Procedure: HS500 Page 9 of 14 RR DONNELLEY
Attachment 3
Visitor/Contractor Sign-In Log
Name (Please Print) Company Person Visiting Time In Time Out
Procedure: HS500 Page 10 of 14 RR DONNELLEY
Attachment 4
Example Emergency Planning Map
Procedure: HS500 Page 11 of 14 RR DONNELLEY
Attachment 5
ERP Guidance Document
Performing Annual Emergency Evacuation Drills
Background:
This document is recommended guidance for performing an evacuation drill. The use of this document assumes that all other elements of the ERP have been implemented: i.e. Roles filled, alarm systems functioning, assembly areas identified, employees trained on evacuation routes and assembly areas, etc.
General Considerations: ? Time of year: Perform drill during months when there is less chance of inclement weather. ? Notifying Local Authorities: Quite often, the local fire department will partner with a facility when performing an evacuation drill. They could bring the Fire Truck or ambulance to the facility during the drill to determine adequate space for their equipment and may also provide recommendations for improving future evacuations.
? Coverage Over All Shifts: Although only one emergency evacuation is required each year, efforts should be made to perform the drill across different shifts each subsequent year.
? Communications: ? If possible, provide communication system (radios, cell phones, etc.) to Evacuation Drill Team so that
Commander can be promptly informed of any issues
? The Maintenance/Building Operations Manager should remain in contact with the maintenance team to ensure
adequate communications in the event of an emergency. The maintenance team should be required to confirm that emergency shut down procedures (For electric, natural gas, etc.) can be quickly located and require the team to perform a mock or actual shutdown using these site-specific shut down procedures.
Step-By-Step Evacuation Drill Procedure: 1.0 The Commander should assemble an “Evacuation Drill Team” of individuals to administer and observe the drill. 2.0 Assign members of the team to observe each department and take notes (video or photos also recommended)
during the drill using the form in Tab 12 of the ERP. These employees should be clearly identifiable (hats, bright vests, etc.) as part of the Evacuation Drill Team (in an actual emergency, these personnel will evacuate with all others). The Commander should remain outside of the building to observe the evacuation near the assembly areas.
3.0 Once all team members are in place, the Commander should instruct the Maintenance/Building Operations
Manager to activate the alarm system. When performing the drill, the actual facility evacuation alarm should be used to: 3.1 Allow employees to hear the alarm they would hear in an actual emergency. 3.2 Allow the facility to verify that the system is fully operational.
Note: Prior to activating the alarm, be sure to notify any agencies (Fire Department, Security Service, etc.) that may be automatically notified when an alarm is activated to inform them that a drill is about to take place. You may also notify neighboring business so that they are aware this is only a drill.
4.0 When all employees are outside of the building, Department Emergency Representatives (Supervisors) should be
present at the designated outside assembly area performing headcount of their employees. If shift logs are used to determine the employees that should be present, ensure the Department Emergency Representatives (Supervisors) were able to locate log and record employees that are present and those that are not present. Department
Emergency Representatives (Supervisors) should then have reported any missing personnel to the Commander.
Procedure: HS500 Page 12 of 14 RR DONNELLEY
5.0
Drill Review / Documentation / Communication
Once the Commander is satisfied that all employees have been accounted for and any Emergency Response vehicles (if applicable) have left the site or are safe to pass, the “ALL Clear” should be communicated, allowing employees to reenter the building.
1.0
2.0 3.0
Review drill:
1.10 Commander meets with the Evacuation Drill Team
1.11 Obtain feedback from employees and collect all other records 1.12 Complete a report listing successes and areas of improvement. Communicate:
2.10 Communicate results to all employees across all shifts, via email, posting on boards, etc. 2.11 Discuss areas of improvement during department meetings or Supervisor talks Document:
3.10 Retain drill report for 2 years in order to document that the annual drill was performed 3.11 Follow-up so all corrective actions are implemented
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