INTEGRATED PROCEDURE MANUAL

SUBJECT: PROCEDURE FOR ACCIDENT, INCIDENT REPORTING & INVESTIGATION

1.0 PURPOSE:
1.1 Accident is an undesired event that results in harm to people, damage to property and / or
loss to process.
1.2 Incident is an undesired event that under different circumstances could have resulted in
harm to people, damage to property and / or loss to process.

2.0 SCOPE:
2.1 The reporting of accidents / incidents is essential because it helps in investigations of all
accidents / incidents and in identifying substandard acts and substandard conditions.
2.2 The purpose of an investigation is to establish facts and circumstances, determining causes
and assign remedial actions for prevention of recurrence.

3.0 RESPONSIBILITY:

3.1 The Primary responsibility is of the HOD (HR & ADMIN).

4.0 ASSOCIATED DOCUMENTS:

4.1 Emergency Accident Record

4.2 Minor Injury Record Register
4.3 Safety Equipment List & their record (Human / Fire / Electrical)
4.4 Safety Amenities Issue Register
4.5 Safety Committee-Minutes of Meeting
4.6 Employee Periodic Health Record Register
4.7 Accident Assessment Report

5.0 PROCEDURES:

5.1 CLASSIFICATION PROCEDURES

Accidents/ Incidents have to be classified into A, B and C Class using the following matrix.
Any incident which has the potential to cause injury / illness, process loss or property
damage as per class A is classified as HIGH POTENTIAL innocents.

ISO 9001 Cl. No.: -- API Q1 Cl. No.: -- ISO 14001 Cl. No.: -- OHSAS 18001 Cl. No.: 4.5.3

Doc. No.: Issue No.: 03 Rev. No.: 00

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 INTEGRATED PROCEDURE MANUAL

SUBJECT: PROCEDURE FOR ACCIDENT, INCIDENT REPORTING & INVESTIGATION

Accident/ Property Injury/

Process loss
Incident Class damage Illness
S/D of Complex Fatality; Medieval,
A Major X >Rs.100000/- WH S/D> 48 Disabling Injury
PGC S/D > 24hr LTI>90
Rs.5000/- 48>WH S/D>12
B Serious 90 > LTI > 5
>X>Rs.100000 24>PGC S/D >6
12>WH S/D>6 Treatment on
C Minor X<Rs.5000
6>PGC S/D >3 Production area

5.2 REPORTING PROCEDURES

5.2.1 Every individual who is witness to an accident / incident will report them to his Dept. In
charge (immediate Supervisor). The Emergency Accident record will be filled by the Plant
In charge in whose area the event occurred.
5.2.2 Reporting is to be done to the following Authorities as per the class of the Accident /
Incident.
CLASS A: Director
CLASS B: HOD – HR & ADMIN
CLASS C: HOD
5.2.3 The Accident/ Incident have to be reported by the witness immediately. The Accident/
Incident Form should be filled within 12 hours of the event.
5.2.4 All the Accident/ Incident forms will be maintained in two central file by the HOD (HR &
ADMIN). One for Major Accident and other for Minor Accident.
5.3 INVESTIGATION PROCEDURE
An effective Accident / Incident investigation program will methodically examine all
undesired events that did or could have resulted in physical harm to people, damage to
property, loss to process or harm to the environment.

ISO 9001 Cl. No.: -- API Q1 Cl. No.: -- ISO 14001 Cl. No.: -- OHSAS 18001 Cl. No.: 4.5.3

Doc. No.: Issue No.: 03 Rev. No.: 00

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 INTEGRATED PROCEDURE MANUAL

SUBJECT: PROCEDURE FOR ACCIDENT, INCIDENT REPORTING & INVESTIGATION

5.3.1 Investigation will be ordered an investigation team will be constituted by the following
Persons depending on the class of the event:
CLASS A: M.R. (IMS)
CLASS B: HOD – HR & ADMIN
CLASS C: HOD
5.3.2 Management Representative – IMS will be responsible for carrying out liaison work
whenever investigation is being carrying out by an external agency.
5.3.3 Investigation will be carried out by the Investigation team formed for the purpose. The
team must include immediate supervisor of the area where the accident/ incident
occurred. At least one representative of the Safety section should also be included. Other
members of the team may be included based on the expertise required.
5.3.4 The investigation should commence at the earliest after the constitution of the team. The
investigation report should be submitted within 7 days of constitution of the team for all
Class A and B accidents/ incidents.
For Class C accidents/ incidents, the investigation period may be decided so that the normal
duties of the team members and witnesses are not jeopardized. However, all investigations
have to be completed within 30 days.
5.3.5 The investigation team should keep the following facts in view while carrying out the
investigations:

It is important to arrive at an accurate statement of what really happened. This can be

achieved by collecting each and every information from whosoever was in a way related to
the happening. All persons providing information input must be assured of no blame fixing.

The investigation will be targeted to determine the root causes responsible for the
happening. The emphasis will be to determine the weakness inherent in the system.

ISO 9001 Cl. No.: -- API Q1 Cl. No.: -- ISO 14001 Cl. No.: -- OHSAS 18001 Cl. No.: 4.5.3

Doc. No.: Issue No.: 03 Rev. No.: 00

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SUBJECT: PROCEDURE FOR ACCIDENT, INCIDENT REPORTING & INVESTIGATION

5.3.6 The report should be sent to the senior who constituted the investigation team.
5.3.7 The report will constitute remedial actions to control identified causes with clearly defined
time frames and position accountabilities.
5.3.8 All the records will be maintained in the central file by the Manager HR & ADMIN of
COMPANY.
A copy of the investigation report has also to be sent to the M.R.

5.4 MANAGEMENT PARTICIPATION

MR - IMS will provide visible evidence of management’s commitment to the loss control
program in case of class A accidents or HIGH Potential incidents by:
(a) By making themselves present at the accident site to ensure that the
investigation procedures are promptly started and secondary losses are minimized.
(b) By conducting a review meeting within the next working day to focus on the
causes of the incident and prevent its possible recurrence.
M.R. (IMS) on the Production area will carry out checks of various possible sources of
information to verify that accidents / incidents are being reported and investigated as per
the safety management program. The checks will be carried out at least once in a quarter
and the results are documented.

6.0. RECORDS:
All the records related to accident, incident reporting and investigation will be maintained
for a period as mentioned in the master list of formats as per applicable format.

ISO 9001 Cl. No.: -- API Q1 Cl. No.: -- ISO 14001 Cl. No.: -- OHSAS 18001 Cl. No.: 4.5.3

Doc. No.: Issue No.: 03 Rev. No.: 00

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