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An Incident and Non-Conformance Management Policy helps organizations track, respond to, and learn from workplace problems and regulatory violations. It sets clear steps for Dutch companies to document issues, from minor quality defects to serious safety incidents, in line with ISO standards and the Working Conditions Act (Arbowet).

This policy guides teams through reporting requirements, investigation procedures, and corrective actions. It ensures companies meet their legal duty of care, protect workers, and maintain quality standards. Dutch businesses use these policies to prevent repeat incidents, demonstrate regulatory compliance, and create safer, more efficient workplaces.

Put an Incident and Non-Conformance Management Policy in place when your organization needs systematic ways to handle workplace accidents, quality issues, or regulatory violations. This becomes essential when operating in high-risk industries, managing complex processes, or scaling up operations across multiple Dutch locations.

The policy proves particularly valuable during safety inspections, ISO audits, or after receiving improvement orders from the Dutch Labor Inspectorate (Inspectie SZW). It helps track patterns, demonstrate due diligence, and protect your organization from liability under Dutch law. Many companies implement it during quality management system updates or when preparing for certification requirements.

• Basic Incident Reporting: Focuses on documenting workplace accidents and near-misses, aligned with Dutch Working Conditions Act requirements
• Quality Management NCRs: Specifically tracks product or service non-conformances for ISO 9001 compliance
• Environmental Incident Policy: Addresses environmental violations and reporting under Dutch environmental regulations
• Integrated QHSE System: Combines quality, health, safety, and environmental incident management for larger organizations
• Critical Process Policy: Tailored for high-risk industries with strict regulatory oversight, including detailed investigation protocols

• QHSE Managers: Lead the development and implementation of the policy, ensuring it meets Dutch safety and quality standards
• Department Heads: Responsible for enforcing the policy within their teams and reporting incidents up the chain
• Works Council (OR): Reviews and provides input on policy content to ensure worker interests are protected
• External Auditors: Verify policy compliance during ISO certifications and regulatory inspections
• Employees: Must understand and follow reporting procedures when incidents occur
• Legal Department: Reviews policy alignment with Dutch laws and updates requirements as regulations change

• Risk Assessment: Review existing incident data and identify key risk areas specific to your operations
• Legal Framework: Check current Arbowet requirements and ISO standards applicable to your industry
• Stakeholder Input: Gather feedback from department heads and Works Council on reporting procedures
• Process Mapping: Document your incident response workflow, including roles and timelines
• Documentation Tools: Set up standardized forms and digital systems for incident tracking
• Training Plan: Develop materials to educate staff on policy requirements and reporting methods
• Review Mechanism: Establish how often the policy needs updating and who approves changes

• Purpose Statement: Clear objectives aligned with Dutch Working Conditions Act requirements
• Scope Definition: Detailed coverage of incidents, near-misses, and non-conformances
• Reporting Protocol: Step-by-step procedures meeting Arbowet notification timelines
• Investigation Process: Methodology for root cause analysis and evidence gathering
• Corrective Actions: Framework for implementing and tracking improvement measures
• Data Protection: GDPR-compliant handling of incident-related personal information
• Review Cycle: Mandatory annual policy evaluation and update requirements
• Roles Matrix: Clear designation of responsibilities and authority levels

People often confuse an Incident and Non-Conformance Management Policy with a Risk Management Policy. While both deal with organizational safety and compliance, they serve different purposes and operate on different timelines.

• Response Focus: Incident policies handle actual events and violations after they occur, while risk management focuses on preventing potential issues before they happen
• Documentation Requirements: Incident policies need detailed event recording and investigation procedures; risk management requires ongoing risk assessments and mitigation strategies
• Legal Obligations: Incident policies must comply with immediate Dutch reporting requirements for workplace accidents, while risk management addresses broader regulatory compliance planning
• Implementation Scope: Incident policies detail specific response procedures and corrective actions, whereas risk management covers broader organizational strategies and controls