This system provides effective coordination of the Responsible Care Program activities as a single management system that addresses members? specific needs and resources. It should be identified with the company culture, describing requirements of management elements common to the 6 Codes of Management Practices. Such requirements are:
- Policy – The head of the company shall establish the policy on ?Environment, Health and Safety?, complying with applicable legal, regulatory and other requirements, and committing to continuous improvement.
The Policy shall be documented, communicated to all employees, and made available to all stakeholders. Past activities shall be taken into consideration when formulating the policy.
The Policy shall be reviewed at least once in 3 years or as the need arises.
The RC Coordinator shall keep records of the dates of review, amendments or continuation of provisions and the reasons for such. - Scope and Objectives – This is applicable to all companies that commit to Responsible Care initiatives. In communicating the company policy to all employees, the management must also clarify the specific company goals it hopes to achieve and the limits it sets on itself in pursuit of such goals.
This aims to build the confidence and understanding of employees so it can be shared with the community and other stakeholders. - Roles and Responsibilities – It is the responsibility of the top management to appoint the Responsible Care Committee of the company, and the RC Coordinator and Stewards who will implement the program of a minimum of four (4) Codes of Management Practices.
The roles, responsibilities and authorities shall be defined, documented and communicated to facilitate effective Responsible Care management. - Risk Assessment/Management
The RC Coordinator shall be involved in the following:- Identification of Hazards and Risk Assessment. Identify and implement Risk Assessment, and evaluate the factors of danger and harm posed by business activities or processes and the products throughout their entire life cycle.
Based on the results of the risk assessment, risk management control measures shall be established.The procedures in determining the risk management measures, including identity of hazards, shall be established and documented.
The results of the risk assessment shall be reviewed periodically, always updating to the most current. - Legal and other applicable requirements – Identify all applicable legal, regulatory, and other requirements and agreements, industry standards, ISO, etc.concerning ?Environment, Health and Safety? related to the business activities, and manage these accordingly.The procedures in determining the above-mentioned requirements shall be established and documented separately.
- Specific Objectives – Establish and document specific objectives from the broad goals set in the management policy statement. The specific objectives must be time-bound and quantifiable, whenever applicable.Legal, regulatory, codes, procedures and other requirements as well as experiences shall be taken into consideration in establishing objectives.
The objectives shall be periodically reviewed and revised, if necessary, such as when new businesses arise, expansions, renovations, new projects, overseas business, technological transfers, etc. - Plan – Formulate a plan that provides for specific activities in order to attain the objectives of the program.The plan shall identify the person responsible in attaining continuous improvement and ensuring prompt attainment of objectives.
The plan shall define the programs and schedules in order to attain the objectives.The plan shall be reviewed periodically, definitely in the following cases:
- Introduction of new facilities and equipment
- Introduction of new chemicals
- Implementation of new project
- Changes in procedures
The objectives and plans shall be documented.
- Training – In coordination with the Human Resources Management, identify, establish and manage procedures to support the training and education needs for the promotion of Responsible Care activities. The RC Coordinator shall implement training and education for the employees and interested parties. Training and education begins with the RC Coordinator as his knowledge, skills and tasks require.The training and education shall be reviewed periodically and, when necessary, re-implemented. Procedures in recording the results of training and education shall be established and managed accordingly.
Training and education shall include programs such as: ?Environment, Health and Safety?, prior to embarking on a new task, necessary for special jobs, dissemination of new information, and appreciation of the importance of Responsible Care. - Communications – Work to build the confidence and enhance the understanding of the Environment, Health and Safety (EHS) impacts of business activities by having social dialogues with the business stakeholders and general public.The RC Coordinator shall establish procedures in order to relay information to employees and interested parties, and listen and manage opinions.The RC Coordinator shall establish and manage procedures for recording internal and external communication, notices, complaints, etc.
- Document Control – Identify the documents necessary for the development and implementation of a Responsible Care Management System, and establish procedures for their control and management.The RC Coordinator shall:
- Prepare documents to indicate the elements of the RC Management System and their relationships.
- Prepare a system diagram for documents related to RC and another system diagram for indicating its relationship with other management systems.
- Manage the systematic preparation and preservation of records, files, minutes, reports and all documents pertinent to the management of the program.
- Operational Management – Identify operational management standards necessary for properly implementing the programs.Operational management standards may include:
- Standards for Contractor’s Selection
- Standards for Material Supply
- Standards for Constructional Management
- Standards for Quality Control
- Standards for Product Design
- Standards for Preventive Maintenance
- Other Standards applicable to the business activities
The RC Coordinator shall plan and coordinate the proper implementation of activities to attain the established objectives.
- Emergency Response – Undertake an advance assessment of impacts to employees, community residents, environment and consumers of possible and actual emergencies such as accidents and disasters (including distribution accidents). The RC Coordinator shall establish and manage procedures for emergency response based on the advance assessment.The RC Coordinator shall implement necessary drills for information, communication, disaster prevention activities, retrieval of products from the market, etc. in accordance with the established procedures.The RC Coordinator shall establish an Emergency Response Team to respond and coordinate emergency situations. The details of the emergency response program shall be established.
- Checking and Monitoring – Identify the activities for regular inspection and monitoring, and establish and manage procedures for inspection and monitoring.
- The RC Team shall analyze the inspection and monitoring data, and improve the implementation of the plan, as necessary. The items for inspection and monitoring may include the following:
- Progress of the plan.
- Status of achievement of objectives and targets (e.g. emission volume of global warming gases, volume of resources conserved, amount of energy conserved, volume of waste generated, final volume disposed in landfill, environment emission volume, number of labor accident incidents, etc.)
- Occurrence of accidents, disasters, illnesses, non-conformity (breakdown, misuse, near miss, leaks, complaints, etc.).
- Response and conformity to legal requirements, requirements of company regulations and standards.
- Calibration of monitoring equipment and records of calibrations.
- The RC Coordinator shall:
- Summarize the results of the inspection and monitoring activities and report these to concerned parties.
- Implement employee?s medical check-up, monitoring of work environment, inspection of facilities, evaluation of training and education, environmental monitoring, as prescribed by law, and maintain necessary records.
- Report to the management the status of inspection and monitoring related to Environment, Health and Safety (EHS).
- Corrective and Preventive Action – Survey the causes for occurrence of accidents (including distribution accidents), disasters, illnesses and non-conformity (breakdown, misuse, near-miss, violations of company regulations and standards, complaints, etc.).
- The RC Coordinator shall establish procedures in proposing corrective and preventive measures, implementing these, and verifying and managing the effectiveness of the implemented corrective and preventive measures.
- The RC Coordinator shall report to the management the progress of corrective and preventive measures, and the results of the verification of effectiveness depending on the seriousness of the situation.
- Control of Records – Collect and record the necessary information to properly implement the Responsible Care activities. Establish and manage the control procedures.The necessary information includes the following:
- Results of the regular inspection and monitoring of the status and achievements of the RC program.
- Mentoring sessions minutes.
- Audit results.
- Internal and external safety information (information necessary for Risk Assessment such as hazards and toxicity of chemicals, human exposures, environmental emissions).
- Results of Risk Assessments, etc.
- Verifications.
The RC Coordinator shall:
- Test the veracity of the safety information of chemicals being handled, as necessary.
- Create a database of safety information of existing and new chemicals, wastes and products being handled, which can be accessed even in times of emergency.
- Create product safety information (MSDS and safety labels) to be distributed to customers and distribution contractors.
- The RC Team shall analyze the inspection and monitoring data, and improve the implementation of the plan, as necessary. The items for inspection and monitoring may include the following:
- Audit – During the company?s annual Responsible Care or EHS meeting, the CEO or President shall review the entire system. The review determines whether the Responsible Care activities are proper and suitable for the company taking into consideration the audit results, the interests and goals of the company, expectations of the interested parties, and the commitment for continuous improvement. These results shall be reflected onto the policy, the objectives, and other factors.
- Self-Assessment/Verification Frame of Reference – The management may request a verification of their RC program from the SPIK RC Verification Center at any time, but not less than once in two years. The conduct of this verification is described in the document
- Identification of Hazards and Risk Assessment. Identify and implement Risk Assessment, and evaluate the factors of danger and harm posed by business activities or processes and the products throughout their entire life cycle.
