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An Incident and Non-Conformance Management Policy guides organizations in handling unexpected events and quality deviations systematically. It sets clear procedures for reporting, investigating, and addressing issues that don't meet Danish safety standards, quality requirements, or regulatory expectations.

Following Danish Working Environment Authority guidelines, this policy helps businesses track and resolve problems before they escalate. It ensures proper documentation of incidents, near-misses, and quality issues while establishing corrective actions to prevent recurrence. Companies use it to maintain compliance with arbejdsmiljøloven (work environment law) and demonstrate their commitment to continuous improvement and workplace safety.

Your organization needs an Incident and Non-Conformance Management Policy when starting operations in Denmark, expanding into new facilities, or facing increased regulatory scrutiny. It's especially crucial for industries with strict safety requirements, like manufacturing, healthcare, or food processing, where tracking and addressing issues quickly is vital for legal compliance.

Put this policy in place before incidents occur—it guides your team through reporting procedures, investigation steps, and corrective actions under Danish workplace safety laws. Many companies implement it after workplace accidents, failed audits, or when seeking ISO certifications. Having clear procedures ready helps avoid regulatory fines and maintains your reputation with Danish authorities.

• Basic Safety Compliance: Standard version focusing on workplace incidents and safety violations under Danish arbejdsmiljøloven, suitable for small-to-medium businesses
• Quality Management Focus: Enhanced version emphasizing product quality deviations and process improvements, often used in manufacturing and ISO-certified companies
• Healthcare-Specific: Specialized adaptation for medical facilities, covering patient safety incidents and clinical non-conformances under Danish healthcare regulations
• Environmental Compliance: Version targeting environmental incidents and regulatory breaches, common in industries with environmental permits
• Integrated Management System: Comprehensive policy linking incident management with broader quality, safety, and environmental systems

• Quality Managers: Lead the development and maintenance of the policy, ensuring it aligns with Danish quality standards and ISO requirements
• Safety Representatives: Help implement the policy and train staff on incident reporting procedures under arbejdsmiljøloven
• Department Heads: Responsible for enforcing policy compliance and managing incident investigations within their units
• Employees: Must follow reporting procedures and participate in incident investigations when required
• External Auditors: Review policy effectiveness during compliance audits and certifications
• Danish Working Environment Authority: May inspect documentation during workplace safety investigations

• Industry Requirements: Review Danish workplace safety regulations and ISO standards relevant to your sector
• Current Processes: Document existing incident reporting and investigation procedures in your organization
• Risk Assessment: Map common types of incidents and non-conformances specific to your operations
• Stakeholder Input: Gather feedback from safety representatives and department heads about practical needs
• Reporting Templates: Create standardized forms for incident documentation that meet Danish legal requirements
• Implementation Plan: Develop training materials and communication strategy for staff
• Review Mechanism: Establish how often the policy needs updating to stay compliant with Danish regulations

• Purpose Statement: Clear objectives aligned with Danish arbejdsmiljøloven and organizational goals
• Scope Definition: Specific activities, locations, and personnel covered by the policy
• Reporting Procedures: Detailed steps for documenting incidents under Danish safety regulations
• Investigation Protocol: Structured approach for root cause analysis and evidence collection
• Corrective Actions: Framework for implementing and tracking improvement measures
• Data Protection: GDPR-compliant procedures for handling incident-related personal information
• Review Process: Schedule and methodology for policy updates and effectiveness evaluation
• Roles and Responsibilities: Clear assignment of duties to safety representatives and management

An Incident and Non-Conformance Management Policy differs significantly from a Health and Safety Policy. While both documents support workplace safety, they serve distinct purposes in Danish organizations.

• Scope and Focus: The Incident Policy specifically handles reporting and investigation procedures after events occur, while the Health and Safety Policy outlines broader preventive measures and general safety standards
• Timing of Application: Health and Safety Policies work proactively to prevent incidents, whereas Incident Management Policies activate reactively when issues arise
• Legal Requirements: Under Danish law, Health and Safety Policies must cover all workplace safety aspects, while Incident Policies specifically address the arbejdsmiljøloven's requirements for incident reporting and investigation
• Implementation Structure: Health and Safety Policies establish ongoing practices, while Incident Policies provide step-by-step procedures for specific situations