HSE Procedures

SUEZ OIL COMPANY Cairo-HSE-P-16

Paper Copy Valid one month from Print Date

Procedure for Internal HSE Communications

CairoHSEP16
1.0 Purpose

The purpose of this procedure is to provide for control of internal communications

related to essential HSE matters. This system includes communication of
information such as HSE Policy, Safety Alerts and HSE Key Points.

2.0 Scope of application

This procedure applies to all areas of SUCO including Fields, Cairo Office and
Kerdassa.

3.0 Responsibility:

This procedure is covered by the SUCO document control system in line with
OHSAS 18001 and ISO 14001 requirements.

Only approved copies of this procedure are to be used. No unauthorised

photocopying or amendment of any part of the procedure is allowed.

The Procedure Owner for this procedure is the HSE General Manager.

The HSE General Manager is responsible for reviewing this procedure and preparing
drafts for approval and reissue.

4.0 Procedure:

4.1 Communications Structure

A variety of communications are needed within the HSE system. To ensure that
communication takes place a formal structure is required. This will be supplemented
by any other forms of information, such as the notice boards.

All communications will be originated from the HSE Cairo, with the approval of the
Managing Directors. Each element to be communicated will be allocated a unique
reference number by Cairo HSE to facilitate follow-up.

The communication of HSE matters is considered a personal communication. Each

Manager in SUCO maintains a record of all employees in the Department. All
communications are cascaded formally to subordinates defined on the Department
record. Managers are required to maintain written records of this communication.

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 HSE Procedures
SUEZ OIL COMPANY Cairo-HSE-P-16
Paper Copy Valid one month from Print Date

4.2 Contractors and Visitors

The primary route for communications to contractors and visitors is through the local
induction system. Those Managers responsible for Contractors and Visitors must
arrange with HSE for the procedure to make the necessary communications.

4.3 Procedure

When a topic to be communicated arises, then Cairo HSE will obtain approval from
the MD's for the document. The document will then be presented to the Division
Managers either individually or in a Management Meeting.

Division Managers will then cascade the subject via their subordinates in the same
way. Care must be taken to include staff who are away from work for any reason.

These communications may take place in a group but the records must be kept for all
individuals.

All documents for formal communications will have a cover sheet provided by the
relevant manager with a table of his/her subordinates. This cover sheet should
indicate the topic and be signed by each staff member on receipt of the
communication.

Records must also be kept that demonstrate the completeness of the communication
chain.

4.4 Administration

To ensure the process works each Division Manager nominates a co-ordinator who
reports on the percentage of staff and contractors who have been reached by the
communication system.

4.5 Electronic Documents

Currently SUCO is developing to an electronic document system and it is possible to

use written documents via email as an appropriate communication system.

Where email or intranet distribution is used then methods, such as email tracking or
feedback forms, should be used to ensure that all staff have been reached.

5.0 Required Records

The following records are to be maintained as per Record Control procedure.

Controlled Files of communications

List of staff to be contacted

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 HSE Procedures
SUEZ OIL COMPANY Cairo-HSE-P-16
Paper Copy Valid one month from Print Date

Detailed Contact Records

Summary reports of completion of communications

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