ASPEC Engineering HSE Management System Work Instruction

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Kelley Whitehead
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1 1 ASPEC Background ASPEC has three operations NSW, QLD & NSW. Several employees operate remotely in a home office environment. ASPEC uses IT technologies to maintain communication and document retrieval across locations. Following the January 2011 Brisbane floods and Cyclone Yasi in Mackay 2011 affecting ASPEC s operations, ASPEC has developed an emergency plan detailing the steps to undertake if a similar even shall occur in the future. 2 Definitions Term ASPEC emergency Definition Is a situation that threatens or endangers employees, customers of members of the public, disrupts or shuts down operations; or causes physical or environmental damage. Emergencies may be natural or manmade and include the following: Floods, cyclones hurricanes, tornadoes Fires Radiological accidents Explosions Civil disturbances Workplace violence Cyber attack 3 ning 3.1 Protection of ASPEC assets ASPEC has identified bulk SMS providers to allow staff to be contacted during an emergency if required. Web-based platforms are used so no software is required c/SMS c/SMS - 9c/SMS _01 ASPEC 1

2 3.1.2 To enable work through a disaster, each staff member will be equipped with a laptop with remote access to the server ASPEC has identified alternative offices to be used if required in the event of an emergency. The Brisbane alternative offices are as follows: Affordable Business Solutions has a property in Toowong at 49 Sherwood Road, Toowong Servcorp has two premises in the CBD, AMP Place, 10 Eagle Street; and Riparian Plaza, 71 Eagle Street Regus has two premises in the CBD, Northbank Plaza, 69 Ann Street; and Riverside Centre, 123 Eagle Street The Workstation has one premises in Teneriffe, Commercial Road Christies Offices offers Project Space a mostly open-plan office space for short term hire, located at 320 Adelaide Street in the CBD 3.2 Protection of ASPEC staff ASPEC emergency contact details. The Brisbane Administrator will keep an updated contacted list of all personnel in ASPEC, copy of details to be sent to all personnel on a 3 monthly basis ASPEC Disaster Event Coordination Officer A Disaster Event Coordination Officer (DECO) will be appointed, and a local DECO identified for each location. Unless appointed otherwise the DECO will be the chief operating officer and local DECO, the local office manager. The DECO will be responsible for maintaining communication with staff. They will check in with staff to ensure their wellbeing, provide daily updates on the state of operations, and communicate relevant information to the Directors. 3.3 Disaster information and warnings Organisations managing natural disasters use a range of methods to warn the community about severe weather and other emergencies that require preparation and action. The following links will help in getting current information. Local radio station frequencies :This link can be used to find your local ABC radio station. Bureau of Meteorology : website for weather updates, weather warning and tsunami warning information. _01 ASPEC 2

3 Queensland Disaster Management Services website : for information on Be Prepared, Emergency Alert messages issued and current information on disaster events. Local council website : find your local council for information on local emergency management plans and arrangements including evacuation information and routes. EAS : The Employee Assistance Service provides a range of services including support, debriefing and counselling (grief and financial), and is available state-wide, 24 hours a day, 7 days a week. Community Recovery : Provided by Department of Communities, this page provides information on where to get financial, accommodation and other forms of assistance. Queensland Health : Provides health information relating to natural disasters. 3.4 Scenarios Required steps: staff to leave building, activate alternate server arrangements, arrange access to alternate office space and inform staff. A Disaster Event Coordination Officer (DECO) will be appointed, and an alternate DECO identified in case of absence. The DECO will be responsible for maintaining communication with staff. They will check in with staff to ensure their wellbeing, provide daily updates on the state of operations, and communicate relevant information to the Directors. Event requiring immediate evacuation 1. Staff to follow building evacuation procedures and meet at muster point 2. Once all clear has been given, staff will be instructed to go home and await further instructions 3. DECO to contact Director(s) if necessary and brief them on what has happened 4. DECO to make arrangements to switch phones to a different ASPEC office (procedure for switching over phones) 5. DECO to make contact with alternate office space providers and arrange work space for staff (list of contacts for alternate office space providers) Event requiring non-urgent evacuation 1. DECO to instruct staff to leave the office, taking with them laptops, dongles, papers and anything else to allow them to continue working remotely _01 ASPEC 3

4 2. DECO to physically remove servers and take to back-up location (establish location) 3. DECO to contact Director(s) if necessary and brief them on what has happened 4. DECO to make arrangements to switch phones to a different ASPEC office (procedure for switching over phones) 5. DECO to make contact with alternate office space providers and arrange work space for staff (list of contacts for alternate office space providers) 4 Cyclone Safety Information 4.1 Emergency response Upon warning of local evacuation Based on predicted wind speeds and storm surge heights, evacuation may be necessary. Official advice will be given on local radio/ TV regarding safe routes and when to move. Wear strong shoes and tough clothing for protection. Lock doors; turn off power, gas and water. If evacuating inland, leave early to avoid heavy traffic, flooding and wind hazards. If evacuating to a public shelter or higher location, follow police and State/ Emergency Services directions. If going to a public shelter, take bedding needs and books and games for children. Lead pets protected with food and water When a cyclone strikes Disconnect all electrical appliances. Listen to your battery radio for updated. Stay inside and shelter (well clear of windows) in the strongest part of the building, i.e. cellar, internal hallway or bathroom. Keep evacuation and emergency kits with you. If the building starts to break up, protect yourself with mattresses, rugs or blankets under a strong table or bench or hold onto a solid fixture, e.g. water piper. _01 ASPEC 4

5 Beware the calm eye. If the wind drops, don t assume the cyclone is over; violent winds will soon resume from another direction. Wait for the official all clear. If driving, stop (handbrake on and in gear) but well away from the sea and clear of trees, power lines and streams. Stay in the vehicle After the cyclone strikes Do not go outside until officially advised it is safe. Check for gas leaks. Don t use electric appliances if wet. Listen to local radio for official warnings and advice. If you have to evacuate, or did so earlier, don t return until advised. Use a recommended route and don t rush. Beware of damaged power lines, bridges, buildings, trees and don t enter floodwaters. Heed all warnings and don t go sightseeing. Check/ help neighbours instead. Don t make unnecessary phone calls Where to obtain cyclone information: The main sources of cyclone information are radio and television stations. During a cyclone threat, some stations keep local staff on 24 hours a day to broadcast cyclone information. Because of the high chance of the power supply being disrupted, it is important to have a battery-operated radio to listen for cyclone advices. The bureau also provides the latest watches, warnings and supporting information on this website and through its telephone Weather-by-Fax services. Look in your Telephone Directory under Bureau of Meteorology to obtain numbers for additional services which are not listed below. Further preparedness and general information on cyclones is produced by Emergency Management Australia and is available from the State/ Territory Emergency Services. Bureau of Meteorology: 1. Automated Telephone Messages: cyclone advices (watch/warning): QLD Weather-by-Fax: Directory pages (poll fax): QLD Cyclone Safety Information _01 ASPEC 5

6 5 Flood Safety Information 5.1 Emergency Response Before Consider what you can do before your workplace is inundated with heavy rain or water to reduce the risk of damage to property and buildings 1. Do vehicles need to be moved? 2. Can furniture or electrical equipment be moved to higher ground? 3. Is there anything else that I could do? During Do not walk or drive through water: Drowning is the number one cause of flood deaths, with as little as six inches of moving water will be able to walk an adult off their feet. In those areas where the water is not flowing, always check the depth of the path ahead of you with a pole or walking stick before proceeding. Do not drive around road barriers or across flooded roads: The road or crossing may be washed out, or the current may be stronger than you realise. Remember, more people drown in their cars than anywhere else in a flood. Do not connect portable generators to premise wiring: Unless a proper isolation system has been installed by an electrician, than do not connect portable generators to premises. Only use generators to power appliances if the manufacturer s instructions state it is safe to do so. Do not use switches or electrical appliances: do not use switches or electrical appliances which are or may be wet. Do not use any electrical appliance or installation with wet hands; do not operate electrical appliances or switches while standing in water. Take extra care and wear synthetic or rubber soled shoes at all times After If your premises have been inundated, contact a licensed electrical contractor to check the premises and appliances as soon as flooding has been abated. Do not enter the premises until they deem safe to do so. Look before you step: after a flood, floors can be covered with debris including broken bottles and nails. Floors and stairs that have been covered with mud can also be very slippery. Do not use open flames: when inspecting premises for damage, always use a flashlight instead of candles, lanterns or open flames. Also remember not to smoke until you are sure that any gas supply has been turned off and the area has been aired out. _01 ASPEC 6

7 Ensure the power is switched off: ensure the power is switched off at the switchboard during any clean up operations that use water or high pressure cleaners. This will help prevent contact with electrical equipment and appliances. Dispose health hazards: dispose of any flood effected items that may be a health hazard. When in doubt, throw them out. Take care of yourself and those around you. Recovering from a flood is a big job. It is tough on people both physically and emotionally, and the effects a disaster has on you and your family may last a long time. Learn how to recognise and care for anxiety, stress and fatigue. 6 IT Emergency 6.1 Backup Tapes Collect ALL available backup tapes Atlantic Digital will identify appropriate tape/s that may have to be retrieved from Iron Mountain 6.2 Server Shutdown Contact Atlantic Digital to have servers remotely shut down (Shutdown takes up to 15 minutes) During business hours (7:00AM - 6:00PM Mon-Fri), call and request the first available engineer. After hours, contact in the following order: Derry Crittenden Tim Harrington Aaron Lindner Cyber Attack ASPEC has a legal and ethical responsibility to it s Clients, Team Members and it s commercial interests to be prepared for a Cyber Attack. The faster ASPEC responds, the more likely we are to effectively limit any negative consequences. A data breach is an unauthorised access or disclosure of company data, personal or privileged Client information, or loss of company, personal or client information. It can have serious consequences. A breach can be caused by malicious action (external or internal), human error or a failure in information handling or security. Examples include: Loss or theft of devised eg laptops, storage devices or paper document Unauthorised access to personnel, Client records _01 ASPEC 7

8 Inadvertent disclosure of information due to human error Eg sent to the wrong person or Client Contain suspected or known breach o Contact Atlantic Digital, Directors and Group Leaders the moment a suspected or known breach has occurred Assess the breach o First and foremost could the breach result in serious harm? Eg could someone be personally injured or placed in danger from the information that has been accessed? o Plan remedial action who should undertake the plan forward and who should be involved in the remediation process o Investigate determine what has occurred and what information has been accessed. What is the exposure level? o Take Action to recover the lost information, change access controls and ensuring that serious harm is no longer Notify Individuals/Clients and/or Australian Information Commissioner o Where serious harm is likely ASPEC must contact the individual and/or Client involved and prepare a written statement to the Commissioner. NB the Police should be notified if persons are in danger Review the incident for future prevention o Create a Lessons Learned detailing what went wrong, remedies taken and what systems/procedures need to be improved to prevent future breaches, ASPEC has a comprehensive Cyber Liability & Privacy Protection Insurance with DUAL Australia. NB - In the event of a Claim or Loss, contact Charles Taylor Adjusting in the first instance on or cyber@ctplc.com 7 Document Control Revision Completed on Author Comments 0 Unknown Unknown S Cardow Regular reviews, content updates unknown. Document Control detailed not available Document control details included. Expansion on cyber Attack and Server Shutdown details. Annual review for compliance and relevance. _01 ASPEC 8

New Pig Corporation newpig.com HOT-HOGS Page 1 of 10

New Pig Corporation newpig.com HOT-HOGS Page 1 of 10 Develop a Disaster Preparedness Plan Assess your risks of natural and manmade disasters Purchase adequate insurance and ensure that you have the types of coverage you may need Keep employee contact information