No matter how careful you are, accidents are bound to happen. Keeping track of these is not only a legal requirement, but also the best way to prevent future incidents. Here’s a summary of what you need to know about accident books, and how you can use them to create a safer workplace for everyone.
What is an accident book?
An accident book is a workplace document that is used to record the details of accidents and injuries. The HSE produces an official accident book called the BL510, but there are many alternatives on the market. You can also create your own accident book, as long as it contains all of the necessary information and complies with data protection regulations.
Do I have to keep an accident book?
The law doesn’t explicitly require you to keep an accident book, but it does make it your responsibility to record accidents and injuries. This falls under The Social Security (Claims and Payments) Regulations 1979 (SSCPR). These state that:
- Employers should take reasonable steps to investigate all accidents.
- Employers must be able to provide details of serious injuries and deaths if they are requested by the Secretary of State.
- Businesses with ten or more employees must have a means of recording the details of all accidents that result in injury. These records should be kept for at least three years after the incident.
The other relevant law is RIDDOR (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013).
This makes it your duty to record all accidents that result in a worker being incapacitated for more than three consecutive days, or, in the case of an accident affecting a member of the public, which has required hospital treatment. Accidents that result in death or severe injury must also be reported to the HSE within 15 days.
By recording accidents in an accident book, you can comply with both of these laws at once. Although the law allows you to keep electronic records, there are several reasons why a paper record may be preferable:
- A book can be filled in by anyone, regardless of technical expertise.
- You don’t have to worry about the information being hacked or lost in a system failure.
- Accident books are designed to be compliant with data protection laws. Records can be torn out and destroyed once they are no longer required.
What details should I include in an accident book?
SSCPR sets out a strict format for accident book entries. Each record should contain the following information:
- The name, address and job title of the injured person
- The time and date of the accident
- The location of the accident
- A description of the injury and its causes
The accident book should be filled in by the injured person themselves. If this is impossible, someone else may complete the entry on their behalf. This person must include their own name, address and occupation, as well as those of the injured person.
As an employer, you may decide to investigate an accident more thoroughly. In this case, you can add your findings to the accident book along with the original entry. These may include witness statements and photos of the scene. This will provide a more complete picture of what happened, and may be useful if a claim is made against you.
Accident books are a learning opportunity
An accident book is more than just a record of workplace accidents. It’s also an opportunity to learn from your mistakes. By paying close attention to the accident book, you will be able to spot patterns of unsafe behaviour.
If similar incidents keep occurring, it may be a sign that additional training is needed. If the same employee has been involved in multiple accidents, you may need to investigate the reasons for this.
With all of the above in mind, even if you have less than ten employees we are sure you would agree that maintaining an accident book is a sensible step. If you have any questions about accident books, or would like to book a safety training session, don’t hesitate to give us a call.
