Incident and Non-Conformance Management Policy Template for India

An Incident and Non-Conformance Management Policy helps organizations track, report, and handle unexpected events and deviations from standard procedures. It creates a structured approach for dealing with workplace accidents, near-misses, quality issues, and regulatory violations while meeting requirements under Indian Factory Act and ISO standards.

This policy establishes clear protocols for immediate response, investigation, corrective actions, and prevention of future incidents. It guides staff through documentation, root cause analysis, and compliance reporting - essential for industries like manufacturing, healthcare, and IT services operating in India. Good incident management protects workers, maintains quality standards, and helps organizations learn from past events.

Put an Incident and Non-Conformance Management Policy in place when your organization faces operational risks or needs to comply with Indian safety and quality regulations. This policy becomes essential after workplace accidents, quality failures, or when expanding into regulated sectors like manufacturing, healthcare, or construction where OSHA India guidelines apply.

Use it to create systematic responses to incidents like chemical spills, machinery malfunctions, or procedural violations. The policy proves particularly valuable during safety audits, ISO certification processes, or when dealing with multiple facilities across different states. It helps protect your organization from legal liability while building a strong safety culture that meets regulatory requirements.

• Basic Safety Incident Policy: Focuses on workplace accidents and safety violations, typically used in manufacturing and construction. Includes immediate response protocols and OSHA India reporting requirements.
• Quality Management NCR Policy: Centers on product quality issues and ISO 9001 compliance. Details documentation procedures for manufacturing defects and service delivery gaps.
• Environmental Incident Policy: Addresses environmental violations and PCB compliance requirements. Includes specific protocols for chemical spills and pollution control.
• Integrated HMS Policy: Combines health, safety, and environmental incident management into one comprehensive system, popular among larger organizations with multiple compliance needs.

• Safety Officers: Lead the development and implementation of the Incident and Non-Conformance Management Policy, ensuring compliance with Indian Factory Act requirements.
• Department Managers: Oversee daily implementation, incident reporting, and corrective actions within their units.
• Quality Control Teams: Monitor non-conformances, conduct root cause analyses, and maintain ISO documentation.
• HR Departments: Handle policy training, maintain incident records, and manage worker compensation cases.
• Legal Teams: Review policy alignment with regulations and manage liability issues.
• Factory Workers: Follow procedures, report incidents, and participate in investigations and preventive measures.

• Review Regulations: Gather relevant Indian safety standards, ISO requirements, and industry-specific compliance guidelines.
• Map Processes: Document existing incident reporting workflows, emergency response procedures, and quality control measures.
• Identify Stakeholders: List key personnel responsible for incident management, including safety officers, department heads, and workers.
• Define Categories: Classify types of incidents and non-conformances specific to your operations.
• Set Timelines: Establish reporting deadlines, investigation periods, and corrective action timeframes.
• Create Templates: Develop standardized forms for incident reporting, investigation, and follow-up documentation.
• Review Mechanisms: Plan periodic policy updates and effectiveness assessments.

• Purpose Statement: Clear objectives aligned with Indian Factory Act and workplace safety regulations.
• Scope Definition: Specific activities, locations, and personnel covered under the policy.
• Incident Classifications: Categorization of incidents as per OSHA India guidelines and severity levels.
• Reporting Procedures: Mandatory timeframes and channels for incident notification.
• Investigation Protocol: Step-by-step process for root cause analysis and evidence collection.
• Corrective Actions: Framework for implementing and monitoring remedial measures.
• Documentation Requirements: Records maintenance and retention periods per legal standards.
• Training Requirements: Mandatory staff awareness and compliance training schedules.

While both documents deal with workplace incidents, an Incident and Non-Conformance Management Policy differs significantly from a Health and Safety Policy. The key distinctions lie in their scope, application, and specific requirements under Indian law.

• Focus and Purpose: The Incident Policy specifically addresses response procedures and documentation after incidents occur, while Health and Safety Policy outlines preventive measures and general safety standards.
• Legal Requirements: Incident Policies must comply with detailed reporting requirements under the Factories Act and ISO standards, whereas Health and Safety Policies align with broader occupational safety guidelines.
• Implementation Scope: Incident Policies include specific investigation protocols, root cause analysis, and corrective action tracking. Health and Safety Policies cover broader areas like training, equipment standards, and routine safety practices.
• Documentation Detail: Incident Policies require detailed incident logs, investigation reports, and corrective action records, while Health and Safety Policies focus on preventive maintenance records and safety inspection checklists.