Broken leg, cut finger or twisted ankle; if an employee is hurt at work it is a legal requirement to make sure the incident is recorded. This goes for whether you are self-employed, an employer, or in charge of a business premises. Under the Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) you must keep this information at your place of business for at least three years.
You can keep the records however you want. It could be a written log, a spreadsheet on a computer or accident report forms kept in a file. However, if you own or occupy a factory or premises where the Factories Act 1961 applies, or you employ ten or more people, you must have an accident book where everybody can enter the details of an accident. Do be aware though that if you are expected to use an accident book you must buy one that complies with the Data Protection Act 1998.
So, what happens someone cuts his or her finger on a piece of equipment at work? Every employee should know where the accident book, or log, is located or who the person is in charge of it. The time and date must be completed of when the accident happened and the full name and occupation of the injured person. Details of the injury must also be logged along with the place it occurred and all of this information should be easily accessible so that you can show it to safety representatives during inspections.
Although hopefully rare, there are certain incidences where something more serious than a minor cut or sprain might happen. In such an unfortunate situation you will need to report it to the authorities. Areas that fall under this law are: work-related deaths; an employee who has suffered an injury at work that has kept them away for more than three days; major injuries such as losing consciousness, amputations or loss of sight; work-related diseases acknowledged by a doctor; gas incidents in that a person dies or suffers a major injury as a result of the gas you distribute; incidents that although didn’t cause injury, could very easily have done so such as the release of dangerous gases or scaffolding collapsing.
In any of the above cases you must report the incident to either the Incident Contact Centre or directly to your Enforcing Authority. You will know you’re enforcing authority if you employ people because you would have registered your business with them. The main reason that you need to report accidents is so that your enforcing authority can help identify where and how risks arise and also so that they can investigate serious accidents successfully. They will also be able to help and advise you on preventative action.
It really is in your own interest to keep on top of paperwork relating to accidents and it isn’t difficult. The likelihood of you having to actually report an incident is hopefully minimal but keeping records of minor incidents is still necessary by law and will enable you, as an employer, to assess any potential risks that might occur in the workplace.
