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SW-EMS-FRM-002

Emergency Contact List Template

Version

1.0

Owner

Environmental Lead

Effective Date

[TBD]

Review Date

[TBD]

Emergency Contact List Template

Instructions for Use

Purpose: Maintain up-to-date contact information for emergency response personnel, authorities, and external services.

How to Complete:

  1. Fill in all contact details for each role/organization
  2. Include both primary and alternate contacts where applicable
  3. Verify phone numbers and email addresses are current
  4. Update immediately when personnel changes occur
  5. Test contact numbers periodically (quarterly recommended)
  6. Store copies in multiple locations:
    • Posted in each office (common areas, near emergency equipment)
    • Shared drive (accessible to all staff)
    • Mobile devices of Emergency Response Team members
    • Printed copy in emergency response kit

Review Frequency: Quarterly review by Environmental Lead and Office Managers

Distribution:

  • Posted in all offices (publicly visible)
  • Emergency Response Team members (mobile access)
  • Management Team
  • Building management (copy provided)

Owner: Environmental Lead (overall), Office Managers (local updates)

Emergency Contact List

Last Updated: [Date]
Next Review: [Date]

EXTERNAL EMERGENCY SERVICES

Emergency Response (Sweden)

Service Number Notes
Emergency Services (Fire, Ambulance, Police) 112 All emergencies requiring immediate response
Non-Emergency Police 114 14 For reporting non-urgent incidents
Healthcare Advice (1177) 1177 Medical advice and non-emergency healthcare guidance
Poison Information Centre 112 (via emergency services) For poisoning or chemical exposure incidents

INTERNAL EMERGENCY RESPONSE TEAM

Management and Leadership

Role Name Mobile Phone Email Office Alternate Contact
CEO [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] Karlstad [Alternate name/phone]
Environmental Lead [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Location] [Alternate name/phone]
CISO (Information Security) [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Location] [Alternate name/phone]
Quality Lead [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Location] [Alternate name/phone]
HR Manager [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Location] [Alternate name/phone]

Karlstad Office (HQ)

Role Name Mobile Phone Email Alternate Contact
Office Manager [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Incident Commander [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Fire Warden [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
First Aider (Certified) [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Muster Coordinator [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Communication Coordinator [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]

Karlstad Office Address: [Full street address, postal code, city]
Assembly Point: [Specific location - e.g., "Parking lot, north side, by flagpole"]
Building Access Code: [If applicable - store securely]

Stockholm Office

Role Name Mobile Phone Email Alternate Contact
Office Manager [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Incident Commander [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Fire Warden [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
First Aider (Certified) [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Muster Coordinator [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]

Stockholm Office Address: [Full street address, postal code, city]
Assembly Point: [Specific location]
Building Access Code: [If applicable - store securely]

Uddevalla Office

Role Name Mobile Phone Email Alternate Contact
Office Manager [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Incident Commander [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Fire Warden [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
First Aider (Certified) [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]
Muster Coordinator [Name] [+46-XXX-XXX-XXX] [email@swedwise.se] [Alternate name/phone]

Uddevalla Office Address: [Full street address, postal code, city]
Assembly Point: [Specific location]
Building Access Code: [If applicable - store securely]

BUILDING MANAGEMENT AND LANDLORDS

Karlstad Office Building

Contact Type Organization/Name Phone Email Available Hours
Building Manager [Name/Company] [Phone] [email] [Office hours]
After-Hours Emergency [Name/Company] [Phone] [email] 24/7
Building Security [Name/Company] [Phone] N/A 24/7
Facilities Maintenance [Name/Company] [Phone] [email] [Hours]

Building Emergency Procedures: [Location of building emergency manual/procedures]

Stockholm Office Building

Contact Type Organization/Name Phone Email Available Hours
Building Manager [Name/Company] [Phone] [email] [Office hours]
After-Hours Emergency [Name/Company] [Phone] [email] 24/7
Building Security [Name/Company] [Phone] N/A 24/7
Facilities Maintenance [Name/Company] [Phone] [email] [Hours]

Uddevalla Office Building

Contact Type Organization/Name Phone Email Available Hours
Building Manager [Name/Company] [Phone] [email] [Office hours]
After-Hours Emergency [Name/Company] [Phone] [email] 24/7
Building Security [Name/Company] [Phone] N/A 24/7
Facilities Maintenance [Name/Company] [Phone] [email] [Hours]

UTILITY COMPANIES

Electricity

Office Utility Provider Emergency/Outage Number Account/Customer Number
Karlstad [Provider name] [Phone] [Account #]
Stockholm [Provider name] [Phone] [Account #]
Uddevalla [Provider name] [Phone] [Account #]

Water and Sewage

Office Utility Provider Emergency Number Account/Customer Number
Karlstad [Provider name - typically municipal] [Phone] [Account #]
Stockholm [Provider name] [Phone] [Account #]
Uddevalla [Provider name] [Phone] [Account #]

Heating/District Heating

Office Provider Emergency Number Account/Customer Number
Karlstad [Provider name] [Phone] [Account #]
Stockholm [Provider name] [Phone] [Account #]
Uddevalla [Provider name] [Phone] [Account #]

DATA CENTER AND IT INFRASTRUCTURE

Entiros AB (Data Center Provider)

Contact Type Name/Department Phone Email Available Hours
Primary Contact [Name] [+46-XXX-XXX-XXX] [email] Office hours
24/7 Operations Center Entiros NOC [Phone] [noc@entiros.se] 24/7
Emergency Escalation [Name/Role] [Phone] [email] 24/7
Account Manager [Name] [Phone] [email] Office hours

Data Center Location: [Address of Entiros data center]
Service Agreement Reference: [Contract/SLA number]

ENVIRONMENTAL AUTHORITIES

National Level

Authority Contact Phone Email When to Contact
Swedish Environmental Protection Agency (Naturvårdsverket) General inquiries 010-698 10 00 registrator@naturvardsverket.se Significant pollution incidents, regulatory guidance
Swedish Chemicals Agency (KEMI) Chemical incidents 010-736 10 00 kemi@kemi.se Hazardous chemical incidents, chemical regulations

Regional/Local Environmental Offices

Office Municipality/Region Phone Email Jurisdiction
Karlstad Municipality Environmental Office Karlstad [Phone] [email] Karlstad office
Stockholm Municipality Environmental Office Stockholm [Phone] [email] Stockholm office
Uddevalla Municipality Environmental Office Uddevalla [Phone] [email] Uddevalla office

When to contact: Spills, hazardous waste incidents, environmental complaints, permit questions

OCCUPATIONAL HEALTH AND SAFETY AUTHORITIES

Authority Contact Phone Email When to Contact
Swedish Work Environment Authority (Arbetsmiljöverket) Main number 010-730 90 00 arbetsmiljoverket@av.se Serious workplace injury/illness, workplace safety incidents
Work Injury Reporting Online portal - Via website Within 24 hours for serious incidents

DATA PROTECTION AUTHORITY

Authority Contact Phone Email When to Contact
Swedish Authority for Privacy Protection (IMY) Main number 08-657 61 00 imy@imy.se Personal data breach (within 72 hours), data protection incidents

Note: GDPR breaches handled per SW-ISMS-PRO-001 (Incident Management Procedure)

Insurance Provider

Coverage Type Insurance Company Policy Number Emergency Claims Phone Email
Property/Business Insurance [Company] [Policy #] [Claims contact] [Phone] [email]
Liability Insurance [Company] [Policy #] [Claims contact] [Phone] [email]
Cyber Insurance [Company] [Policy #] [Claims contact] [Phone] [email]

Insurance Broker/Agent: [Name] - [Phone] - [email]

Type Law Firm/Lawyer Phone Email Specialization
General Legal [Firm/Name] [Phone] [email] Corporate, contracts
Environmental Law [Firm/Name] [Phone] [email] Environmental compliance
Data Protection/GDPR [Firm/Name] [Phone] [email] Privacy, data protection

HAZARDOUS WASTE AND ENVIRONMENTAL SERVICES

E-Waste Recycling

Service Provider Contact Phone Email Services
Certified E-Waste Recycler [Company] [Phone] [email] IT equipment, electronics recycling
IT Asset Disposal [Company] [Phone] [email] Secure data destruction + recycling

Hazardous Waste Disposal

Service Provider Contact Phone Email Services
Hazardous Waste Contractor [Company] [Phone] [email] Batteries, chemicals, toner disposal
Spill Cleanup (Emergency) [Company] [Phone] [email] 24/7 emergency spill response

CUSTOMER COMMUNICATION

Customer Success Team

Role Name Phone Email Responsibility
Head of Customer Success [Name] [Phone] [email] Customer incident communication
Customer Success Manager 1 [Name] [Phone] [email] Customer accounts [list]
Customer Success Manager 2 [Name] [Phone] [email] Customer accounts [list]

Customer Communication Protocol: See SW-IMS-PRO-007 (Communication Procedure)

MEDIA AND PUBLIC RELATIONS

Role Name Phone Email Notes
CEO (Media Spokesperson) [Name] [Phone] [email] All media inquiries directed here
PR Consultant/Firm (if applicable) [Name/Firm] [Phone] [email] Crisis communication support

Media Policy: All media inquiries must be referred to CEO. No staff may speak to media without authorization.

OTHER CRITICAL CONTACTS

IT and Cybersecurity (Internal)

Role Name Phone Email Responsibility
IT Operations Manager [Name] [Phone] [email] IT infrastructure, systems
IT Support (Helpdesk) [Team/Company] [Phone] [email] User support
Cybersecurity Specialist [Name] [Phone] [email] Security incidents

Suppliers and Contractors (Critical)

Supplier Service Contact Phone Email
OpenText Software platform [Name/Support] [Phone] [email]
Office Cleaning Service Cleaning [Company/Contact] [Phone] [email]
IT Equipment Supplier Hardware [Company/Contact] [Phone] [email]

UPDATE LOG

Instructions: Record all changes to this contact list, including updates to phone numbers, personnel changes, or new contacts added.

Date Change Description Updated By Verified By
[Date] Initial contact list created [Name] [Name]

Review and Verification Schedule

Review Frequency: Quarterly (January, April, July, October)

Verification Checklist:

  • All phone numbers tested and verified
  • Email addresses confirmed current
  • Personnel changes reflected
  • Emergency Response Team roles filled
  • External service provider contacts current
  • Printed copies posted in all offices
  • Digital copies accessible to all staff
  • Emergency Response Team members have mobile access

Last Review Date: [Date]
Next Review Date: [Date]
Reviewed By: [Name/Role]

Distribution Checklist

  • Posted in Karlstad office (common area, near emergency equipment)
  • Posted in Stockholm office (common area, near emergency equipment)
  • Posted in Uddevalla office (common area, near emergency equipment)
  • Copy in Emergency Response Kit (each office)
  • Shared drive (accessible to all staff)
  • Emergency Response Team members (mobile/printed)
  • Management Team (digital copy)
  • Building management (copy provided)

Document Control

Version Date Author Changes
1.0 [TBD] [Author] Initial release

Approval

Role Name Signature Date
Environmental Lead
Office Manager - Karlstad
Office Manager - Stockholm
Office Manager - Uddevalla
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