DOC. NO.: QPR-21 REV. NO.

: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 1 of 7

1.0 Objective:

To establish and maintain a system for food safety by identification of potential

causes and response to accidents and emergency situations.

2.0 Scope:

All activities carried out by the Organization under the QMS and FSMS.

3.0 Responsibility:

General Manager/M.R./Food safety Team Members.

4.0 PROCEDURE:
DEFINITION OF EMERGENCY: “An incident may be considered as EMERGENCY
if it causes serious impact on food safety or on the ability of the organization in the food
chain”
 The following areas are declared as emergencies.
1 LPG Gas : Fire and Explosion
2 Paint, Lube Oil & Diesel Storages : Fire and spillage/Food Contamination
3 Electrical substations/Diesel : Short Circuit/Fire/Food Contamination
Generator
4 Flood : Food Contamination
5 Accident (Container carrying : Food Contamination/Packing breech
goods)

 The above emergencies are derived from the emergency conditions evaluated by
the Food safety team.
 The detailed actions in meeting the above emergencies are as follows for each of
the above
1) LPG Gas Usage Area:
CONTROL MEASURES PROVIDED:
 The gas cylinders are stored in upright positions.

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 2 of 7

 The storage areas are fenced at specified safe distance and protected free from all
grass growth, waste materials and rubbish.
 Adequate number of suitable Fire extinguishers is provided near by.
IN CASE OF EMERGENCY:
 The personnel noticing any sort of fire at the location shall immediately inform the
Main gate security by phone/shouting (depending on the location) and reveal the
location and nature of the fire.
 The security staff immediately rushes to the site for rescue operations with
necessary equipment and put all efforts in extinguishing the fire.
 The personnel and Security officers shall co-ordinate the operations along with his
designee.
 Care shall be taken to ensure that water containing the debris does not escape
outside the premises of the plant.
2) PAINT, LUB OIL AND DIESEL STORAGES
CONTROL MEASURES PROVIDED:
 Suitable fire extinguishers are provided near the area of storages.
 Good house keeping is maintained at the storage areas.
INCASE OF EMERGENCY:
 Any one noticing fire near these areas shall inform main gate security at phone. In
case of small fires, the departmental staff will extinguish the fire with fire
extinguishers.
 The main gate security staff on receipt of the information shall immediately reach
to the site and extinguish the fire.
 Incase of major oil spillage’s, the person noticing the same shall inform his
immediate superior who will intern report to the sectional/Departmental heads for
taking corrective actions.
3) ELECTRICAL SUB-STATIONS/Diesel Generator:
CONTROL MEASURES PROVIDED:
 Rubber mats are provided in front and rear portions of the PCC panels/Generator.

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 3 of 7

 Suitable fire extinguishers are provided in all the sub-stations.

 Protection relays have been provided to trip the circuits.
INCASE OF EMERGENCY:
 The person noticing any short circuit and fire shall immediately contact Electrical
Shift room at phone to isolate the power and inform the main gate security at phone
incase of fire.
 The Electrical. Shift staff shall immediately arrange for isolation of power and
keep their immediate superior informed.
 The security staff shall immediately rush to the spot and extinguish the fire with
the help of electrical staff.
4) FLOOD
CONTROL MEASURES PROVIDED:
 All motors and electrical switches/panels are at-least 3ft above ground.
 Suitable wall structure provided where necessary to prevent water seepage.
 Finished goods are stored in mezzanine floor during monsoon season.
INCASE OF EMERGENCY:
 Any one noticing short-circuit near these areas shall inform main gate security at
phone. In case of small fires, the departmental staff will extinguish the fire with fire
extinguishers.
 The main gate security staff on receipt of the information shall immediately reach
to the site and extinguish the fire.
 Incase of major contamination expected, the person noticing the same shall inform
his immediate superior who will intern report to the sectional/Departmental heads
for taking corrective actions.
5) ACCIDENTS (REFRIGERATED CONTAINER CARRYING GOODS)
CONTROL MEASURES PROVIDED:
 Temp Control Log Sheet shall be maintained by the vehicle operator.
INCASE OF EMERGENCY:
 Transporter shall be immediately notified.

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 4 of 7

 An alternate arrangement shall be requested and another suitable container shall be

sent.
 The vehicle operator shall be instructed to take steps to safe-guard the product to
maximum possible.
OBJECTIVES:
1) Controlling the emergency and eliminating the food contamination.
2) Head count and rescue operations.
3) Treatment of the injured.
4) Safe guarding the personnel by timely evacuation
5) Minimizing the damage to property/food and the environment.
6) Informing and assisting the relatives of the injured.
7) Informing and co-ordination with the Statutory authorities
8) Preserving records and operating investigator.
9) Ensuring Safety of the personnel and site conditions before the personnel re-
enter and resume the work.
10) Investigating and taking steps to prevent reoccurrence.
11)Restore normalcy and confidence.

ROLE OF EMERGENCY ORGANIZATION TEAM MEMBERS:

Following classification is followed to deal with the Emergency:
1. Any one noticing the Major emergency:
 Any person noticing the emergency shall immediately inform the Main gate
security at phone.
 Inform the immediate Superior about the incident and arrange for the first aid.
 Give details of the incident about the exact location, type of emergency and if
possible its magnitude.
 Inform nearest hospital if injuries have taken place in the emergency.

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 5 of 7

2. Fire Fighting Team (Security Personnel)

 On getting the information of the incident, inform the coordinators.
 Send the security team for fire fighting operations if it is a fire incident with all
the suitable equipment and available resources.
 Act as per the instructions of GM
 If the instructions received are for the major emergency, inform all the
members as per the list provided through the paging system immediately.
3. Rescue Team: (first Aid Trained Personnel)
 On receipt of the information, immediately ascertain the position of the
emergency and accordingly act for arranging first Aid/Ambulance for shifting
the injured and keep VP informed of the same.
 Incase the position warrants that medical staff have to reach the emergency
spot for rendering medical aid, takes the appropriate instructions from GM.
 The Emergency instruments and medicines are always kept ready in Medical
center all the times.
4. Site Main Controller (Director or his designee):
 He will assume the overall responsibility of the factory and personnel.
 After taking feedback from the site controllers and other senior officials, he
shall review the situation immediately and depending on the impact declares
the emergency.
 He will continuously review the actions and give instructions to the senior
persons down the line.
 He shall visit to the site and assess the situation.
5. Incident Controller (Concerned section head)
 Report at the emergency control center. Take instructions from the site
controller
 Rush to the incident site and coordinate with site main controller for rescue
operations.
 Immediately act for the necessary resources for the rescue operations.

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 6 of 7

 Mobilize the staff towards various actions.

 Continuously monitor the rescue and relief operations.
6. Communication Team (personnel Department)
 Proceed to the emergency control center and take instructions from the site
controller.
 Arrange for informing the relations of the injured.
 Take charge of all operations of ambulance requirements, transport facilities
and medical facilities as and when required.
 Arrange for the head count and evacuation measures.
 Arrange for communication with statutory duties like informing District
Magistrate, Collector, Factory Inspector, Fire Services, Ambulances, Insurance
as the case may be.
7. Coordinators (Section Representatives Chosen by incident controller):
 Immediately rush to the emergency control room and take instructions from
the site controller.
 Control the traffic at various entry/exit points and at the scene of the incident.
 Arrange for incoming emergency team members about the location and the
nature of emergency.
 Nominate one person continuously at the security control room till the
attaining normalcy for communications.
 Supervise fire fighting operations incase of major fire incident and salvaging
operations.
 Associate with local police officials, if instructed by the site main controller.
 Arrange for the requisitions of nearby fire services incase of major fire
incident, if the resources are not sufficient within the Plant.
 Continuously monitor the situation and report to the site controller.
8. Food Safety Team:
 Call an emergency meeting to evaluate the possible affects of emergency on
food safety

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 DOC. NO.: QPR-21 REV. NO.: 02
B D AROMATICS PVT. LTD ISSUE DATE: 25/06/2018
PROCEDURE FOR EMERGENCY FSMS: 5.7
PREPAREDNESS AND RESPONCE Page 7 of 7

 Identify the food item suspected to be affected.

 Identify and evaluate any damage to packing
 Carry out necessary visual checks and if required re-testing of food so affected.
 Separate and/or mark such affected food items/good affected (which may
affect food safety such as packing material, plant and machinery).
 Check suitability of actions w.r.t. re-work, repair, modify, dispose or other
suitable action.
 Identify the corrections and corrective actions to be taken.
 Inform the interested parties.

List of Important Telephone Numbers

PARTY NAME NUMBER-1 NUMBER- 2 MOBILE NUMBER
Director
Works Manager
In-Charge, Electrical
In-Charge,
Maintenance
Security
FIRE STATION
POLICE-STATION
Medical officer
Electrical sub station

Ref: List of Fire Extinguishers, Fire Extinguisher/First aid box Layout Plan, Accident
Log Book, Mock drill record, Stock records, Testing records.

Prepared By: Approved By: Location: