary

1. Introduction

1.1 Purpose of the Document

The primary purpose of this document is to establish a comprehensive framework for
preparedness and emergency response to address environmental incidents and
emergencies in alignment with ISO 14001 standards. It outlines the procedures and
guidelines that will empower [Your Company Name] to efficiently and effectively
respond to and mitigate environmental emergencies. The key objectives of this
document are:

- Ensure the safety and well-being of our employees, contractors, visitors, and the
surrounding community.
- Minimize adverse environmental impacts resulting from potential incidents or
emergencies.
- Comply with relevant regulatory requirements and foster a culture of
environmental responsibility within our organization.

1.2 Scope

The scope of this document encompasses all aspects of emergency preparedness

and response related to [Your Company Name] activities, products, and services. It
applies to all [Your Company Name] facilities, operations, and any activities
conducted on behalf of our organization, including those executed by
subcontractors. This document covers the entire spectrum of emergency
management, including but not limited to:

- Identifying potential environmental hazards and risks associated with our

operations.
- Planning and implementing proactive measures to prevent incidents or
emergencies.
- Establishing clear response protocols for various types of environmental incidents.
- Training, equipping, and organizing response teams to handle emergencies.
- Coordinating and communicating effectively during and after an incident.
- Conducting post-incident reviews and continuous improvement of emergency
response procedures.

1.3 Applicability

The procedures detailed in this document are applicable to every individual

associated with [Your Company Name], including employees, contractors, and
visitors present on our premises. It is the responsibility of each individual to
familiarize themselves with these procedures and adhere to them to ensure the
safety of all personnel and the environment.

These procedures form an integral part of our Environmental Management System

(EMS) and are relevant to all phases of emergency response, including
preparedness, mitigation, response, and recovery. To uphold the highest standards
of environmental stewardship, we commit to:

- Regularly reviewing and updating these procedures to address emerging risks and
evolving best practices.
- Periodically conducting drills and exercises to test and enhance our preparedness
and response capabilities.
- Promoting a culture of environmental responsibility and readiness throughout our
organization.

This document provides a foundation for our commitment to environmental

protection and safety and should be consulted by all relevant stakeholders to ensure
its effective implementation and continual improvement.

2.1 Identification of Applicable Laws and Regulations:

1. Legal Register Creation:

- Establish a comprehensive legal register that is continuously updated and
accessible to relevant personnel. This register should include details of all pertinent
environmental laws, regulations, permits, and other requirements that apply to your
organization. Organize it systematically for easy reference.

2. Regulatory Updates Monitoring:

- Develop a systematic process for monitoring regulatory updates. This can
include:
- Subscribing to relevant government websites, industry publications, and legal
databases.
- Appointing a person or team responsible for tracking changes in regulations.
- Engaging with industry associations or networks to stay informed about
evolving standards and legislation.

3. Legal Requirements Assessment:

- Periodically review and assess how each identified law and regulation applies to
your organization. Consider:
- The scope and implications of each requirement on your operations.
- Whether any changes in laws necessitate adjustments in your compliance
strategies.
4. Compliance Documentation:
- Maintain accurate and up-to-date records of compliance documentation. This
includes permits, licenses, reports, and any correspondence with regulatory bodies.
This documentation is crucial for demonstrating adherence to legal requirements
during audits and inspections.

5. Communication and Training:

- Ensure that all employees and relevant stakeholders are well-informed about the
applicable legal and regulatory requirements through effective communication and
training:
- Conduct training sessions and workshops for employees to understand their
roles in complying with environmental regulations.
- Create an internal communication mechanism to disseminate information about
new legal requirements and updates.

2.2 Updates and Compliance Monitoring:

1. Compliance Monitoring:
- Regularly schedule compliance audits, inspections, and self-assessments. Here's
how to do this effectively:
- Establish a documented schedule for these activities.
- Use checklists or inspection templates to ensure comprehensive assessments.
- Assign responsibilities for conducting audits and reporting results.

2. Incident Reporting:
- Develop a clear and accessible procedure for employees to report incidents,
violations, or deviations from legal requirements, whether observed or experienced.
Ensure confidentiality and protection for whistleblowers if necessary.

3. Corrective and Preventive Actions:

- When non-compliance is identified, establish a well-defined procedure to address
it:
- Investigate the root cause of the non-compliance.
- Implement corrective actions to rectify the issue promptly.
- Develop preventive actions to minimize the likelihood of recurrence.

4. Regulatory Updates Integration:

- As regulations evolve, make sure your organization stays aligned with changes:
- Update the legal register to reflect new or amended regulations.
- Review existing processes and procedures to ensure they remain compliant.
- Communicate changes to relevant stakeholders and provide guidance on
necessary adaptations.
5. Internal Communication:
- Maintain efficient internal communication channels to share compliance status
and other relevant information with employees and relevant departments.

6. External Communication:
- If required by your industry or location, establish a process for communication
with regulatory agencies or authorities:
- Ensure accurate and timely submission of reports and documentation as
required by law.
- Designate a point of contact for interactions with external bodies.
7. Record Keeping:
- Maintain well-organized records of compliance monitoring, corrective actions,
and all communications with regulatory authorities. These records are essential for
demonstrating adherence to legal requirements during audits and inspections.

8. Continuous Improvement:
- Regularly evaluate the effectiveness of your compliance monitoring and response
procedures:
- Review data from audits and incidents to identify trends.
- Use the results to make continuous improvements in your compliance
procedures and enhance overall performance.

3. Emergency Management Policy

3.1 Statement of Commitment

- In this section, the organization should clearly state its commitment to effective
emergency management and environmental protection. This statement should
convey the organization's dedication to preventing environmental emergencies and
minimizing their impact when they do occur. It might include the following elements:
- Acknowledgment of the organization's responsibility to protect the
environment.
- A commitment to comply with all applicable environmental laws and
regulations.
- A commitment to continually improve emergency response processes and
preparedness.

Example: "Our organization is dedicated to protecting the environment and

minimizing the impact of environmental emergencies. We commit to comply with all
relevant environmental laws and regulations and strive for continuous improvement
in our emergency response capabilities."
3.2 Roles and Responsibilities
- This section should outline the roles and responsibilities of individuals or teams
within the organization regarding emergency management. It should specify who is
responsible for various aspects of preparedness and response, such as:
- Designating an Emergency Response Team (ERT) and identifying their roles.
- Assigning responsibilities for developing, implementing, and reviewing
emergency response procedures.
- Identifying the person or team responsible for communication with relevant
authorities and stakeholders.
- Designating roles for training and drills.

Example: "The Emergency Response Team (ERT) will consist of members from
various departments, including [list department names]. The ERT will be responsible
for developing and implementing emergency response procedures, conducting
training, and coordinating with local authorities."

3.3 Compliance with ISO 14001

- This section should emphasize the organization's commitment to aligning its
emergency management efforts with the ISO 14001 standard. It may include
information about:
- The organization's intention to integrate emergency management within its
environmental management system (EMS).
- The utilization of ISO 14001 as a framework for assessing and improving
emergency response processes.
- A commitment to meet ISO 14001 requirements related to emergency
preparedness and response.

Example: "Our organization will integrate emergency management within our ISO
14001-compliant environmental management system (EMS). We will use ISO 14001
as a framework for evaluating and enhancing our emergency response processes,
ensuring compliance with ISO 14001 standards related to emergency preparedness
and response."
4. Risk Assessment and Planning

4.1 Hazard Identification:

- Identify and document all potential environmental hazards that could lead to
emergencies. These hazards can include chemical spills, fires, natural disasters,
equipment failures, or any other events that could harm the environment.

4.2 Risk Assessment:

- Assess and evaluate the likelihood and severity of each identified hazard's impact
on the environment. This helps in prioritizing which hazards require more immediate
attention and resources.
4.3 Emergency Preparedness Objectives:
- Define clear and measurable objectives for emergency preparedness. Objectives
should be aligned with the organization's environmental policy and address the
identified hazards and risks. Objectives might include response time targets,
containment goals, or pollution prevention targets.

4.4 Emergency Response Planning:

- Develop detailed emergency response plans for each identified hazard. These
plans should outline the specific actions to be taken in the event of an emergency,
including response procedures, roles and responsibilities, communication strategies,
and coordination with external parties, such as emergency services.

4.5 Resource Allocation:

- Determine the necessary resources required to implement the emergency
response plans effectively. This can include equipment, personnel, training, and
financial resources. Ensure that these resources are available and accessible in the
event of an emergency.

These procedures should be integrated into an organization's environmental

management system (EMS) and regularly reviewed and updated to reflect changes
in the organization's operations, hazards, or regulations. Effective emergency
response planning not only helps to mitigate environmental impacts but can also
reduce legal and financial risks associated with environmental incidents.

It's essential to involve relevant stakeholders, train employees on emergency

response procedures, conduct drills and exercises to test the plans, and continually
improve the process based on lessons learned from actual incidents or exercises.
Compliance with ISO 14001 standards demonstrates an organization's commitment
to environmental protection and sustainable practices
5. Emergency Response Procedures

5.1 Incident Classification

Objective: To categorize incidents based on their severity and potential impact on

the environment.

- Define incident categories, such as minor, significant, and major incidents.

- Specify criteria for incident classification, considering factors like environmental
impact, safety risks, and regulatory requirements.
- Provide examples of incidents falling into each category.

5.2 Notification and Communication Procedures

Objective: To ensure timely and effective notification and communication during an
emergency.

- Identify the key personnel responsible for initiating notifications and

communication.
- Describe the methods for reporting incidents (e.g., phone, radio, alarms) and
establish a clear chain of command.
- List internal and external stakeholders to be notified, including employees,
emergency responders, regulatory agencies, and neighboring communities.
- Establish a communication hierarchy and maintain a contact list.
- Outline the information to be included in notifications, such as incident location,
type, severity, potential hazards, and any immediate actions required.
- Include procedures for updating and confirming the receipt of notifications.

5.3 Evacuation and Shelter-in-Place Procedures

Objective: To ensure the safety and well-being of personnel and visitors during an
emergency.

- Define procedures for evacuating personnel and visitors from the facility in the
event of an emergency.
- Clearly mark and describe evacuation routes, assembly areas, and safe zones.
- Provide instructions for relocating individuals to safe areas within the facility
(shelter-in-place) during certain emergencies.
- Include guidance on assisting individuals with disabilities during evacuations.
- Specify the roles and responsibilities of designated personnel during evacuations.

5.4 Medical Assistance and First Aid

Objective: To provide prompt and effective medical care to individuals affected by an

incident.

- Identify trained personnel responsible for providing first aid and medical
assistance.
- Describe the location of first aid supplies, medical equipment, and emergency
medical contact information.
- Specify procedures for obtaining medical help from external sources, such as
calling an ambulance.
- Include information on how to record and report injuries or medical conditions
related to incidents.
5.5 Firefighting and Spill Response

Objective: To respond swiftly and efficiently to fires and hazardous material spills.

- Detail procedures for responding to fires, including methods for alerting and
evacuating personnel.
- Identify firefighting equipment and spill response materials available on-site.
- Provide instructions on how to use firefighting equipment and control spills,
emphasizing safety precautions.
- Include steps for containing, cleaning up, and disposing of hazardous materials
safely.
- Explain how to prevent or mitigate environmental damage during response
activities.

5.6 Security Measures

Objective: To safeguard personnel, property, and the environment during

emergency response.

- Describe security measures to be implemented during emergency response to

protect personnel, property, and the environment.
- Address potential threats or security risks associated with incidents and how they
should be managed.

5.7 Coordination with External Agencies

Objective: To establish effective communication and collaboration with external

agencies.

- Identify and list local, regional, or national agencies that may need to be involved
in emergency response (e.g., fire department, environmental agencies).
- Describe how the organization will coordinate with external agencies during
emergencies.
- Include contact information for these agencies and establish clear communication
procedures.

These procedures section should be regularly reviewed, tested through drills and
exercises, and updated to ensure they remain effective and compliant with ISO
14001 standards. Additionally, consider any relevant legal and regulatory
requirements and consult with local authorities to align with their guidelines when
developing your emergency response plan.

6. Emergency Response Team

6.1 Team Composition:

- Identify the individuals who will be part of the Emergency Response Team (ERT).
This may include key personnel from various departments such as HSE (Health,
Safety, and Environment), security, facilities management, etc.
- Ensure that the ERT includes personnel with diverse skills and expertise relevant
to potential emergency situations, such as first aid, fire safety, chemical handling,
etc.
- Document the contact information and roles of each ERT member.

6.2 Training and Competence:

- Outline the training requirements for ERT members, including initial training and
ongoing refresher training.
- Specify the training content, which should cover topics like emergency response
procedures, hazard identification, first aid, and equipment operation.
- Keep records of training and competency assessments for each ERT member.

6.3 Roles and Responsibilities:

- Clearly define the roles and responsibilities of each ERT member. For example:
- Incident Commander: Responsible for overall coordination during emergencies.
- First Aid Provider: Provides medical assistance.
- Fire Safety Officer: Manages fire-related emergencies.
- Evacuation Coordinator: Oversees evacuation procedures.
- Communication Coordinator: Manages internal and external communication.
- Equipment Operator: Operates emergency equipment (e.g., fire extinguishers,
first aid kits).
- Ensure that ERT members understand their roles and are prepared to act
according to their responsibilities during an emergency.

6.4 Team Activation and Communication:

- Describe the procedures for activating the Emergency Response Team when an
emergency occurs. This should include how team members are notified and how
they gather at the designated assembly point.
- Establish a clear chain of command for decision-making during emergencies.
- Define the communication protocols within the team and with external entities,
such as emergency services or regulatory agencies.
- Specify the communication equipment and tools to be used, including radios,
phones, and emergency notification systems.
- Include a plan for documenting and reporting on the emergency response
activities for review and improvement.

In addition to these elements, ensure that your procedures also address drills and
exercises for the Emergency Response Team to regularly test and improve their
response capabilities. Regularly review and update your emergency response
procedures to ensure they remain effective and compliant with ISO 14001
requirements and any relevant legal or regulatory requirements.

Emergency Equipment and Resources

7.1 Inventory of Emergency Equipment:
- Identify and list all emergency equipment required for your specific facility or
operations. This equipment may include fire extinguishers, first aid kits, spill
containment materials, emergency lighting, communication devices, personal
protective equipment, and more.

- Ensure that each piece of emergency equipment is labeled and identified with its
location for easy access during an emergency.

- Maintain an updated inventory of this equipment, including details such as the

type, location, purchase date, and expiry dates for any perishable items.

7.2 Maintenance and Inspection:

- Establish a regular maintenance schedule for all emergency equipment. The
frequency of maintenance may vary depending on the type of equipment and
regulatory requirements.

- Assign responsibility for equipment maintenance and inspections to trained

personnel. They should be well-versed in the proper handling and maintenance of
each type of equipment.

- Conduct routine inspections to check for equipment functionality, expiration

dates of perishable items, and any damage or wear and tear. If any issues are
identified, ensure that corrective actions are taken promptly.

- Keep records of all maintenance and inspection activities, including the date,
personnel responsible, findings, and actions taken.

7.3 Resource Availability:

- Ensure that the necessary resources are available for emergency response. This
includes having trained personnel, access to emergency services (e.g., fire
departments, medical services), and arrangements for backup power and utilities if
needed.
 - Develop and maintain a list of contact information for relevant emergency
services, including local authorities, hospitals, and other relevant organizations.

- Establish an emergency response team or designate specific individuals

responsible for coordinating emergency response efforts.

- Regularly review and update resource availability, taking into account any
changes in personnel, contact information, or emergency services in your area.

- Conduct drills and exercises to test the availability of resources and the
effectiveness of your emergency response procedures.

8. Testing and Exercises

In ISO 14001 compliance, a fundamental aspect of emergency preparedness and

response involves regular testing and exercises. These activities are essential to
ensure that an organization's environmental emergency response procedures are not
only comprehensive but also effective. Here's a more detailed breakdown of this
critical process:

8.1 Frequency of Drills and Exercises

- Frequency Determination: The organization should methodically establish the

appropriate frequency for conducting drills and exercises. This determination should
align with the organization's specific environmental risks and operational
characteristics, while also adhering to relevant legal and regulatory requirements.

- Risk Assessment: A thorough risk assessment should be conducted to understand

the nature and extent of the environmental risks the organization faces. This
assessment takes into account the organization's size, complexity, the type of
environmental risks associated with its activities, and the availability of resources.

- Resource Considerations: It's important to strike a balance between the need for
regular testing and the practicality of conducting exercises. Resource availability,
including personnel, equipment, and time, should inform the scheduling of drills and
exercises.

8.2 Scenario Development

- Realistic Scenarios: Scenario development involves crafting a range of realistic

emergency situations that could potentially unfold within the organization's
operational context. These scenarios should include incidents like chemical spills,
fires, natural disasters, power outages, and other events that could impact the
environment.

-Challenging Factors: Scenarios must be designed to challenge the organization's

response capabilities comprehensively. They should be multidimensional, testing
various aspects of the emergency response, and should be realistic enough to
accurately simulate potential environmental impacts.

- Thorough Documentation: Each scenario should be meticulously documented,

encompassing critical details such as the incident's location, timing, and anticipated
environmental consequences. This documentation is crucial in assessing the
effectiveness of the exercise and in tracking improvement over time.

- Scenario Updates: Regularly review and update the scenarios to ensure they
remain aligned with the organization's operations and the evolving landscape of
environmental risks. Scenario relevance is paramount for effective preparedness.

8.3 Evaluation and Improvement

- Comprehensive Evaluation: After each drill or exercise, a comprehensive evaluation

is imperative. This evaluation scrutinizes the performance of the emergency
response team and the effectiveness of the response procedures in place.

- Strengths and Weaknesses Identification: The evaluation process must identify and
document both strengths and weaknesses observed during the exercise. A
systematic analysis is carried out to understand the root causes of these
observations.

- Improvement Planning: Findings from the evaluation are the foundation for an
improvement plan. This plan should outline specific changes in response procedures,
training programs, resource allocation, or any other aspect that requires
enhancement.

- Responsibility Assignment: Assign responsibilities for implementing these

improvements, set clear deadlines, and establish a robust system for tracking
progress. Accountability is key to ensuring that the identified improvements are
effectively implemented.

- Feedback Integration: Actively encourage feedback from participants who can

provide valuable insights based on their experiences during the exercise. This
feedback is a valuable resource for fine-tuning response procedures and enhancing
overall preparedness.
- Meticulous Documentation: Comprehensive records of all drills and exercises,
including evaluation reports and the actions taken to implement improvements,
should be meticulously maintained. These records serve as essential documentation
for demonstrating ISO 14001 compliance.

- Periodic Review: Periodically review and update the organization's overarching

emergency response plan and associated procedures. These reviews should
incorporate the lessons learned from previous exercises and consider evolving
circumstances and emerging risks to ensure that the organization's emergency
response capabilities remain agile and effective.

Documentation and Record Keeping

9.1 Incident Logs and Reports:

a. Establish an incident reporting system: Implement a system for reporting all

environmental incidents, including spills, releases, accidents, or any events that
could potentially lead to environmental harm.

b. Incident log: Maintain an incident log that records details of each incident. This
log should include information such as the date and time of the incident, location,
type of incident, responsible parties, and initial response actions taken.

c. Incident reports: Generate formal incident reports for each incident. These
reports should provide a more comprehensive overview of the incident, including
root causes, corrective actions, and any impact on the environment.

d. Incident classification: Develop a classification system for incidents,

distinguishing between minor, significant, and major incidents, to help prioritize
response efforts.

9.2 Post-Incident Analysis:

a. Root cause analysis: Conduct thorough investigations to determine the root

causes of incidents. Identify contributing factors, whether they are human errors,
equipment failures, or external factors.

b. Corrective and preventive actions: Implement corrective actions to address the

immediate issues that led to the incident. Also, develop preventive actions to
minimize the risk of similar incidents in the future.

c. Documentation of analysis: Document the findings of post-incident analysis,

including the identified root causes and the actions taken to prevent recurrence.

d. Lessons learned: Incorporate lessons learned from incident analysis into

training, procedures, and policies to continually improve emergency response
capabilities.
9.3 Document Control and Revision:

a. Document control system: Establish a robust document control system to

manage all procedures, plans, and records related to emergency response and
preparedness.

b. Document identification: Assign unique identifiers to documents to track

versions and revisions. Use a clear naming convention and numbering system.

c. Revision process: Define a documented process for the review, approval, and
revision of emergency response documents. Specify roles and responsibilities for
these tasks.

d. Version control: Ensure that only the latest approved version of documents is
used in emergency response activities.

e. Change notification: Implement a process for notifying relevant personnel of

document changes and revisions, and ensure they are informed and trained
accordingly.

10. Continuous Improvement:

The process of continuous improvement is a fundamental aspect of ISO 14001

compliance, focusing on enhancing environmental performance over time. To
facilitate continuous improvement, organizations should follow these procedures:

10.1 Monitoring and Measurement:

a. Establish clear objectives and targets for environmental performance based on

relevant legal and other requirements.

b. Define key performance indicators (KPIs) to measure and monitor

environmental aspects.

c. Regularly monitor and measure the identified KPIs, ensuring data accuracy and
consistency.

d. Record and document monitoring and measurement results.

e. Analyze the data collected to assess the organization's environmental

performance.

10.2 Corrective and Preventive Actions:

a. Identify and document non-conformities and opportunities for improvement

through monitoring and measurement.

b. Evaluate the potential environmental impacts and risks associated with

identified non-conformities.
 c. Develop and implement corrective actions to address non-conformities, prevent
their recurrence, and mitigate their impacts.

d. Establish and implement preventive actions to address potential future issues,

risks, and opportunities for improvement.

e. Monitor and verify the effectiveness of corrective and preventive actions.

f. Maintain documented records of corrective and preventive actions, including

outcomes and follow-up actions.

10.3 Management Review:

a. Schedule regular management review meetings (e.g., annually or as required)

to assess the overall performance of the environmental management system.

b. During these reviews, evaluate the organization's compliance with ISO 14001
requirements, legal and other requirements, and the achievement of environmental
objectives and targets.

c. Discuss the results of monitoring, measurement, and audit findings.

d. Assess the effectiveness of corrective and preventive actions.

e. Identify areas for improvement and opportunities to enhance the environmental

management system.

f. Make decisions and recommendations to address areas of concern and

opportunities for improvement.

g. Document the outcomes of management reviews, including actions to be taken

and responsible parties.
 11.1 Emergency Contact List
Emergency Contact List Form

Organization Name:
Address:
Phone Number

Emergency Contacts:
Name Position Primary Contact Number Secondary Contact Number
[Name] [Position] [Primary Number] [Secondary Number]
[Name] [Position] [Primary Number] [Secondary Number]
[Name] [Position] [Primary Number] [Secondary Number]
[Name] [Position] [Primary Number] [Secondary Number]
External Emergency Services:
- Fire Department:
- Phone: [Enter Fire Department Phone Number]
- Address: [Enter Fire Department Address]

- Police Department:
- Phone: [Enter Police Department Phone Number]
- Address: [Enter Police Department Address]

- Medical Facilities:
- Hospital Name: [Enter Hospital Name]
- Phone: [Enter Hospital Phone Number]
- Address: [Enter Hospital Address]
- Clinic Name: [Enter Clinic Name]
- Phone: [Enter Clinic Phone Number]
- Address: [Enter Clinic Address]
Key Personnel:

Name Position Role during an Emergency Contact Number

[Name] [Position] [Role] [Contact Number]
[Name] [Position] [Role] [Contact Number]
[Name] [Position] [Role] [Contact Number]
 Name Position Role during an Emergency Contact Number
[Name] [Position] [Role] [Contact Number]

Specialized Contractors:

- [Contractor Name]: [Contact Information]

- [Contractor Name]: [Contact Information]

Utilities and Suppliers:

- Electricity Provider:

- Phone: [Enter Electricity Provider Phone Number]

- Address: [Enter Electricity Provider Address]

- Water Supplier:

- Phone: [Enter Water Supplier Phone Number]

- Address: [Enter Water Supplier Address]

Regulatory Authorities:

- [Regulatory Authority Name]: [Contact Information]

- [Regulatory Authority Name]: [Contact Information]

Neighboring Facilities:

- [Neighboring Facility Name]: [Contact Information]

- [Neighboring Facility Name]: Contact Information] [

Key Customers and Stakeholders:

- [Customer/Stakeholder Name]: [Contact Information]

- [Customer/Stakeholder Name]: [Contact Information]

Location of Emergency Equipment:

[Describe the locations of emergency equipment, evacuation routes, and key safety
features within your organization.]

Communication Protocols:

[Describe the procedures for internal and external communication during an

emergency, including the use of this Emergency Contact List.]

Review and Update:

- This Emergency Contact List Form will be reviewed and updated every [Specify
frequency, e.g., quarter/year].

- Responsible Person for Review and Update: [Enter Name and Position]

Training Requirements:

[Describe any training requirements for employees related to the Emergency Contact
List and emergency response procedures.]

Attachments:

[Include any relevant maps, diagrams, or additional emergency response

documentation here.]

Ensure that this form is regularly updated and accessible to all relevant personnel
within your organization. It is crucial for effective emergency preparedness and
response as per ISO 14001 compliance.

11.2 Site Maps

 Put your company Site Location Site Map

Emergency Response Training Records Form

Training Session Information:

- Training Date: _______________________

- Training Time: _______________________
- Trainer's Name: _______________________
- Training Location: _______________________
- Training Topic: _______________________
- Training Objectives: _______________________

Attendee Information:

Job Department/ Contact Information Signature & Date

Name Title Team (Email/Phone) of Attendance
[Attende [Job [Department/
e 1] Title] Team] [Email/Phone] [Signature] [Date]
[Attende [Job [Department/
e 2] Title] Team] [Email/Phone] [Signature] [Date]
[Attende [Job [Department/
e 3] Title] Team] [Email/Phone] [Signature] [Date]
 Job Department/ Contact Information Signature & Date
Name Title Team (Email/Phone) of Attendance
... ... ... ... ...

Training Content:
Provide a detailed outline of the training content. Include key topics covered, such
as

- Introduction to the organization's emergency response procedures.

- Roles and responsibilities during an emergency.
- Identification of potential environmental hazards and risks.
- Steps to mitigate the environmental impact during emergencies.
- Communication and notification procedures.
- Use of emergency equipment or tools.
- Procedures for evacuations, if applicable.
- Review of specific emergency scenarios and response actions.

Training Methods:
Explain the training methods used during the session. This may include lectures,
presentations, demonstrations, practical exercises, or simulations.
Assessment and Evaluation:
- Describe any assessments or evaluations conducted to measure attendees'
understanding of the training content
- Summarize the results, if applicable.

Feedback and Comments:

Allow attendees to provide feedback or comments on the training session. Include
suggestions for improvement.

Training Record Approval:

- Prepared By: _______________________
- Date Prepared: _______________________
- Approved By: _______________________
- Date Approved: _______________________

This form can be printed and filled out manually or converted into a digital form for
electronic record-keeping. Customize it to meet the specific needs and format
requirements of your organization while ensuring that it captures all the essential
details of your emergency response training sessions.

12. Glossary

1. ISO 14001: An internationally recognized standard that specifies requirements

for an effective environmental management system (EMS).

2. EMS (Environmental Management System): A structured framework for an

organization to manage and improve its environmental performance.

3. Preparedness: The state of being ready to respond to potential environmental

emergencies or incidents effectively.

4. Emergency Response: The actions taken to mitigate and manage

environmental incidents, accidents, or emergencies.

5. Risk Assessment: The process of identifying and evaluating potential

environmental risks and their impacts.

6. Hazardous Materials: Substances that pose a risk to human health or the

environment, often requiring special handling and storage.

7. Chemical Spill: The unintended release of hazardous chemicals into the

environment, which can result in pollution and harm to ecosystems.

8. Emergency Evacuation Plan: A documented strategy for safely removing

employees and others from a facility during an emergency.

9. Incident Management: The coordination of activities and resources to respond

to and mitigate environmental incidents.

10. First Responder: A person trained and equipped to respond to environmental

emergencies or incidents.

11. Communication Plan: A strategy for relaying information internally and

externally during an environmental emergency.

12. Notification Procedure: The steps to follow when alerting relevant authorities
and stakeholders about an environmental incident.

13. Critical Infrastructure: Key facilities and systems necessary for the
organization's operation and environmental response.

14. Environmental Impact Assessment: The evaluation of a project's potential

effects on the environment, including its risk to incidents.

15. Waste Management: The proper handling, storage, and disposal of waste
materials to minimize environmental impact.

16. Spill Response Kit: A set of equipment and materials used to contain and
clean up chemical spills.

17. Emergency Response Team: A designated group of individuals responsible

for managing environmental emergencies.

18. Mitigation Measures: Actions taken to reduce or prevent environmental harm

during and after an incident.

19. Regulatory Compliance: Adhering to laws and regulations related to

environmental protection and emergency response.

20. Drill and Exercise: Simulated emergency scenarios to test and improve the
effectiveness of response plans.

21. Environmental Audit: An evaluation of an organization's environmental

performance, including emergency preparedness and response.

22. Sustainability: The practice of meeting the needs of the present without
compromising the ability of future generations to meet their own needs.

23. Continuous Improvement: The ongoing effort to enhance an organization's

environmental performance and response capabilities.

24. Environmental Aspects: Identifiable elements of an organization's activities,

products, or services that can interact with the environment.

25. Legal and Other Requirements: Regulations, laws, and obligations relevant
to an organization's environmental responsibilities.

Customize this glossary to suit the specific needs and terminology of your
organization and its ISO 14001 preparedness and emergency response procedures.
Make sure to keep it updated as necessary to reflect changes in your EMS and
evolving industry standards.