S.C. OIL DEPOL SERVICE S.R.L.

PROCEDURE OF Code POS -03

COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

Approved by
Florescu Danut
General Manager
Illegible signature
Date : 15.01.2014

Communication, Research, Registration, Reporting and Recording of Work Events

Copy no. _______

Drawn out by Checked by

Name : POPA MARIA CAMELIA MIHAIU VALERICA

Position : Appointed worker Head of HSEQ Department

Date: 13.01.2014 15.01.2014
Signature: illegible signature Illegible signature

This document is the property of S.C. OIL DEPOL SERVICE S.R.L.

Its partial or total reproduction is forbidden, without the written consent of the owner.
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

1. Purpose
To establish the responsibilities and way of research, registration, reporting and recording of
effective work events.

2. Scope
The procedure applies to the staff involved in the research, registration, reporting and recording of
effective work events.

3. REFERENCE DOCUMENTS

 OHSAS 18001:1999. Occupational health and safety management systems.

 Law 319/2006 on occupational health and safety.

4. DEFINITIONS AND ABBREVIATIONS

4.1. Definitions

Work accident – violent injury of the human body, as well as the professional acute
intoxication that take place during the work process or in the fulfilment of the job tasks,
irrespective of the legal nature of the work relation on the basis of which the activity develops
and that causes temporary work incapacity (ITM) of at least 3 days., INV or D.
Event – event related to the work that generated or could have generated an injury or
professional disease or decease.
An accident is an event that led to injury, professional disease or decease. An event in which
there are not appearing diseases, injuries or deceases may also be called "event without
consequences" or dangerous situation / unsafe action.
Dangerous situation / unsafe action – any situation in which the operator or any person is
exposed to one or more dangers.

4.2. Abbreviations
I.T.M. – Territorial Labor Inspectorate
SSO - occupational health and safety
ITM - temporary work incapacity
INV – invalidity
D – decease
FIAM –template form of recording the work accidents
MMFPS - Ministry of Labor, family, Social Protection.
RSSO – person in charge with occupational health and safety
CSSM - occupational health and safety committee
 S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

5. Description of the activity

5.1. Classification of events

The events, depending on the consequences produced are classified as follows:

1. Light accidents – determines the interruption of the worker’s activity for a period of
maximum 3 consecutive calendar days.
2. Accidents that cause temporary work incapacity (ITM) – determines the interruption of
the worker’s activity for a period of at least 3 consecutive calendar days, confirmed by
medical certificate being a consequence of the occurring accident.
3. Accidents that cause invalidity (INV) – determine the total or partial loss of the work
capacity, confirmed by the decision of classification into an invalidity degree, issued by the
competent medical bodies.
4. Deathful accident (D) – supposes the decease of the injured person immediately or after
a period of time, if it is confirmed on the basis of a medical and legal act, as a consequence
of the suffered accident;
5. Collective accident – if at least 3 persons were injured, at the same time from the same
cause, within the same event.

5.2. Communication of events

Any event caused on the company’s territory or in any work place organized by it, is
communicated by telephone immediately by the person that identifies the event as it follows:
Persons that identifies the
event

Work supervisor /
hierarchic supervisor

General manager Emergency situations Head of HSEQ department

As the case, firemen, Appointed worker
police, first aid

Authorities
Territorial Labor Inspectorate
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

The following information at least must be immediately reported in any emergency situation:
 Date, time and place of the event
 Type and description of the event
 If there are victims
 Amplitude of the event
 Denomination and estimated quantity of the material and substance involved.
 Name and telephone number of the reporting person.

The accidents with temporary work incapacity are communicated within 48 hours at the
maximum since the date of occurrence, at I.T.M. by phone by the appointed worker.

The deathful accident, the one that causes serious injury, the collective one as well as the
dangerous event are immediately notified to I.T.M. as well as the criminal prosecution bodies
by phone by the by the appointed worker.

The operative (by telephone) notification of the accident contains the following information:
- name of the legal entity where the accident took place and if the case,
- the name of the legal entity that employed the injured person;
- address, telephone number, legal entity;
- place where the accident took place (section, workshop, traffic road, etc.)
- date and time of occurrence of the accident;
- personal data of the injured person;
- circumstances that are known and presumptive causes;
- consequences of the accident;
- name and position of the person that announces the accident;
- notification date.

For the hospitalized person, the legal entity will announce I.T.M on a weekly basis about the
health condition of the injured person, until the final solving of the case.

5.3. Investigation of events

5.3.1. The investigation of any event is mandatory and aims at:

- establishing the circumstances and causes that led to their occurrence,

- identifying the violated legal regulations;
- establishing the liabilities and measures that are required to be taken to prevent the
occurrence of other similar cases and to determine the nature of the accident.
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

5.3.2. The investigation is made immediately after communication as it follows:

- by the employer, in case :
o of light accidents;
o accidents that caused temporary work incapacity.

- by I.T.M. in case :
o of accidents causing temporary work incapacity;
o deathful accidents;
o collective accidents;
o situations in which persons disappeared;
o in case of dangerous events;
- by MMFPS in case of collective accidents and of dangerous events that show a high rate of complexity.

A. Investigation of the accidents that cause temporary work incapacity

1. Each event / accident is investigated by the investigation commission appointed by written decision by the
general manager;
2. the commission of investigation of the accident is made up of at least 3 persons, one of them being the
appointed worker;
3. the persons empowered with the investigation of the accident must have the appropriate technical training and
not to be involved with liabilities in the occurrence of the event.
4. In case of the traffic accidents on public roads, the services of the traffic police transmit t the empowered
bodies to carry out the investigation, on their demand, within 7 days since the request, a copy of the investigation
protocol on site and any other documents necessary for the development of the specialty investigation.
5. The investigation commission is entitled to take written statements and to request, to consult any acts or
documents, to collect or to request the collection of evidences necessary for the investigation, and those holding
them, are bound to provide them.
6. The Investigation of the accident with temporary work incapacity is finished in 10 days since the
occurrence date, save the cases that requires expertise, cases when the term may be extended.

B. The investigation of the deathful accidents including the situations with disappeared persons, of the
collective accident as well as of the dangerous event, is made by I.T.M. and ends in 15 days since the
date of its communication.
In case of the accident that initially caused temporary work incapacity and that further on became INV or death,
confirmed by decision, I.T.M. fills in, as appropriate, the investigation file darn out on the date of occurrence of
the event (with temporary work incapacity) and on the basis of the documents kept on the respective file, will
draw out the investigation protocol that is attached to the file.
When investigating the events, a file is drafted by the investigation commission containing:
- list with the documents from the file;
- investigation protocol
- sketches, photos related to the event,
- statement of the accidents / accidents, in case of the accident followed by temporary work incapacity or
by INV.
- Statements of the witnesses;
- Statements of the persons in charge with the noncompliance of the legal regulations;
- Copies of the acts and documents necessary for investigation;
- Form for recording the work accident - FIAM;
- Other documents, statements necessary for investigation: permits, expertise, legal conclusions, etc.

5.3.3. The event investigation file is drawn out by the investigation commission and contains:

 A copy (original) for accidents that cause temporary work incapacity and is kept in the archive of the
employer that records the accident; it will be submitted for checking and endorsement to I.T.M. within 5
 days since the end of the investigation. I.T.M. will endorse and will return the file in 7 days since the date
of receipt.

S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03

COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

 In a copy (original) for the accident with serious injury and is kept at I.T.M. until the settlement
of the case;
 In two copies, for the deathful, collective and INV causing accidents, confirmed by decision, of
which a copy (original) is submitted to the criminal prosecuting body and a copy is kept by I.T.M.
 In a copy, for the dangerous events, and is kept by I.T.M.
 In 3 copies for the special events investigated by MMFPS of which the original is submitted to
the criminal prosecuting bodies, a copy remains with MMFPS and a copy with I.T.M.

5.3.4. The investigation protocol of an event is drawn out by the investigation commission:

a. in case of the work accident followed by the temporary work incapacity, for the employer that
records the accident, the territorial labor inspectorate that endorsed the file, insurer and victims;
b. in case of the work accident followed by temporary work incapacity, for workers with different
employers, for each employer, the territorial labor inspectorate that endorsed the filed, insurer
and victims;
c. in case of the works accidents followed by invalidity, for the employer that records the
accident, the criminal prosecuting body, the territorial labor inspectorate that carried out the
investigation the Labor Inspection, insurer and victims;
d. in case of the deathful work accident as well as in case of the deathful accident outside the
working area, for the employer that records the accidents, the criminal prosecuting body, the
territorial labor inspectorate, the Labor Inspection, insurer and families of the victims;
e. in case of the dangerous event, for the employer that records the event, the criminal prosecuting
body, the territorial labor inspectorate that carried out the investigation, the Labor Inspection and
the insurer.

5.4. Registration, recording, statement

5.4.1. The registration of the work accident is made by filling in by the investigation
commission of FIAM on the basis of the investigation protocol.

FIAM is filled in for each injured person individually and constitutes the document of official
statement of the work accident. The document is signed and stamped by the general manager or
by another person with delegation of competence and also, it is signed and stamped by the
director of I.T.M. and the signature of the specialty inspector that checked the form.
FIAM is filled in the investigation commission within 3 working days since the receipt of the
investigation protocol and will be distributed as follows:
- a copy to the legal entity;
- a copy to I.T.M.
- a copy to the injured person.
- If the victim was proposed for retirement, a copy of FIAM is filled also and attached to
the retirement file.
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

5.4.2. The Recording of the work accident is kept in F-POS-03-01 register of injured person by
RSSO.
The records register is kept up to date and filled in for each calendar year separately by RSSO.

5.4.3. The recording of the light accident is made by filling in F-POS-03-02-01-01 rev. 1, bu
RSSO.

5.4.4. The recording of the work accidents that have as consequence work incapacity of more
than 3 working days is made by the RSSO filling of F-POS-03-04. The Sole Register of
data of the injured persons at the workplace that have as consequence work incapacity of
more than 3 working days.

5.4.5. Recording of dangerous events is made by filling in F-POS-03-03 by RSSO of the Sole
Register of data of dangerous events.

5.5. Professional diseases

5.5.1. Professional diseases are diseases that occur as a result of practicing a job or profession,
caused by noxious physical, chemical or biological factors, characteristic for the job, as well as
overstress of different organs or body systems, in the work process.
The professional diseases of which stating, investigation and recording is mandatory, are identified and
managed by the appointed worker.
5.5.2. Investigation, statement and recording of professional diseases listed in the national list are
mandatory, regardless of their being followed or not by temporary work incapacity, or if the same
person had previously been affected by the respective disease, stated previously and healed.
The professional diseases as well as the suspicions of professional diseases are mandatorily
noticed by all physicians that detect such diseases during any medical service.
5.5.3. The notification is made by filing in the BP1 sheet that is sent within 5 days at the county
inspectorate of sanitary police and preventive medicine.
5.5.4. The confirmation of the diagnostic is made by the occupational medicine physicians that
may carry out for such purposes specialty investigations with the support of dispensaries, hospitals,
laboratories, and clinics.
5.5.5. The investigations of the causes and confirmation or information of the professional nature
of the disease is made by the occupational medicine physician appointed by the inspectorate of sanitary
police and preventive medicine.
The workers make on an annual basis of the medial clinic examination and specialty exam, depending
on the work environment, professional stresses to which they are exposed and the permits of the job
which they carry out and are established buy the OHS committee.
The clinical control is made by a physician with competence in general medicine, and in labor
medicine, the medical specialty exam is made by specialists.
The endorsement of the medical skill for practicing the job is given by the occupational medicine
physician.

6. RESPONSIBILITIES
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

6.1. The person who identifies the event

 Will notify the job supervisor about any situation that constitutes a danger of injury or professional
disease;
 Will stop the work at the occurrence of an imminent danger of occurrence of an accident and will
immediately inform the job supervisor
 Will provide information by own initiative or on demand of the investigating and research bodies in
the OHS field;
 Will state in writing information about the occurring event.

6.2. The appointed worker

 Will participate in the investigation of he work accidents and will keep their records;
 Will notify I.T.M. about any work accident or event that occurred in the company;
 Communicate to the heads of compartments all the events related to the safety field (accidents,
events) at internal or group level;
 will collaborate with the medical services for knowing up to date the situation of professional
diseases or to keep the records of professional disease;
 transmits the assessment of the risk of injury or professional disease at the work place;
 Follows up the fulfilment of the measures established from inspections made by authorities;

6.3. Head of Compartment

 To present the documents and to provide information requested by the appointed worker during the
inspection or of the investigation of the work accidents;
 To take measures not to modify the factual situation resulted from the occurrence of a deathful or
collective work accident, besides the cases when maintaining such conditions would generate other
accidents or damages with serious consequences or would endanger the life of injured persons or of
other employees;
 To immediately notify the occurrence of some technical breakdowns, events, work accidents or
professional diseases;
 To ensure the drawing out of the sheet of exposure to professional risks for each exposed employee;
 To train the staff with the investigation protocol drafted following the investigation of the work
accidents;

6.4. General Manager

 To ensure that the workers and / or their representatives are consulted in matters related to the
measures and consequences concerning occupational health and safety;
 To provide the necessary means so that those with tasks on the occupational health and safety may
exercise the rights and tasks provided by the legislation;
 To regularly ensure or whenever necessary, the checking up of the compliance with the level of
noxious substances up to the admitted levels, by measurements made by the competent bodies.
S.C. OIL DEPOL SERVICE S.R.L. PROCEDURE OF Code POS -03
COMMUNICATION, RESEARCH, Rev.1
REGISTRATION, REPORTING AND
RECORDING OF WORK EVENTS

 To present the documents and to provide information requested by the labor inspectors during the
inspection or during the investigation of the work accidents;
 To ensure the accomplishment of the measures established by the work inspectors during the
inspection or during the investigation of the work accidents;
 To appoint by written decision the commission of investigation of the work accidents.

7. RECORDS

Item Annex Registration Form Code Initiated By Maintained Archiving

No. by duration
1 Annex 1 Sole register of person F-POS-03-01 RSSO Head of 5 years
injured at work HSEQ
Department
2 Annex 2 Sole register of light F-POS-03-02 RSSO Head of 5 years
accidents HSEQ
Department
3 Annex 3 Sole Register of data of F-POS-03-03 RSSO Head of 5 years
dangerous events HSEQ
Department
4 Annex 4 Sole Register of data of the F-POS-03-04 RSSO Head of 5 years
injured persons at the HSEQ
workplace that have as Department
consequence work incapacity
of more than 3 working days
5 - Investigation protocol Investigation Head of
commission HSEQ
Department
6 - Event investigation file Investigation Head of
commission HSEQ
Department
S.C. OIL DEPOL SERVICE S.R.L. F-POS-03 - Annex 1

SOLE REGISTER
OF PERSON INJURED AT WORK
IN THE COMPANY / ENTITY ______________

Item Surname Personal data Victim’s Place of Economic Circumstance, Effects Date / time of injury by: Date of ending of the Temporary work incapacity by:
no. and first - age work occurrenc activity in causes of the of the
name of place e of the which the injury accidents
the - marital (section, accident victims over the Invalidity
injured status workshop, get human Temporary Decease Date of No: data Date of Resuming Decease Number Remarks
Date of
persons - occupation; etc.) injured body work notification of notification of of days of
(NACE incapacity of the decision; of the activity notification temporary
- seniority in
work;
CODE) inspectorate invalidity inspectorate of the work
T: sent, P: degree T: sent, P: incapacity
- seniority in received received inspectorate
the work place; (name of (name of T: sent, P:
person) person)
received
(name of
person)
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

F-POS-03 – 01 – Rev.1
S.C. OIL DEPOL SERVICE S.R.L. F-POS-03 - Annex 2

SOLE REGISTER
OF LIGHT ACCIDENTS
IN THE COMPANY / ENTITY ______________

Item Surname Personal data Victim’s Place of Economic Circumstance, Effects of Date of Type of accident Remarks
no. and first - age work occurrence activity in causes of the the injury With With
name of - marital place of the which the injury accidents incapacity incapacity
the status (section, accident victims over the of work of work
injured - occupation; workshop, get human (number (number
persons - seniority in etc.) injured body of days, of days,
work; (NACE but less but less
- seniority in CODE) than 3) than 1)
the work
place;
0 1 2 3 4 5 6 7 8 9 10 11

F-POS-03 – 02 – Rev.1
S.C. OIL DEPOL SERVICE S.R.L. F-POS-03 - Annex 3

SOLE REGISTER
OF DATA OF DANGEROUS EVENTS
IN THE COMPANY / ENTITY ______________

Item no Event description Place of occurrence Economic activity Circumstance, Date of notification Measures
of the event in which the victims causes of the injury of the inspectorate undertakes for
(section, workshop, get injured (NACE T: sent, P: received preventing some
etc.) CODE) (name of person) similar cases

F-POS-03 – 03 – Rev.1
S.C. OIL DEPOL SERVICE S.R.L. F-POS-03 - Annex 4

SOLE REGISTER
OF DATA OF THE INJURED PERSONS AT THE WORKPLACE THAT HAVE
AS CONSEQUENCE WORK INCAPACITY OF MORE THAN 3 WORKING DAYS
IN THE COMPANY / ENTITY ______________

Date of end of incapacity of

work by
Item Surname Personal data Victim’s Place of Economic Circumstance, Effects Date Resuming Invalidity Decease Date of Calendar Number
no. and first - age work occurrence activity in causes of the of the / time activity no.; notification period of days of
name of - marital place of the which the injury accidents of decision of the temporary
the status (section, accident victims over the injury date ; inspectorate work
injured - occupation; workshop, get human invalidity T: sent, P: incapacity
persons - seniority in etc.) injured body degree received
work; (NACE (name of
- seniority in CODE) person)
the work place;
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

F-POS-03 – 04 – Rev.1