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An Incident and Non-Conformance Management Policy helps organizations track, investigate, and handle workplace problems systematically. It sets clear rules for reporting accidents, safety breaches, quality issues, and regulatory violations that don't meet South African legal requirements or company standards.

In line with the Occupational Health and Safety Act and ISO standards, this policy guides staff through the proper steps when things go wrong - from initial reporting to implementing corrective actions. It helps prevent similar issues from happening again, protects workers, and shows regulators that your business takes compliance seriously.

Put an Incident and Non-Conformance Management Policy in place when your organization faces recurring safety incidents, quality issues, or compliance gaps. This policy becomes essential after workplace accidents, equipment failures, or when Department of Labour inspectors identify problems during site visits.

Mining companies, manufacturers, and construction firms in South Africa need this policy to meet OHS Act requirements and ISO certification standards. It's particularly valuable when managing multiple sites, dealing with hazardous materials, or coordinating large teams where consistent incident reporting and follow-up actions are crucial for preventing future problems.

• Basic Safety Incident Policy: Focuses on workplace accidents and near-misses, with straightforward reporting procedures and investigation steps
• Quality Management Non-Conformance Policy: Emphasizes product defects, service failures, and ISO 9001 compliance requirements
• Integrated SHEQ Incident Policy: Combines safety, health, environmental, and quality incident management for comprehensive coverage
• Environmental Incident Policy: Specifically addresses environmental breaches, spills, and compliance with NEMA regulations
• Minor vs. Major Incident Policy: Separates handling procedures based on incident severity and reporting requirements under South African law

• Health and Safety Officers: Lead the development and implementation of the policy, ensuring it aligns with OHS Act requirements
• Department Managers: Oversee incident reporting and investigations within their areas, ensuring staff follow procedures
• Quality Managers: Handle non-conformance issues and maintain ISO compliance documentation
• All Employees: Must understand and follow reporting procedures when incidents occur
• External Auditors: Review policy implementation and compliance during safety and quality audits
• Legal Advisors: Ensure the policy meets regulatory requirements and protects the organization

• Review Current Processes: Document existing incident reporting methods and identify gaps in your safety procedures
• Legal Requirements: Check OHS Act compliance needs and ISO standards relevant to your industry
• Risk Assessment: Map out common workplace hazards and potential non-conformance issues specific to your operations
• Reporting Chain: Define clear roles and responsibilities for incident management and investigation
• Documentation Systems: Set up templates for incident reports, investigation forms, and corrective action plans
• Training Plan: Outline how staff will learn about the new policy and reporting procedures

• Purpose Statement: Clear objectives aligned with OHS Act requirements and ISO standards
• Scope Definition: Types of incidents and non-conformances covered by the policy
• Reporting Procedures: Step-by-step process for incident notification and documentation
• Investigation Protocol: Methodology for root cause analysis and evidence collection
• Corrective Actions: Framework for implementing and tracking remedial measures
• Roles and Responsibilities: Clearly defined duties for all levels of staff
• Legal Compliance Section: References to relevant South African regulations and standards
• Review Process: Schedule for policy updates and effectiveness evaluation

While an Incident and Non-Conformance Management Policy provides the overall framework for handling workplace incidents, it's often confused with the Incident and Non-Conformance Management Form. Let's explore their key differences:

• Purpose and Scope: The policy outlines the complete management system and procedures, while the form is a practical tool for documenting specific incidents
• Legal Standing: The policy serves as a binding organizational document that meets OHS Act requirements, whereas the form acts as evidence of policy implementation
• Usage Timeline: The policy remains constant until formally revised, while forms are completed for each individual incident
• Content Detail: The policy contains comprehensive procedures and responsibilities, but the form captures specific incident details, immediate actions, and follow-up measures
• Audience: The policy guides all staff and management, while forms are used by those directly involved in incident reporting and investigation