Tips To Draft “ Waste Disposal ” Process Note !!

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Waste-disposal-process-policies
People sorting garbage for recycling

Hello friends,

I am your Buddy Mr. Connect…….!!

Proper waste disposal is critical due to the fact that certain types of wastes can be hazardous and can contaminate the environment if not handled properly. These types of waste also have the potential to cause disease.

The place where we spend most of our time should always be “Hazardous FREE Zone” thus it is of utmost importance to follow the strict process of disposing waste at our respective workplaces as we tend to generate WASTE on an ongoing basis. The below process note on “Waste disposal” has been written post experiencing the real situation which you may use too to refine your process in case you find it suitable for your organization.

Important points to be considered while drafting Non-IT Waste Disposal Policy:

  1. Purpose and Scope
  • Define the purpose clearly in accordance with regulatory bodies for eg: RBI in case of Banks & IRDA in case of Insurance company’s
  • Define “Waste”
  • Define the clear Objective mandated by the company
  • Define guidelines that would cover the process & disposal mechanism
  • Assign roles & responsibilities
  • Draft a policy that lays down the guidelines for identification and classification of waste, service provider identification & empanelment, bidding processes, and procedure for final settlement of accounts in the company books.
  1. Scope of the Policy:- Define the clear scope of this process under below heads such as:
  • Classification of waste under different Line items
  • Representation of process through flow charts & Bullet wise points
  • Process description & financial delegation authority for waste disposal
  • The registration process of service providers under waste management
  • Various formats such as Waste disposal forms, service provider empanelment format or agreement format.

Classification of waste:- It can be classified as Hazardous & Non-hazardous waste

  • Non- Hazardous waste:- Broken & irreplaceable assets like old furniture, non-usable torn branding material, waste paper waste, etc.
  • Hazardous waste:- (” Hazardous waste ’’ means any waste by reason of any of its physical, chemical, reactive, toxic, flammable, explosive or corrosive characteristics causes danger or is likely to cause danger to health or environment, whether alone or in contact with other wastes or substances)

Broken or irreparable assets like TV, Projector. cash safe’s, Air conditioners- IDU & ODU, DG, Inverter, fire safety equipment, chemical, lubrication & oil disposal, plastic disposal, paint toxic wastes & non-toxic wastes, medical waste, etc. Hazardous waste includes:

  • E-Waste
  • Non- E-Waste

The above classification of waste is in line with the E-Waste (Management and Handling) Rules, 2011. Hazardous Waste (Management, Handling, and Tran Boundary Movement) Rules, 2008.

You may add other items after taking due approval as per your internal company policy whereas, the guidelines and process to dispose of remains the same.

Flow chart & Process for WASTE disposal:

  • The identification of waste should be done by the designated staff/authority
  • This identification would take reference from the above classification of waste to be categorized in the Hazardous & Non-Hazardous category.
  • Identification of Waste to be ascertained by that designated staff/ authority & define a category as Hazardous/Non-hazardous. Also in case that designated staff/authority is unable to ascertain its category than you may include a process step of seeking service provider’s report/ co certified by your Facility management team
  • On satisfactory fulfillment of points ” 1 ’’  & ” 2 ’’, the waste identified in the relevant category would be deemed fit for disposal.
  • The Written Down Value (WDV) (wherever possible) of the assets to be taken from the relevant department as defined by you internally.
  • You may define a minimum threshold limit of waste disposal at the branch office level to make it easier & comfortable for the staff & management to action/approve.

A flow chart can be made using the below steps:-

 

A:

  • Designate someone at the local level for approval
  • Fill a disposal form to keep a proper audit trail
  • Dispose of the waste & collect money from the service provider
  • Ensure end use of the payment received
  • Process END

B:

  • First, seek approval from some competent authority to dispose of the material
  • Invite sealed quotes from certified/impaneled service providers
  • Award the order to H1 (Highest 1) bidder
  • Fill a disposal form to keep a proper audit trail
  • Dispose of the waste & collect money from the service provider
  • Ensure end use of the payment received
  • Process END

Exception: In case you wish to mandate the disposal to only certified service providers irrespective of the cost given, you may do so.

3. Process Narration & Financial Delegations

  1. You may dispose of your different types of waste as per below timelines permitted by the competent regulatory body:
  • E-Waste: To be disposed within 180 days of generation
  • Hazardous: To be disposed within 90 days of generation
  • Biomedical waste: To be disposed within 48 hours of generation (Can be disposed at local levels following the set process as made)
  1. Biomedical waste (Expired Medicines) to be returned to Certified Vendors/retails only
  2. Designated staff to inspect the waste reported and categorized as E-Waste & Non- E-Waste category
  3. Post Identification of the waste type and value, you may define an approval matrix to complete the disposal process.
  1. Process for vendor waste generation
  • You may form a “Purchase committee” to impanel waste management service provider
  • Proper documentation to be done.
  • Only certified service providers to be dealt with
  • There has to be minimum criteria/ period cap on the tenure of such empanelment
  • Turnover basis service providers can be selected
  • A DELETION of the ASSET in the Fixed Asset Register (FAR) to be done by some designated team either centrally or at a different branch office level post completion of the SCRAP disposal process.
  • The FAR to also be maintained at the branch office level. This register shall be auditable.
  • The redressal towards this would be governed by the Code of Conduct policy.

5. Waste Vendor Registration Form fields:

  • Name of the service provider:
  • The place from where the service provider has VALID registration no:
  • Central Board of Pollution Control/State Board of Pollution Control Registration No:

(Copy the VALID CERTIFICATE to attach with this form)

  • The registered office address of the service provider:
  • Financial turnover:
  • Network coverage i.e. from where all the waste can be picked up:
  • Existing client details:

Hope you have enough insight into this critical aspect.

For any clarification, counseling session, Professional Services Solutions you may connect with us at 011-42440037, E-Mail us at info@collarsconnect.com or you may even raise your requirement/query at https://collarsconnect.com/corporate-query.

We shall be happy to assist you.

Your’s Buddy

Mr. Connect

 

 

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