DraftInternalISO 14001ISO 9001ISO 27001

SW-EMS-PRO-001

Emergency Preparedness and Response Procedure

Version

1.0

Owner

Environmental Lead

Effective Date

[TBD]

Review Date

[TBD]

Emergency Preparedness and Response Procedure

1. Purpose

This procedure establishes Swedwise's approach to preparing for, responding to, and recovering from emergencies that could affect:

Employee health and safety
Environmental impacts and compliance
Business continuity and operations
Information security and data integrity
Customer service delivery
Physical assets and facilities

The purpose is to:

Identify potential emergency scenarios
Plan response actions to minimize impact
Ensure staff are trained and prepared
Enable rapid and effective response
Recover operations quickly after emergencies
Learn from incidents to improve preparedness
Fulfill ISO 14001, ISO 9001, and ISO 27001 requirements

2. Scope

This procedure applies to:

Emergency Types:

Fire and Safety Emergencies: Fire, medical emergency, workplace injury, hazardous material exposure
Environmental Emergencies: Chemical spills, waste incidents, hazardous substance releases, pollution events
IT and Security Emergencies: Cyberattacks, data breaches, ransomware, system outages (covered primarily by SW-ISMS-PRO-001; cross-referenced here)
Natural Disasters: Flood, storm, earthquake, severe weather affecting facilities or operations
Facility Emergencies: Building damage, power outage, HVAC failure, water damage, access denial
Public Safety Emergencies: External threats, terrorism, civil unrest

Locations:

All Swedwise offices (Karlstad HQ, Stockholm, Uddevalla)
Remote work locations (home offices) - guidance for staff
Customer sites (when Swedwise consultants are on-site)
Data center facilities (Entiros AB) - coordination with provider

Out of Scope:

Routine operational issues (not emergencies)
Information security incidents (covered by SW-ISMS-PRO-001 - Incident Management)
Customer-specific emergencies (unless affecting Swedwise staff)

Integration: This procedure integrates with business continuity planning and disaster recovery for IT systems.

3. Definitions

Term	Definition
Emergency	Sudden, urgent situation requiring immediate action to prevent or mitigate harm to people, environment, property, or operations.
Environmental Emergency	Unplanned release or threat of release of hazardous substances or pollution that could harm the environment.
Emergency Response Team (ERT)	Designated individuals responsible for coordinating emergency response at Swedwise.
Evacuation	Orderly exit of people from a building or area to a safe location.
Assembly Point	Designated safe location where people gather after evacuation.
First Responders	External emergency services (fire brigade, ambulance, police).
Incident Commander	Person with overall authority and responsibility during emergency response.
Muster	Process of accounting for all personnel after evacuation.
Containment	Actions to limit spread or impact of emergency (e.g., contain spill, isolate area).
Recovery	Process of restoring normal operations after emergency is resolved.
Post-Incident Review	Analysis of emergency response to identify lessons learned and improvements.
Emergency Drill	Planned practice exercise to test emergency procedures and preparedness.
Business Continuity Plan (BCP)	Plan to maintain or quickly resume critical business functions after disruption.

4. Emergency Preparedness Principles

Prevention and Mitigation:

Identify and assess emergency risks
Implement controls to prevent or reduce likelihood
Design facilities and operations to minimize impact

Preparedness:

Plan response procedures for identified emergencies
Train staff on emergency procedures
Maintain emergency equipment and supplies
Establish communication and coordination mechanisms

Response:

Protect life and safety first
Contain and control the emergency
Minimize environmental and operational impact
Communicate with stakeholders

Recovery:

Restore operations safely and efficiently
Support affected staff and stakeholders
Document and report as required

Learning:

Review and learn from incidents and drills
Continuously improve emergency preparedness

5. Roles and Responsibilities

Role	Responsibilities
Environmental Lead	- Maintain this procedure - Coordinate emergency preparedness planning - Identify environmental emergency scenarios - Ensure emergency drills conducted - Review emergency incidents and drills - Maintain emergency contact lists - Report to authorities as required (environmental incidents)
Incident Commander (varies by emergency)	- Take charge during emergency - Assess situation and determine response actions - Coordinate Emergency Response Team - Communicate with first responders - Authorize evacuation if necessary - Manage response until emergency resolved - Typical Incident Commanders: - Fire/safety: Office Manager or senior person on-site - Environmental: Environmental Lead - IT/security: CISO - Natural disaster/facility: Facilities Manager or CEO
Emergency Response Team (ERT)	- Assist Incident Commander - Perform specific emergency roles: - Fire Warden: Guide evacuation, check areas - First Aider: Provide first aid - Communication Coordinator: Notify staff and stakeholders - Muster Coordinator: Account for personnel - Participate in emergency drills - Maintain emergency readiness
Office Managers (Karlstad, Stockholm, Uddevalla)	- Maintain office emergency plans and equipment - Ensure emergency signs, exits, and equipment accessible - Coordinate local emergency drills - Maintain local emergency contact lists - Act as Incident Commander for office emergencies (if most senior person present)
Facilities/Building Management	- Maintain building safety systems (fire alarms, sprinklers, emergency lighting) - Ensure building compliance with safety regulations - Coordinate with Swedwise on emergency preparedness - Provide building-specific emergency information
CISO	- Lead response to IT and information security emergencies (per SW-ISMS-PRO-001) - Coordinate with Environmental Lead on IT-related environmental impacts (e.g., equipment disposal after fire)
Management Team	- Approve emergency preparedness plans and resources - Support Emergency Response Team - Make strategic decisions during major emergencies - Communicate with external stakeholders (customers, media) - Authorize business continuity actions
All Staff	- Know emergency procedures for their location - Participate in emergency drills - Report hazards or emergency situations immediately - Follow instructions from Emergency Response Team - Evacuate when instructed - Report to assembly point and account for themselves
Consultants at Customer Sites	- Follow customer site emergency procedures - Notify Swedwise if involved in emergency at customer site - Report any injuries or incidents to Swedwise management

6. Emergency Risk Assessment

6.1 Identify Potential Emergencies

The Environmental Lead, with input from CISO, Office Managers, and others, identifies potential emergency scenarios using risk assessment methodology (SW-IMS-PRO-002):

Emergency Scenarios by Type:

Emergency Type	Potential Scenarios	Likelihood	Impact	Risk Level
Fire	Office fire (electrical, kitchen, equipment)	Low	High	Medium
Medical Emergency	Heart attack, stroke, injury, allergic reaction	Low	High	Medium
Environmental Spill	Cleaning chemical spill, toner/printer ink spill, fuel spill (vehicle)	Low	Low-Medium	Low
Hazardous Substance	Asbestos disturbance (old buildings), refrigerant leak (HVAC)	Rare	Medium	Low
Flood	Water damage from burst pipe, roof leak, external flooding	Low	Medium	Low-Medium
Power Outage	Extended power loss affecting office operations	Low	Low-Medium	Low
Severe Weather	Storm damage, heavy snow, extreme heat/cold	Low	Low-Medium	Low
IT/Cybersecurity	Ransomware, data breach, major system outage	Medium	High	High
Data Center Incident	Outage at Entiros AB data center	Low	High	Medium
Workplace Violence	Threat or violence in office	Rare	High	Low
Pandemic/Disease	Contagious disease outbreak (e.g., COVID-19)	Low	High	Medium

Note: IT and cybersecurity emergencies are managed primarily via SW-ISMS-PRO-001 (Incident Management Procedure). This procedure focuses on physical, environmental, and safety emergencies, with coordination points for IT emergencies.

6.2 Assess Risk and Determine Response Needs

For each identified emergency:

Assess Likelihood and Impact (per SW-IMS-PRO-002)
Determine Response Capability:
- Can staff respond safely, or must we evacuate and call first responders?
- What equipment, training, or resources are needed?
Define Response Actions (documented in Section 8)
Identify Prevention/Mitigation Measures:
- Reduce likelihood (e.g., fire prevention, equipment maintenance)
- Reduce impact (e.g., fire extinguishers, spill kits, backup power)

Risk Assessment Review: Annually, or when significant changes occur (new office, new processes, lessons learned from incidents)

Responsibility: Environmental Lead, with support from CISO, Office Managers

7. Emergency Preparedness

7.1 Emergency Plans

Office Emergency Plans (one for each office: Karlstad, Stockholm, Uddevalla):

Each office maintains an emergency plan including:

Emergency contact information (internal ERT, external first responders)
Evacuation routes and assembly points (posted in office)
Location of emergency equipment (fire extinguishers, first aid kits, spill kits, AED if available)
Emergency Response Team members (roles assigned)
Building-specific information (fire alarm panels, utility shutoffs, access codes)
Special considerations (hazardous materials on-site, accessibility needs for staff or visitors)

Template: [TBD - SW-EMS-FRM-001: Office Emergency Plan Template]

Responsibility: Office Managers (create and maintain), Environmental Lead (review and approve)

Review Frequency: Annually, or when changes occur (office move, staff changes, new hazards)

7.2 Emergency Equipment and Supplies

Each office shall maintain:

Fire Safety:

Fire extinguishers (appropriate type and quantity per building regulations; inspected annually)
Fire blanket (in kitchen or high-risk area)
Emergency lighting (building-provided; tested regularly)
Fire alarms (building-provided; tested per building schedule)

First Aid:

First aid kit(s) (stocked per national regulations; inspected quarterly)
AED (Automated External Defibrillator) if available in building
Emergency eyewash/shower (if handling hazardous chemicals)

Environmental Response:

Spill kit (absorbent materials, containment, PPE) if handling chemicals
Waste disposal containers (hazardous waste, e-waste)

Communication:

Emergency contact list (posted and available)
Megaphone or PA system (for large offices or noisy environments)
Backup communication (mobile phones, two-way radios if needed)

Other:

Flashlights and batteries (in case of power outage)
Emergency supplies (water, blankets) if risk of extended incident

Inspection Schedule:

Fire extinguishers: Annually by certified provider
First aid kits: Quarterly (replenish used or expired items)
Spill kits: Quarterly (check contents)
Emergency lighting: Monthly test (building management)

Responsibility: Office Managers (maintain and inspect), Environmental Lead (verify compliance)

7.3 Emergency Communication

Internal Communication Channels:

During Office Hours: In-person, Microsoft Teams, mobile phone
After Hours: Mobile phone, email, SMS
Mass Notification: Microsoft Teams broadcast message, email to all staff
Emergency Hotline: [TBD - Dedicated emergency number for staff to call, or use 112 in Sweden]

External Communication:

First Responders: 112 (Sweden - fire, ambulance, police)
Building Management: [TBD - Building emergency contact per office]
Entiros AB (data center): [TBD - Emergency contact]
Environmental Authorities: Swedish Environmental Protection Agency, local municipality (for environmental incidents)
Customers: Communicate via Customer Success Managers if service affected
Media: All media inquiries referred to CEO

Emergency Contact Lists:

Maintain up-to-date contact lists (internal ERT, management, external first responders, suppliers)
Store in multiple locations (office, shared drive, with ERT members)
Review and update quarterly

Template: [TBD - SW-EMS-FRM-002: Emergency Contact List Template]

7.4 Training and Awareness

All Staff Training (annually):

Emergency procedures overview (evacuation, assembly points, emergency contacts)
How to report an emergency
Location of emergency equipment (fire extinguishers, first aid kits)
Role of Emergency Response Team
Specific hazards in their work area
Delivered during: Onboarding (new hires) + annual refresher (all staff)

Emergency Response Team Training:

Role-specific training:
- Fire Wardens: Evacuation procedures, fire extinguisher use, search and assist
- First Aiders: Certified first aid training (updated per national requirements, typically every 2-3 years)
- Incident Commander: Emergency management, decision-making, communication
- Communication Coordinator: Communication protocols, stakeholder notification
Participate in emergency drills
Refresher training annually

Specialized Training:

Hazardous materials handling (if applicable)
Spill response (Environmental Lead or designated person)
IT disaster recovery (IT Operations, covered in ISMS procedures)

Training Records: Maintained per SW-IMS-PRO-007 (Competence and Training Procedure)

Responsibility: Environmental Lead (coordinate), Office Managers (deliver or arrange training)

7.5 Emergency Drills and Exercises

Purpose: Test emergency procedures, train staff, identify improvement opportunities

Frequency and Types:

Drill Type	Frequency	Scope	Participants
Fire Evacuation Drill	Annually (each office)	Full office evacuation to assembly point	All staff in office that day
Tabletop Exercise	Annually	Scenario-based discussion (no physical actions)	Emergency Response Team, management
Environmental Spill Drill	Every 2 years	Practice spill containment and cleanup	Environmental Lead, relevant staff
IT Disaster Recovery Test	Annually	Test backup restoration and failover	IT Operations, CISO (per SW-ISMS procedures)

Fire Evacuation Drill Process:

Plan: Schedule drill, notify building management (coordinate with building), brief ERT
Execute:
- Activate fire alarm or announce drill
- Staff evacuate via designated routes to assembly point
- Fire Wardens check areas and assist
- Muster Coordinator accounts for all personnel
- Time the drill (target: full evacuation in <5 minutes)
Debrief:
- Gather feedback from staff and ERT
- Identify issues (blocked exits, confusion, slow response)
- Document results

Tabletop Exercise Process:

Scenario: Present hypothetical emergency (e.g., "Fire in server room; one person injured")
Discussion: Team discusses response actions, decisions, communication
Facilitate: Environmental Lead or external facilitator guides discussion
Capture: Document decisions and action items
Debrief: Identify strengths and improvement areas

Drill Documentation:

Date, type, participants
Scenario (if tabletop)
Observations and issues identified
Improvement actions

Template: [TBD - SW-EMS-FRM-003: Emergency Drill Report Template]

Responsibility: Environmental Lead (coordinate and facilitate), Office Managers (execute office drills)

8. Emergency Response Procedures

8.1 General Emergency Response Principles

Immediate Actions (Any Emergency):

Ensure Safety: Protect yourself and others first
Alert: Notify others in immediate area
Assess: Quickly evaluate the situation (severity, spread, hazards)
Act or Evacuate:
- If safe to respond (e.g., small spill, minor fire with extinguisher): Act to contain or extinguish
- If unsafe or beyond capability: Evacuate and call first responders (112)
Call for Help: Notify Emergency Response Team and/or call 112
Communicate: Alert building management, staff, and management as appropriate

Response Priorities:

Life Safety: Protect people (evacuation, first aid)
Environmental Protection: Contain hazardous releases, prevent pollution
Property Protection: Minimize damage to equipment and facilities
Business Continuity: Maintain or restore critical operations

Do NOT:

Put yourself or others at risk
Fight large fires or enter smoke-filled areas (leave to fire brigade)
Handle hazardous materials without training and PPE
Re-enter evacuated building until authorities declare safe

8.2 Fire Emergency

Discovery of Fire:

Raise Alarm: Activate fire alarm (break glass pull station) or shout "Fire!"
Call 112: Report fire (address, location in building, nature of fire, any injuries)
Attempt Extinguishment (ONLY if safe):
- Use nearby fire extinguisher if fire is small and contained
- Aim at base of flames, sweep side to side
- If fire spreads or extinguisher empties: Evacuate immediately
Evacuate: Leave building via nearest safe exit
Close Doors: Close doors behind you to contain fire (do not lock)
Assist Others: Alert others; assist those needing help (if safe)
Go to Assembly Point: Report to designated assembly point
Account for Personnel: Muster Coordinator confirms all staff accounted for
Do Not Re-enter: Stay at assembly point until fire brigade clears building

Fire Warden Actions:

Ensure all staff evacuating
Check rooms, restrooms, meeting rooms (quickly, if safe)
Assist mobility-impaired persons
Report to Incident Commander at assembly point (any missing persons)

Incident Commander Actions:

Coordinate with fire brigade upon arrival (provide building info, confirm all evacuated)
Liaise with building management
Communicate with Swedwise management
Authorize re-entry only after fire brigade approval
Initiate post-incident review

After Fire:

Do not use elevators until building cleared
Inspect for damage and hazards before resuming operations
Document incident and damages (for insurance)
Conduct post-incident review (Section 10)

8.3 Medical Emergency

Discovery of Medical Emergency (injury, illness, unconsciousness):

Ensure Scene Safety: Check for hazards before approaching
Call for Help:
- Call 112 (ambulance) if serious (unconscious, not breathing, chest pain, severe injury, suspected stroke)
- Notify First Aider (if available on-site)
Provide First Aid (if trained):
- Check responsiveness, breathing, circulation
- Perform CPR if needed and trained (use AED if available)
- Control bleeding, stabilize injuries
- Do NOT move injured person unless in immediate danger
Comfort and Monitor: Stay with person, reassure, monitor until help arrives
Provide Information: Tell emergency services what happened, symptoms, any known medical conditions
Document: Record incident details (time, location, persons involved, actions taken)

First Aider Actions:

Assess casualty and provide appropriate first aid
Direct others to call 112 if needed
Use first aid kit or AED
Stay with casualty until professional help arrives
Report incident to management

Management Actions:

Ensure casualty receives appropriate care
Notify next of kin (if serious)
Investigate incident cause (workplace injury)
Report to authorities if required (work-related injury per Swedish regulations)
Document and review (learn from incident)

Post-Incident:

Replenish first aid kit
Review and improve safety measures if needed
Follow up with affected person

8.4 Environmental Spill or Release

Examples: Cleaning chemicals, printer toner, oil, fuel, hazardous substances

Small Spill (controllable by staff):

Alert: Warn others in area
Contain:
- Stop source if safe (close container, shut valve)
- Prevent spread (use absorbent barriers, close drains)
Protect Yourself: Wear gloves, goggles (use spill kit PPE)
Absorb and Clean Up:
- Use spill kit absorbents (pads, granules)
- Place contaminated materials in waste bag from spill kit
Dispose: Dispose of waste per hazardous waste procedures (do not put in regular trash)
Notify: Inform Environmental Lead
Document: Record spill details (substance, quantity, location, cause, actions taken)

Large or Hazardous Spill (beyond staff capability):

Evacuate Area: Move people away from spill
Alert: Notify Emergency Response Team and building management
Call 112: If immediate danger or hazardous substance (provide substance name if known)
Contain if Safe: Prevent spread (close doors, absorbent barriers) ONLY if no risk
Ventilate: Open windows if fumes present (if safe)
Await First Responders: Do not attempt cleanup; leave to professionals
Notify Authorities: Environmental Lead notifies environmental authorities if required (reportable quantities or pollution risk)

Environmental Lead Actions:

Assess spill and determine response (internal or external cleanup)
Coordinate cleanup (arrange hazardous waste disposal if needed)
Investigate cause and implement corrective action
Report to authorities if required (Swedish EPA, municipality)
Document incident

Reporting Requirements (Swedish environmental regulations):

Spills or releases that could impact soil, water, or air may require reporting to local municipality or Swedish Environmental Protection Agency
Report immediately if risk to public health or environment
Environmental Lead responsible for determining reporting requirements

8.5 Flood or Water Damage

Discovery of Flooding (burst pipe, roof leak, external flood):

Alert: Notify building management and Emergency Response Team immediately
Protect Equipment: Move electronic equipment, documents, and valuables away from water (if safe and time permits)
Shut Off Water Source (if possible and safe):
- Locate water shutoff valve (building management may need to do this)
Evacuate if Necessary: If flooding is severe or structural damage suspected
Contain: Use barriers, sandbags, or towels to direct water away from critical areas (if safe)
Document: Photograph damage (for insurance)
Await Professional Help: Building maintenance or external flood response team

Post-Flood:

Do not use electrical equipment until inspected and dried
Assess and document damage
Arrange drying and restoration (professional services may be needed)
Check for mold or contamination
Coordinate with insurance

Responsibility: Incident Commander (Office Manager or senior person), Facilities Management

8.6 Power Outage

During Power Outage:

Stay Calm: Remain at workstation if safe; use flashlights if available
Check Scope: Determine if outage is localized (office only) or widespread (neighborhood)
Notify Building Management: Report outage if not already aware
Save Work: If UPS (battery backup) available, save work and shut down computers properly
Wait for Updates: Management will communicate estimated restoration time and decisions (stay, work from home, evacuate)
Avoid Hazards: Do not use elevators; be cautious on stairs if emergency lighting insufficient

Management Actions:

Assess impact on operations (especially SaaS services if data center affected)
Communicate with staff (updates and instructions)
Activate business continuity plan if extended outage expected (work from home, alternative location)
Coordinate with building management and utility company

IT Operations Actions (SaaS services):

Verify data center status (Entiros AB) - data centers have backup power
Monitor SaaS platform uptime
Communicate with customers if service affected

Post-Outage:

Verify all systems restarted correctly
Check for equipment damage (power surges)
Review and improve backup power or business continuity measures if needed

8.7 Severe Weather or Natural Disaster

Examples: Storm, heavy snow, extreme heat/cold, earthquake, flood

Before Event (if warned in advance):

Secure loose items outside offices (signs, furniture)
Ensure backup power and critical systems ready
Communicate with staff (safety advice, potential office closure)
Activate business continuity plan if significant disruption expected

During Event:

Stay Indoors: Do not leave building if dangerous outside (storm, heavy snow)
Seek Shelter: In severe weather (tornado, earthquake), move to interior room away from windows
Await Instructions: Management will communicate when safe to leave or if evacuation needed

After Event:

Check for injuries; provide first aid if needed
Inspect building for damage (cracks, leaks, fallen objects)
Report hazards to building management
Coordinate cleanup and repairs
Communicate with staff (office status, work-from-home instructions)

Business Continuity:

If office inaccessible or unsafe: Activate remote work (staff work from home)
If extended closure expected: Relocate critical staff to other office or coworking space
Maintain customer service delivery (SaaS platform unaffected if data center operational)

8.8 Workplace Violence or Security Threat

If Threatened or Witnessing Violence:

Protect Yourself: Leave area if possible; lock yourself in room if cannot leave
Call 112: Report incident (police)
Alert Others: Quietly warn others if safe to do so
Do Not Confront: Do not engage with violent or threatening person
Cooperate: Follow instructions from police
Seek Shelter: If active threat, hide and stay quiet (lock doors, turn off lights, silence phones)

Management Actions:

Ensure staff safety (evacuation or lockdown as appropriate)
Coordinate with police
Communicate with staff (warnings, status updates)
Provide support to affected staff (counseling, time off)
Review and enhance security measures if needed

Post-Incident:

Debrief and support affected staff
Investigate and assess security gaps
Report to authorities as required (Swedish Work Environment Authority if workplace violence)

8.9 Pandemic or Disease Outbreak

Examples: COVID-19, influenza, contagious disease

Preventive Measures:

Promote hygiene (handwashing, sanitizers)
Provide sick leave (encourage staff to stay home if unwell)
Flexible work arrangements (remote work during outbreaks)
Ventilation and air quality in offices

During Outbreak:

Follow public health authority guidance (Folkhälsomyndigheten in Sweden)
Implement protective measures (masks, distancing, remote work)
Communicate frequently with staff (health advice, company policies)
Support affected staff (sick leave, resources)
Maintain business operations (remote work, reduced services if needed)

Responsibility: Management Team, HR

Reference: Business continuity plan includes pandemic response planning

9. Emergency Recovery

9.1 Damage Assessment

After emergency is controlled:

Assess Safety: Ensure building and area safe to re-enter (authorities' clearance)
Inspect Damage: Document damage to facilities, equipment, records
Photograph: Take photos for insurance and records
Identify Priorities: Determine what needs immediate repair or replacement
Assess Operations Impact: What functions can continue? What is disrupted?

Responsibility: Incident Commander, Facilities, Management

9.2 Recovery Actions

Short-Term (Immediate to 48 hours):

Make facilities safe and usable (repairs, cleanup)
Restore critical services (IT systems, customer services)
Communicate with staff and customers (status, expectations)
Activate business continuity measures (relocate, work from home)

Medium-Term (Days to Weeks):

Complete repairs and restoration
Replace damaged equipment
Resume normal operations gradually
Continue business continuity measures as needed

Long-Term (Weeks to Months):

Permanent repairs or replacement
Fully restore operations
Implement improvements based on lessons learned

9.3 Communication During Recovery

Internal (Staff):

Regular updates on recovery progress, return-to-office plans
Support resources available (counseling, flexible work)

External (Customers):

Notify if services affected
Provide updates on restoration timeline
Reassure on data integrity and security (if applicable)

Insurance and Authorities:

File insurance claims with documentation
Provide required reports to authorities (environmental, occupational safety)

9.4 Support for Affected Staff

Provide support to staff affected by emergency (injured, traumatized, property loss)
Offer counseling or employee assistance program (EAP) if available
Flexible work arrangements during recovery
Regular check-ins and communication

Responsibility: Management Team, HR

10. Post-Incident Review

Timing: Within 7 days of incident resolution (or as soon as practical)

Participants: Incident Commander, Emergency Response Team, affected staff, Environmental Lead, management

Review Questions:

What Happened? Incident timeline and sequence of events
Response Effectiveness:
- What went well?
- What could be improved?
- Were procedures followed?
- Was training adequate?
- Was equipment adequate and accessible?
Communication: Was communication effective? Were all parties notified appropriately?
Lessons Learned: What should we do differently next time?
Corrective Actions: What changes are needed (procedures, training, equipment, facilities)?

Outputs:

Post-incident review report
Corrective action items (assigned, tracked)
Procedure updates (if needed)
Training updates (if gaps identified)

Distribution: Management Team, Emergency Response Team, All Staff (summary)

Follow-Up: Track corrective actions to completion (per SW-IMS-PRO-005 - Nonconformity and Corrective Action)

Responsibility: Environmental Lead (coordinate and document), Incident Commander

11. Coordination with External Parties

11.1 First Responders (Fire, Ambulance, Police)

Call 112 (Sweden) for emergencies
Provide clear information: Address, nature of emergency, any injuries, hazards
Designate person to meet and guide first responders to scene
Cooperate fully; follow their instructions
Do not leave until cleared by authorities

11.2 Building Management and Landlords

Notify immediately for facility-related emergencies (fire, flood, power, gas leak)
Coordinate on evacuation and re-entry
Work together on recovery and repairs

11.3 Data Center (Entiros AB)

Entiros manages data center emergency response (fire, power, cooling, physical security)
Swedwise coordinates on IT disaster recovery (per SW-ISMS procedures)
Emergency contact: [TBD - Entiros AB 24/7 emergency hotline]

11.4 Authorities

Environmental Emergencies:

Swedish Environmental Protection Agency (Naturvårdsverket): For significant pollution or releases
Local municipality environmental office: For local environmental incidents
Reporting: As required by law (Environmental Lead determines requirements)

Occupational Safety:

Swedish Work Environment Authority (Arbetsmiljöverket): For serious workplace injuries or incidents

Data Protection:

Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten - IMY): For personal data breaches (per GDPR and SW-ISMS-PRO-001)

11.5 Customers

Notify customers if SaaS services affected by emergency
Provide updates on restoration timeline
Communication via Customer Success Managers (coordinate with Communication Procedure SW-IMS-PRO-007)

11.6 Insurance

Notify insurance provider promptly for significant incidents (property damage, liability)
Document damage (photos, inventory)
Cooperate with insurance adjuster
Do not dispose of damaged items until adjuster inspects (unless health/safety hazard)

12. Inputs and Outputs

Inputs:

Emergency risk assessment (SW-IMS-PRO-002)
Office layouts and facility information
Building safety systems and procedures
Staff contact information
External first responder and authority contacts
Business continuity requirements

Outputs:

Office emergency plans (per office)
Emergency contact lists
Emergency drill reports
Emergency incident reports
Post-incident review reports
Corrective action requests (if needed)
Updated emergency procedures

13. Records

Record	Retention Period	Location	Owner
Office Emergency Plans	Current + 5 years superseded	[TBD - Document repository]	Office Managers
Emergency Contact Lists	Current + 1 year superseded	[TBD - Document repository]	Environmental Lead
Emergency Equipment Inspection Logs	3 years	[TBD - Office files]	Office Managers
Emergency Drill Reports	5 years	[TBD - Document repository]	Environmental Lead
Emergency Incident Reports	7 years	[TBD - Document repository]	Environmental Lead
Post-Incident Review Reports	7 years	[TBD - Document repository]	Environmental Lead
Training Records (ERT training)	7 years	[TBD - Training system]	Environmental Lead
Authority Notifications (environmental)	10 years	[TBD - Document repository]	Environmental Lead