Health, Wellness and Safety
We believe that the health of our business depends on the health and safety of our people. From giving our employees and their families the means to manage their health to making workplaces and commutes safer, we continue to make measurable changes in the lives of our people worldwide.
Our healthcare philosophy — Healthy Together — focuses on helping employees and family members to make informed healthcare decisions and gives them the tools to manage their health and well-being. Employees can also access various health and wellness programs through the healthcare carriers they select. As part of the Healthy Together program, the company provides free, confidential wellness screenings on an annual basis so employees can identify key health risks and work with their primary care physicians. Xerox also contracted with various wellness vendors to assist employees in developing action plans to address these risks. We provide easy access to meaningful, timely and relevant information through a single portal, simplifying the experience of choosing and using benefits. Currently, this program is available to employees in the United States.
Xerox is committed to maintaining a safe work environment for our people. We strive toward a goal of zero workplace injuries, continually decreasing the frequency and severity of injuries every year. In 2015, within our global Technology operations the total recordable injury (TRI) rate decreased by 7% and day away from work case (DAFW) rate decreased by 6% from 2014 levels. In addition, across all of our U.S. operations, the DAFW frequency rate decreased by 7%, which is reflective of success in preventing the more serious injuries. We did experience one work related fatality in 2015, due to a motor vehicle accident on a public road. Overall, these improvements have continued since 2012 and are a result of the increased safety awareness and communications to our employees and focused safety management processes within our management teams.
Total Recordable Incident (TRI) Rate
Day Away from Work (DAFW) Rate
1Data in this section includes Xerox Technology Operations but excludes Global Imaging Services operations.
We continued to be successful in integrating many corporate safety management processes into our Services organization, including injury recordkeeping, workplace inspections, fire and life safety, ergonomics and emergency preparedness. This integration has established common objectives and standardized the management processes for key employee safety disciplines.
We have in place a robust, worldwide incident reporting process. This, in combination with workplace safety inspections and hazard analysis, focuses our safety improvement efforts where we can have the most impact on preventing incidents and where populations are most at risk. Employee safety communications take a variety of forms given the great diversity in our operations and workplaces. A number of methods are used to keep employee safety awareness high, including site specific hazard management, off the job safety information and unique safety concerns that may be endemic to a specific geography.
In order to ensure fire and life safety attributes are in place in the buildings we own and lease, all real estate transactions are reviewed by the Environment, Health, Safety and Sustainability (EHS&S) organization prior to occupying. Xerox fire safety and life safety requirements have been established regardless of location in the world, size of facility or occupancy classification. The focus of the safety review is fire and incident prevention, early detection, suppression, occupant notification and prompt emergency response. These reviews are linked with the implementation of building specific emergency preparedness planning and drills.
A well-established internal audit program measures our success in implementing corporate standards, allows us to share best practices and helps us validate regulatory compliance. Audits at major operations are conducted on a rolling average of once every three to five years (or sooner, based on performance). The frequency and the focus of the audits are based on the type of operations and the inherent risks associated with the operations. In 2012, we added our Services operations to this audit schedule.
Xerox audit teams evaluate operations against our internal standards, external regulations and industry guidelines. Beginning in 2010, the teams also evaluated management system performance. With the assistance of the local managers and support staff, action plans are developed and deficiencies corrected. Senior management pays particular attention to situations with the potential to pose a significant risk of environmental damage, serious injury to employees or regulatory non-compliance. In 2015, we met our goal of resolution of these issues within 90 days and continued to demonstrate that the audit program has become an important mechanism for identifying and correcting performance gaps.
Establishing an Audit Process for our Services Sites33 countries • 215 Locations • 130 International + 85 US (25%)
Adding Services to the Mix
Our Services operations are located in approximately 500 sites worldwide. Initially, EHS&S was engaged in audits of a limited number of facilities between 2010 and 2012. In 2013, EHS&S set out to complete audits of all 130 international Services locations and worked with various value chain partners including Global Real Estate and Facilities, Human Resources, and local operations management to address any issues that were identified.
In 2014 and 2015, audits were completed at 85 U.S. locations, for a total audit count of 215. In order to establish a consistent level of EHS&S performance worldwide, a common set of facility requirements was developed that applies across all geographies, taking into account existing life safety and building codes as well as specific regulatory requirements that may apply in different parts of the world.
The on-site review of these locations provided significant insight into the variety of business operations, facility and/or management issues and best practices that could be used to improve overall performance. Outside of the U.S., due to the large variation in local regulations, the audits identified a number of sites requiring some sort of physical upgrade, modification or intervention to meet safety and environmental requirements. Corrective actions for all of these locations have been completed.
Consistent application of accepted life safety and building codes within all 50 U.S. states means fewer physical issues were identified. However, some operational management process deficiencies were identified and are currently being addressed.
Now in the control phase, the Services operations audit project will include on-going assessment, on-site spot checks and continued outreach. Site operations and facility management will be required to complete an annual self-assessment and provide supporting documentation as evidence of ongoing compliance. In addition, processes are in place to ensure that acquisitions are thoroughly evaluated to ensure that new facilities meet appropriate standards.
Because emergencies and disasters often strike without warning, Xerox has implemented an emergency preparedness and response program to help protect the safety of our employees, the surrounding communities and the environment.
To prepare for emergencies, Xerox facilities worldwide have implemented site-specific Emergency Preparedness Plans to assist with the development and execution of appropriate actions in response to local emergencies. Our plans account for common emergencies, such as responding to fires; for weather-related emergencies, such as tornadoes and hurricanes; and for more location-specific emergencies, such as responding to earthquakes and radiological emergencies. We also include resources and procedures for first aid medical response in the event of an injury or illness to an employee in our facilities. In our more complex and higher hazard operations, we have Medical Emergency Response Teams (MERTs). These MERT employees are provided with training and the equipment necessary to respond quickly and stabilize the medical emergency until more advanced medical support arrives.
Shelter-in-Place procedures, already in place in our Technology sites, are being rolled out to our Services sites to protect our employees from emergency situations that occur outside of our facilities.
In addition to emergency action plans that are established at the local operations level, there are preparedness plans at the corporate level including major incidents, crisis management and pandemic preparedness. These plans have been designed with a central corporate strategy that utilizes an incident command structure. Incident Response Managers are responsible for local/regional tactical and emergency response, coordinating efforts at their respective locations with the Corporate Crisis Management Team, and addressing local business operations issues. Response coordination and integration are part of the planning process.
All preparedness plans are regularly tested for effectiveness through management reviews, corporate audits and annual drills. Any discrepancies are noted and corrective actions are implemented. Following an emergency, Business Resumption Plans are put into action to ensure business operations are quickly restored after an incident.
Motor Vehicle Safety
Motor vehicle safety is a key component of our safety initiatives. We have a company car program that specifies motor vehicle safety requirements for our drivers as well as accident prevention and reporting processes. Employee driving records are reviewed on a regular basis, and we provide remedial motor vehicle safety training to improve awareness and competency. Motor vehicle accidents are tracked by frequency and type and are reported to the management team.
We also participate in fleet safety benchmark forums to keep up to date on the latest motor vehicle safety practices and technologies and to share Xerox’s best practices with our peers.
The use of cell phones in any company vehicle is restricted. Texting is forbidden while the vehicle is moving. Employees who need to use their phones in the car are instructed to find a safe place to stop.
A comprehensive safety review is conducted on any vehicle model prior to it being accepted as part of the Xerox fleet. We review the safety ratings and crash test results of candidate vehicles and require safety features such as daytime running lights and safety barriers between the driver’s seat and storage areas.
Because musculoskeletal disorders represent a significant portion of our work-related injuries, we work to minimize the risk factors as a job is designed. We study exposure to ergonomic hazards and raise awareness with employees so they can make improvements to their workstations.
From manufacturing operations to office work, we continue to study the causes and potential remedies for workplace injuries. The following provides some brief highlights.
- Manufacturing Operations: Workstation evaluations are conducted in Xerox facilities worldwide for ergonomic hazards based upon risk profile and injury experience. Ergonomic enhancements such as tilt tables, lifts and hoists make it easier for employees to maneuver parts and equipment during assembly.
- Machine Service: Xerox Customer Service Engineers’ (CSEs) exposure to ergonomic hazards has been studied. The findings have helped us select tools and develop procedures to mitigate risk of musculoskeletal disorders. Throughout the equipment design process, evaluations are done to assess risks for our CSEs. The best time to make a modification is when a product is still in the design or early test phases.
- Office Ergonomics: Our largest employee population is office-based. Raising awareness and helping employees make effective workstation changes is critical to minimizing risk for this population. We created computer-based training on ergonomics principles and practices. This method of delivery enables employees to go through needed training programs at a time that minimizes business interruptions. For employees that require additional ergonomic technical assistance due to workplace injuries or medical accommodations, we have partnered with a third-party consultant to conduct more detailed ergonomic assessments. By leveraging this consultant we are able to better support a larger geographic area. We also continue to focus on ways to unify the ergonomics program across all sectors of business.
Asset Protection and Fire Safety
The Xerox Asset Protection and Fire Safety Program provides fire-safe workplaces and limits the potential for losses to Xerox equipment and property from fire, explosion and natural hazards, such as windstorms, snow-loading collapse and floods. The program includes periodic inspections, management reviews of findings, and mitigation planning. Our philosophy is to maintain our higher-valued locations at a “Highly Protected Risk” standard. In addition, locations are reviewed for conformance to Xerox standards and recognized fire and life safety standards. We continue to demonstrate strong loss control performance and benefit from favorable insurance rates and premiums.
Contractor Safety Process
The goal of the Contractor Safety Program is to ensure contracted work conforms to all applicable regulations and Xerox environmental, health and safety requirements. Contractors are qualified to the safety and health requirements prior to beginning work at a Xerox location. Contractors are required to submit a job safety plan and workers on U.S. Xerox sites attend an orientation session. Incidents and injuries are tracked both as feedback and to measure program effectiveness. Although first established at our Rochester, New York, operations, this model has been applied successfully to many of our larger locations.
Xerox also functions as a contractor for many Xerox client accounts. We have in place internal safety standards and establish safety plans, deliver specific employee training and maintain management oversight to ensure operations meet both Xerox and client requirements.
Workplace Health Management
Our workplace health programs include processes for emergency medical response, the characterization of employee fitness for duty, illness prevention, pre-employment drug testing and health and wellness promotion.
Programs are in place for conducting medical exams in connection with safety-sensitive work, and drug testing and immunizations based upon specific work operations and client accounts. EHS&S and Corporate Risk Management partner on managing accommodations and post injury or disability return to work processes.
Preventing and Monitoring Workplace Exposures
To protect employees from unsafe exposure to chemicals, noise and radiation, Xerox applies exposure limits to worldwide manufacturing, research and technology service operations based upon the Threshold Limit Values (TLV) recommended by the American Conference of Governmental Industrial Hygienists. These reflect the best advice of a widely respected committee of international experts. However, in jurisdictions where government regulations are more stringent, Xerox meets those regulatory requirements. For some materials — including toners and certain solvents and metals — Xerox has established exposure limits that are more stringent than the TLV or existing regulations and standards.
Using the Xerox Exposure Assessment process, industrial hygiene and safety professionals monitor, assess and report workplace exposures. Effective process design, engineering controls, safe job procedures and personal protective equipment are used to control exposures and protect employee health. Medical surveillance programs are in place to monitor the health of employees working in operations with specific jobs and hazards (e.g., high noise, organic solvents). Results of those medical exams are reviewed to ensure no adverse health effects.
Of the workplace exposures monitored in 2015, approximately 99 percent were within Xerox limits. All were within regulatory limits or were controlled through the proper use of personal protective equipment where engineering controls were not possible.
Environment, Health and Safety Project Reviews
We continually make modifications to work processes and operations to improve efficiency and effectiveness. To ensure these changes meet Xerox safety standards and follow our risk management philosophy, projects are reviewed by technical safety and environmental professionals. The scope of the project is defined, potential safety and environmental impacts are characterized, and control requirements are established before the project is initiated. The process serves to inform the engineering and management teams about safety requirements and ensures all project designs have controls integrated into work plans. The process ensures environmental, health and safety requirements are understood and implemented at the beginning of the project.