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Internal Audit Report

Audit Identification: IA202512 Area: Emergency Preparedness Audit Date: 30th September 2025 Auditor: Sean Ashton Date Completed: 30th September 2025 Findings: 0 Non-conformities, 0 Observations Scope: Clauses 8.2 (ISO 14001 & ISO 45001) Document Number: FORM_INTAR001 Rev 1 ID 01/09/2025

Executive Summary

The audit of Emergency Preparedness & Response systems at A M Water Services Limited demonstrates full compliance with the requirements of ISO 14001:2015 and ISO 45001:2018 clause 8.2. The company maintains comprehensive emergency response arrangements through APP_16 Emergency Preparedness & Response Matrix and APP_17 Disaster Recovery & Business Continuity Plan, supported by S.O.P_5.4 for operational implementation. The audit found no non-conformities or observations.

Emergency planning is well-structured with clear procedures for water industry-specific scenarios. Testing and exercise programmes are being implemented effectively with good evidence of learning from exercises. The integration between emergency response and business continuity demonstrates good practice for a company of this size.

Introduction

This audit examined the company's emergency preparedness and response arrangements as required by clause 8.2 of both ISO 14001 and ISO 45001. The audit assessed whether A M Water Services has identified potential emergency situations, established appropriate response procedures, and maintains the capability to respond effectively to emergencies arising from water infrastructure operations.

Aims & Objectives

  1. Verify that potential emergency situations have been systematically identified and assessed
  2. Confirm that emergency response procedures are established and communicated to all relevant parties
  3. Evaluate the testing and exercise programme for emergency preparedness
  4. Assess the integration between emergency response and business continuity planning
  5. Review the mechanisms for capturing lessons learned and continuous improvement
  6. Verify that emergency equipment and resources are maintained in a state of readiness

Audit Method

  • Document Review: APP_16 Emergency Preparedness & Response Matrix (Rev 2, 01/06/2025), APP_17 Disaster Recovery & Business Continuity Plan (Rev 2, 01/06/2025), S.O.P_5.4 Emergency Preparedness & Response (Issue 2, June 2025), Testing records from March 2024 to August 2025
  • Interviews Conducted: Operations Director (Aaron Mason), Site Supervisor, Two Team Leaders
  • Observations: Emergency equipment storage areas, vehicle emergency kits, communication systems
  • Sampling: Emergency exercise records from past 12 months, emergency contact lists, equipment inspection records from July-September 2025

Non-conformities

No non-conformities identified.

Observations

No observations identified during this audit. The emergency preparedness system is functioning effectively with all requirements being met.

Corrective Action Summary

Not applicable - no non-conformities identified requiring corrective action.

Conclusions

The audit confirms that A M Water Services has established and maintains an effective emergency preparedness and response system that meets the requirements of ISO 14001 and ISO 45001. The following areas demonstrate particular strength:

Areas meeting requirements:

  • Comprehensive identification of water industry-specific emergencies including water main strikes, contamination events, and excavation collapses
  • Clear emergency contact structure with 24/7 availability through multiple communication channels
  • Integration between APP_16 (Emergency Response) and APP_17 (Business Continuity) provides seamless coverage
  • Testing history shows regular exercises with documented outcomes and completed actions
  • The five-step STOP, CALL, HELP, WAIT, REPORT protocol provides simple, memorable emergency response

What's working well: The company's emergency preparedness reflects the operational reality of water infrastructure work. The matrix covers genuine scenarios faced by the business, from routine water main strikes to major contamination events. The testing programme has identified and addressed real gaps, such as the incomplete spill kits discovered in August 2024, demonstrating that exercises are adding value rather than being tick-box activities.

Integration across three standards: Emergency preparedness requirements from both ISO 14001 (environmental emergencies) and ISO 45001 (health and safety emergencies) are managed through a single integrated system. This prevents duplication and ensures consistent response regardless of the emergency type. The link to ISO 9001 is evident through customer communication protocols and service continuity arrangements.

Recommendations

  1. Standardise equipment checks: Develop a simple checklist for emergency equipment inspections to ensure consistency across all teams and vehicles. This would strengthen the existing inspection regime and provide clearer audit trails.

  2. Enhance cascade testing: Vary the timing and methods of communication cascade tests to validate the system works effectively outside normal working hours, reflecting the 24/7 nature of emergency response.

  3. Create quick reference guides: Produce laminated emergency cards for all vehicles containing key contact numbers and the STOP, CALL, HELP, WAIT, REPORT protocol, providing physical backup to digital systems.

  4. Expand exercise scenarios: Consider including a winter weather response exercise in the 2026 programme, given the operational challenges that severe weather presents to water infrastructure work.

Feedback & Acknowledgments

The audit was conducted with full cooperation from all personnel interviewed. Aaron Mason provided comprehensive insight into recent emergency responses and demonstrated strong personal commitment to emergency preparedness. Team Leaders showed good understanding of their emergency responsibilities and could explain procedures clearly. The maintenance of emergency equipment in vehicles was observed to be of a good standard.

Audit Report Prepared By

Name Position Signature Date
Sean Ashton HSQE Consultant S.Ashton 30/09/2025
Aaron Mason Director A.Mason 30/09/2025

Corrective Action Close Out

Not applicable - no corrective actions required.