Safety & Compliance · SOP

Emergency Contact List Update

This procedure defines the steps to review, verify, and publish an accurate emergency contact list for all site personnel, emergency services, and key internal contacts. A current list ensures rapid and reliable communication during any incident.

Estimated Time

30 min

Difficulty

Intermediate

Regulation

WorkSafeBC OHS

Version

1.0

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Purpose

To maintain a current, verified emergency contact list that enables all shift supervisors, safety representatives, and first responders to contact the correct person during a critical incident. An outdated contact list can delay medical attention, fire response, or security lockdowns. This SOP establishes the cadence and method for quarterly updates and event-driven revisions (e.g., staff departure, new hire, phone number change).

Scope

Applies to all personnel permanently assigned or temporarily working at the facility, including full-time employees, part-time workers, contractors, and regular visitors. Covers primary and alternate phone numbers, emergency contact person for each individual, local emergency service numbers (police, fire, hospital), and internal response team contacts (first aid attendant, H&S representative, site manager). Does not replace the confidential personnel file kept by HR.

Safety Precautions

DATAHandle personal contact information in accordance with provincial privacy regulations (PIPA BC). Do not post personal mobile numbers in public view without documented consent.
VERAlways verify changes with the individual or a verified supervisor before updating. Unauthorized modifications can result in misdirected emergency communications.
TESTAfter final approval, perform a spot-test of a minimum of three contact numbers to confirm accuracy. Log the test results in the Verification Log.

Required Tools & Materials

Current emergency contact list (digital or printed)
Emergency Contact Verification Form (one per department)
Master Update Log (digital spreadsheet or paper binder)
Access to telephone / internal messaging system for verification calls
Printer and copier for physical postings (if required)

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Procedure: Step-by-Step

1 Retrieve Current Contact List — Locate the most recent version of the emergency contact list from the primary posting location (Safety Binder or designated digital drive). Verify the version number and date of last update.

2 Verification by Department Heads — Distribute the list (or a tailored excerpt) to each department head, shift supervisor, and safety representative. Instruct them to verify their staff's details using the Emergency Contact Verification Form. Set a deadline of 48 working hours.

3 Collect and Collate Changes — Gather all completed forms. Transfer every requested change into the Master Update Log, noting the source of each change (e.g., verified by John Smith, Supervisor). Flag any conflicting information for immediate resolution.

4 Update Primary Contact Fields — Edit the master list to reflect: full legal name, primary telephone number, emergency alternate (if provided), blood type, known allergies, emergency contact person & relationship, and date of last update. Use a revision marker (e.g., yellow highlight) for each changed field.

5 Update Emergency Service Numbers — Independently verify and update the secondary block: local police non-emergency number, fire department direct line, poison control, nearest hospital ER phone and address, company security desk, and on-site first aid attendant.

6 Cross-Reference Accuracy Check — Have a second person (safety officer or administrator) independently call a minimum of 3 new/changed numbers to confirm they are correct. Document each verification with initials and time.

7 Final Approval and Distribution — Obtain sign-off from the Site Safety Manager on the final version. Distribute to all mandatory posting locations and the shared network drive. Archive the previous version with a timestamp in the SOP Archive binder.

Emergency Contact List Update

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