Return to HSE-Manaul

 

 

1. Introduction

This manual outlines the procedures for reporting and investigating incidents at LOCATION X RENT A CAR. The aim is to ensure prompt, effective, and consistent handling of incidents to enhance safety, compliance, and operational efficiency.

2. Objectives

  • Ensure timely and accurate reporting of incidents.
  • Conduct thorough investigations to determine causes and prevent recurrence.
  • Maintain compliance with legal and regulatory requirements.
  • Implement corrective actions and continuous improvement measures.

3. Scope

This process applies to all incidents involving vehicles, facilities, employees, and customers at LOCATION X RENT A CAR.

4. Definitions

  • Incident: Any event that leads to injury, damage, or disruption of operations, including accidents, theft, vandalism, and safety breaches.
  • Near Miss: An event that could have resulted in an incident but did not, either by chance or timely intervention.

5. Incident Reporting

5.1 Reporting Responsibilities

  • Employees: Must report any incident or near miss immediately to their supervisor.
  • Supervisors/Managers: Responsible for documenting the incident and initiating the investigation process.
  • Customers: Should report any incidents involving rental vehicles or on-site occurrences to the rental office immediately.

5.2 Reporting Procedure

  1. Immediate Action:
    • Ensure safety of all individuals involved.
    • Provide necessary first aid or medical assistance.
    • Secure the area to prevent further incidents.
  2. Incident Notification:
    • Employees report the incident to their supervisor immediately.
    • Supervisors notify management and relevant departments (e.g., security, maintenance).
  3. Incident Documentation:
    • Complete an Incident Report Form, including:
      • Date, time, and location of the incident.
      • Description of the incident.
      • Names and contact information of involved parties and witnesses.
      • Initial assessment of damages or injuries.
    • Submit the Incident Report Form to management within 24 hours of the incident.

6. Incident Investigation

6.1 Investigation Responsibilities

  • Investigation Team: Composed of supervisors, safety officers, and relevant department representatives.
  • Lead Investigator: Appointed by management to coordinate the investigation.

6.2 Investigation Procedure

  1. Investigation Initiation:
    • Management appoints the Lead Investigator.
    • The Lead Investigator assembles the Investigation Team.
  2. Information Gathering:
    • Interview involved parties and witnesses.
    • Collect physical evidence (e.g., damaged property, photographs, surveillance footage).
    • Review related documents (e.g., maintenance records, previous incident reports).
  3. Analysis:
    • Determine the sequence of events leading to the incident.
    • Identify root causes and contributing factors.
    • Evaluate the adequacy of existing controls and procedures.
  4. Findings and Recommendations:
    • Document the findings of the investigation in an Incident Investigation Report.
    • Recommend corrective actions to prevent recurrence.
    • Present the report to management for review and approval.

7. Corrective Actions

7.1 Implementation

  • Management reviews the Incident Investigation Report and approves corrective actions.
  • Assign responsibilities and timelines for implementing corrective actions.
  • Communicate changes to all relevant employees and departments.

7.2 Follow-Up

  • Monitor the implementation of corrective actions.
  • Conduct follow-up inspections to verify effectiveness.
  • Update policies and procedures based on investigation findings and lessons learned.

8. Documentation and Records

  • Maintain detailed records of all incidents, investigations, and corrective actions.
  • Use standardized forms and templates for consistency.
  • Store records in a secure and accessible location.

9. Training

  • Provide regular training to employees on incident reporting and investigation procedures.
  • Ensure employees understand their roles and responsibilities in the process.
  • Conduct periodic drills and simulations to reinforce training.

10. Review and Improvement

  • Regularly review and update the incident reporting and investigation process.
  • Analyze incident trends and identify areas for improvement.
  • Implement changes to enhance the effectiveness of the process and prevent future incidents.

 

Return to HSE-Manaul