Standard Operating Procedure for Coordinating with Local Emergency Services

1) Purpose

The purpose of this SOP is to establish a structured approach for effective communication and collaboration with local emergency services during critical incidents to ensure timely and efficient response and mitigate risks.

2) Scope

This SOP applies to all employees, supervisors, and Emergency Response Team (ERT) members involved in coordinating with fire departments, medical services, law enforcement, and other relevant agencies during emergencies.

3) Responsibilities

• Emergency Response Team (ERT): Serve as the primary point of contact for emergency services, providing incident details and facilitating their access to the site.
• Supervisors: Assist in gathering incident information and ensuring employees comply with emergency protocols.
• Safety Officers: Maintain updated contact details for local emergency services and ensure training on coordination procedures.
• Facility Manager: Provide resources and support for seamless coordination with external agencies.

4) Procedure

4.1 Preparedness

1. Establish Contact Information:
   • Maintain an updated list of emergency contact numbers, including fire departments, police, medical services, and disaster management authorities.
   • Ensure this contact list is accessible to ERT members and key personnel.

less
Copy code

2. Site Familiarization:
   • Invite local emergency services for periodic site visits to familiarize them with the facility layout, hazardous materials, and high-risk areas.
3. Training and Drills:
   • Conduct joint emergency response drills with local services to enhance coordination and identify areas for improvement.

4.2 Activation of Emergency Services

1. Assess the Emergency:
   • Determine the nature and severity of the incident (e.g., fire, chemical spill, medical emergency).

less
Copy code

2. Contact the Relevant Service:
   • Dial the appropriate emergency number and provide critical details, including:
     • Location of the facility and specific incident area.
     • Type and severity of the emergency.
     • Potential risks, such as hazardous materials or structural damage.
3. Notify the ERT:
   • Inform the ERT about the emergency services contacted and prepare them to assist upon arrival.

4.3 Assisting Emergency Services

1. Facilitate Site Access:
   • Ensure emergency vehicles have clear access to the facility and the affected area.
   • Deploy ERT members to guide emergency personnel to the incident site.

less
Copy code

2. Provide Incident Details:
   • Share relevant information, such as facility maps, Safety Data Sheets (SDS), and high-risk zone details.
3. Ensure Safety of Personnel:
   • Evacuate non-essential personnel and restrict access to the affected area to ensure the safety of emergency responders.

4.4 Communication During Emergencies

1. Designate a Point of Contact:
   • Assign a senior ERT member as the liaison officer to communicate with emergency services.

less
Copy code

2. Provide Real-Time Updates:
   • Keep emergency responders informed of changing conditions and new risks.
3. Document Communications:
   • Record all communications with emergency services in the Emergency Coordination Log (Annexure 1).

4.5 Post-Emergency Activities

1. Incident Reporting:
   • Prepare a comprehensive report detailing the incident, response actions, and outcomes.
   • Submit the report to relevant regulatory authorities if required.

less
Copy code

2. Review and Feedback:
   • Conduct a debriefing session with emergency services and ERT members to review the response and identify improvements.
3. Update Procedures:
   • Revise this SOP based on feedback and lessons learned from the incident.

5) Abbreviations, if any

• ERT: Emergency Response Team
• SDS: Safety Data Sheet

6) Documents, if any

• Emergency Coordination Log
• Incident Report
• Emergency Drill Records

7) Reference, if any

• OSHA Emergency Preparedness Standards
• NFPA Emergency Response Guidelines
• ISO 22320 Emergency Management Guidelines

8) SOP Version

Version: 1.0

Annexure

Template 1: Emergency Coordination Log

Date	Emergency Type	Service Contacted	Time Contacted	Response Actions
DD/MM/YYYY	Chemical Spill	Fire Department	10:30 AM	Area Evacuated, Spill Contained

Template 2: Incident Report

Date	Incident Description	Services Involved	Outcome	Reported By
DD/MM/YYYY	Gas Leak in Warehouse	Fire Department, Medical Services	Leak Stopped, No Injuries	John Doe

Template 3: Emergency Drill Record

Date	Drill Type	Duration	Observations	Corrective Actions
DD/MM/YYYY	Fire Drill	15 Minutes	Delayed Fire Department Notification	Updated Emergency Contact Process