Procedure for emergency preparedness & response

Doc ID ASPL-IMS-PR07
Doc Type Internal
Policy Owner Management Representative
Policy Reviewer IMS Manager (Director Sales)
Policy Approver(s) Director Productions
Related Policies/Procedures
Storage Location Electronic Devices
Effective Date 01.11.2023
Next Review Date 01.11.2024

REVISION HISTORY:

Page Revision
Description of Change Prepared by
No. Number Date
00 01.11.2023 Initial Release

Doc ID: ASPL-IMS-PR07 Version 1.0 Last Rev. Date: 01.11.2023 Page 1 of 3

This procedure is the sole property of Addon Shareware Pvt. Ltd. and its reproduction, in parts or whole,
by any means is strictly prohibited except prior written consent from Addon Shareware Pvt. Ltd.
 Procedure for emergency preparedness & response

1. Purpose:
The purpose of this procedure is to establish a systematic approach for identifying potential emergency
situations, preparing for emergencies, and responding effectively to protect the health and safety of
employees, visitors, and the environment in [Fictional IT Company].

2. Scope:
This procedure applies to all employees, contractors, and stakeholders of [Fictional IT Company]. It
covers emergency situations related to occupational health and safety, as well as environmental
incidents that may arise during software development, web development, and IT services.

3. Roles and Responsibilities:

Emergency Response Team:

A designated Emergency Response Team will be formed, consisting of trained individuals responsible for
coordinating and executing emergency response actions.

Employees:
All employees are responsible for familiarizing themselves with emergency procedures, reporting
incidents promptly, and cooperating with emergency response efforts.

Management:
Top management is responsible for providing resources, support, and oversight to ensure the effective
implementation of emergency preparedness and response measures.

4. Emergency Planning Process:

a) Risk Assessment:
- Conduct a thorough risk assessment to identify potential emergency scenarios specific to the IT
industry, such as power outages, data breaches, natural disasters, and other relevant incidents.

b) Emergency Response Procedures:

- Develop detailed emergency response procedures for identified scenarios. This includes evacuation
plans, communication protocols, and specific actions to be taken by the Emergency Response Team and
employees.

c) Communication Plan:
- Establish a clear communication plan that includes methods for alerting employees, emergency
contacts, emergency services, and other relevant stakeholders.

Doc ID: ASPL-IMS-PR07 Version 1.0 Last Rev. Date: 01.11.2023 Page 2 of 3

This procedure is the sole property of Addon Shareware Pvt. Ltd. and its reproduction, in parts or whole,
by any means is strictly prohibited except prior written consent from Addon Shareware Pvt. Ltd.
 Procedure for emergency preparedness & response

d. Training and Drills:

- Conduct regular training sessions and emergency drills for employees to ensure they are familiar with
emergency procedures and can respond effectively.

5. Emergency Response Actions:

a. Emergency Notification:
- In the event of an emergency, employees are required to notify the Emergency Response Team and
follow established communication channels.

b. Evacuation:
- If evacuation is necessary, employees will follow designated evacuation routes to assembly points. The
Emergency Response Team will ensure all areas are cleared and perform headcounts.

c. First Aid and Medical Assistance:

- Trained personnel will provide first aid as needed. Emergency services will be contacted for medical
assistance if required.

d. Environmental Incident Response:

- In the case of environmental incidents, follow procedures outlined in the ISO 14001 Environmental
Management System to mitigate the impact and initiate corrective actions.

6. Post-Emergency Actions:

a. Investigation and Analysis:

- Conduct a thorough investigation into the cause of the emergency and assess the effectiveness of the
emergency response. Implement corrective actions to prevent recurrence.

b. Documentation:
- Document all aspects of the emergency, including response actions taken, lessons learned, and
improvements needed. Maintain records for review and audit purposes.

7. Review and Revision:

Regularly review and, if necessary, revise the emergency preparedness and response procedures to
ensure their continued effectiveness. This should be done in conjunction with periodic risk assessments.

8. Records
ASPL-IMS-10.2.1 Employee injury report form
ASPL-IMS-8.2.1 Mock Drill Plan

Doc ID: ASPL-IMS-PR07 Version 1.0 Last Rev. Date: 01.11.2023 Page 3 of 3

This procedure is the sole property of Addon Shareware Pvt. Ltd. and its reproduction, in parts or whole,
by any means is strictly prohibited except prior written consent from Addon Shareware Pvt. Ltd.