Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
This SOP provides mandatory, step-by-step procedures for managing health incidents, fire emergencies, and natural disasters, ensuring the protection of life and compliance with the Health and Safety at Work Act (Chapter 321C).
This procedure applies to all staff, contractors, and visitors in the event of an emergency or incident.
Step # | Task Description | Action | Responsibility |
3.1 | Assess the Scene | Ensure the area is safe. Do not put yourself at risk. | First Person on Scene |
3.2 | Initial Care | If trained, administer basic first aid. Locate the nearest First Aid Kit. | Trained Staff |
3.3 | Call for Help | Contact Emergency Services (Police/Ambulance: 911 or 919 in The Bahamas). | Designated Responder/Manager |
3.4 | Record Incident | After the situation is stable, complete the Incident Report Form for internal investigation and documentation. | Office Manager |
This protocol is reviewed annually, and mandatory drills are conducted every week and/or monthly.
Step # | Task Description | Action | Responsibility |
4.1 | Alarm Activation | If a fire is confirmed, immediately activate the nearest fire alarm and shout "FIRE! FIRE! FIRE!" | First Person Discovering Fire |
4.2 | Evacuation | Immediately evacuate the building using the nearest designated escape route. Do not use elevators. | All Staff/Visitors |
4.3 | Assembly | Proceed immediately to the Designated Assembly Point (Location: Parking Lot Opposite Building). | All Staff/Visitors |
4.4 | Roll Call | The Office Manager (or delegate) takes a roll call to confirm all personnel are accounted for using the daily employee roster. | Office Manager |
4.5 | Re-entry | DO NOT re-enter the building until you receive clearance from the Fire Department or the Senior Manager. | Manager/Emergency Services |
4.6 | Equipment Use | Only employees trained in the use of fire extinguishers may attempt to extinguish a small, contained fire, provided it is safe to do so. | Trained Staff Only |
This section ensures that the employer's duty to provide safe equipment and the employee's duty to use it correctly are met.
Step # | Task Description | Action | Responsibility |
5.1 | Ergonomic Setup | Adjust the monitor height, chair height, and keyboard position to maintain a safe, comfortable working posture. Report needed ergonomic equipment (e.g., footrests). | All Staff |
5.2 | Electrical Safety | DO NOT overload electrical sockets. Report any frayed cables, faulty plugs, or smoking equipment immediately. | All Staff |
5.3 | Housekeeping/Tripping Hazards | Ensure all walkways are clear. Secure loose cables with ties or runners. Clean up any spills immediately. | All Staff |
5.4 | Defective Equipment | Immediately tag any defective machinery or equipment "DO NOT USE" and report it to the Office Manager for repair or replacement (as per HR-POL-001, Section 3.2). Do not attempt unauthorized repairs. | All Staff |
This procedure is enacted when the Bahamas Department of Meteorology issues a Hurricane Watch or Warning.
Step # | Task Description | Timing | Responsibility |
6.1 | Critical Data Backup | Ensure all digital client files and operational data are fully backed up to the secure, off-site cloud server. | IT Administrator/Manager |
6.2 | Secure Cash/Assets | All physical cash and negotiable instruments must be secured in the main vault/safe. All high-value assets must be moved off the floor (in case of flooding). | Designated Closer/Manager |
6.3 | Window Hardening | Secure all windows using storm shutters or pre-approved procedures. | Facilities/Designated Team |
6.4 | Unplug & Power Down | Shut down and unplug all non-essential electronics to prevent surge damage. Do not simply turn off power strips; disconnect from the wall. | All Staff |
6.5 | Final Office Lockdown | The Designated Closer confirms the office is empty and secure for the duration of the event. | Designated Closer |
Office Opening and Closing Security Checklist