Introduction

Accident recording and reporting is required under law by the following:

• Social Security (Claims and Payments) Regulations 1979, Regulation 25
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)

Anyone injured at work is required to inform the employer and record the information, including details of how the accident happened.

Employers are required to keep a record of accidents at premises where more than 10 persons are employed.

It is also good practice to regularly review the causes of accidents and seek to identify common issues with the aim to minimise them through management control.

RIDDOR requires employers, the self-employed, and those in control of premises to report certain accidents, ill health, and incidents to the Health and Safety Executive.

These include:

• Death or major injuries
• Over seven days’ lost time
• Reportable work-related diseases
• Dangerous occurrences
• Occupational ill health

The Company shall use this document to guide the internal and external reporting and recording of accidents and incidents resulting from business activities.

Stages of Accident Reporting

1. Establish that any accident or incident is as a result of a work-related event.
2. Identify who and what was involved.
3. Instigate investigation to determine causes and root issues.
4. Visit the scene where appropriate as soon as possible after the event.
5. Gather photographs, drawings, and measurements as may assist.
6. Take statements from witnesses or persons with relevant information.
7. Establish reporting requirements under RIDDOR.
8. Monitor future performance.
9. Audit procedures and compliance.
10. Review and improve systems.

Stage 1 – Internal Reporting and Recording

The Company shall ensure that all accidents and incidents are reported and recorded, including near misses, fires, dangerous occurrences, ill-health, occupational disease, and physical assault arising from Company activities.

This includes accidents and incidents involving visitors, contractors, or members of the public.

Note: Road traffic accidents occurring whilst at work should only be reported using this process if personal injury is involved.

The Company shall record accidents and incidents using:

• An accident book, such as Accident Book BI 510.
• An online recording system that retains equivalent data.

Stage 7 – Reporting to the Enforcing Authority

Death or Major Injury

Immediate notification must be made online without delay.

Over Seven Days Lost Time Injury

If an employee is absent for more than seven days, report online and complete Form F2508.

Dangerous Occurrence

Report immediately online and complete Form F2508.

Reportable Disease

Submit Form F2508A once diagnosis has been confirmed.

Occupational Ill Health

Inform the Incident Contact Centre online and complete Form F2508A where appropriate.

Incident Contact Centre

Website: www.hse.gov.uk/riddor

Telephone: 0345 300 9923

Hours: Monday to Friday, 08:30 to 17:00

Out of Hours Reporting

For urgent incidents involving fatalities, major accidents, or serious public concern:

Duty Officer: 0151 922 9235

Monitoring, Audit & Review

Stage 8 – Monitoring

The Company shall ensure adequate supervision and active monitoring techniques.

Stage 9 – Audit

The Company shall audit the risk assessment regularly and when organisational changes occur.

Stage 10 – Review

The Company shall review and revise the risk assessment regularly and when organisational changes occur.