Vol. 1, Issue 34 (Dec 06) Accident Reporting

“If you think health and safety is expensive try having an accident” Bill Callaghan “Health and Safety Commission”

It is a legal requirement that a suitable accident report book be retained at the workplace. All work related incidents and accidents must be recorded no matter how minor (it appears) the injury seems.

The requirements of “Reporting Injuries Dangerous Diseases and Occurrences Regulations” (RIDDOR) must be considered and whether the incident is reportable. All incidents resulting in absence from work in excess of three days must be reported to the enforcing authority under these regulations.

It is advised that separate accident/incident form be used in order that the circumstances of any incident be recorded in as much detail as possible and that the information be used to prevent a similar occurrence. Insurers must be notified of incidents in particular any that involves bodily harm. The Data Protection Act also applies.

Workplace Claims.

The following may be required to be produced for insurers or others (i.e. enforcing authority).

“Workplace (Health, Safety and Welfare) Regulations”.

Regulation 5 – Maintenance of workplace and of equipment devices and systems – repair and maintenance records, inspections etc.

Regulation 9 – Cleanliness and waste materials – cleaning and/or house-keeping records.

Regulation 11 – Workstations and seating – are they set out suitably and in good repair.

Regulation 12 – Conditions of floors and traffic routes – Good state of repair, are they slippery due to weather, leaks, spills etc, free from obstructions and well drained.

Regulation 13 – Falls or falling objects – systems in place to prevent etc.

Regulation 14 – Windows, and transparent or translucent doors, gates and walls – are they of a suitable safety material etc, marked etc.

Regulation 17 – Organisation etc of traffic routes – are hazard warning signs been provided, separation from vehicles (fork lifts etc), wide enough etc.

Accident Statistics.

Can be calculated using the following formula.

Frequency rate is calculated by the following: –

Number of injuries X 1000
Total number of employed during the period.

Accident rate is calculated by the following

Number of injuries X 1000
Average number of employees during the period.

Accident Costs.

Include directly dealing with the incident-getting injured persons to and from hospital, lost production, local clearing, re-assurance to employees.

Investigation of the incident (internally and externally) – meeting with insurers, enforcing authorities etc.

Getting back to business, recovery costs (including wage etc), repairs after damage etc.

Action to safe guard future business, re-assurance to clients. out-sourcing etc.

Sanctions and penalties, compensation claims, employees times, fines in Court.

Information from HSE publication INDG355


  • When and where? Day or night?
  • How did it occur?
  • What activities at the time?
  • Anything unusual?
  • Adequate safe working (lone worker)?
  • What injuries?
  • How occurred – what happened?
  • Were risks controlled?
  • Organisation and arrangements
  • effective?
  • Maintenance and cleaning?
  • Competence and training?
  • Workplace layout?
  • Nature, shape of material (effect)?
  • Difficulties using equipment?
  • Safety equipment (PPE etc)?
  • Other conditions (environment).
  • Immediate / underlying / root causes?

The above provides a check-list. Accident costs are great and have many hidden costs.

Send an e-mail and we will send you a cost calculator and a comprehensive check list.

Accident Reporting

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Vol. 1, Issue 23 (Mar 04) Reporting Health & Safety Performance

The edition is aimed at individual responsible for internal and external health and safety reporting.

IOSH (Institute of Occupational Safety and Health) recommends the inclusion of summary health and safety performance record in all annual reports. It is already a UK government recommendation.

It is a useful tool to prove to the outside world that you are a responsible employer and the companies audited accounts can be a useful position and placement for such statements as a start.

The annual accounts also can prove how much – or not as the case may be – was spent in the proceeding year on health and safety matters.

The annual accounts are being asked more often by Judges in the Courts of Law – to be provide evidence of expenditure.

There is common basis for each of the three levels suggested. (1) Data on annual outcomes, (accidents and ill health, time and incidents), (2) analysis of the data against targets and (3) indication of the priorities for the coming year (programme for continual improvement).

It is expected that as the organisation increases its commitment to managing health and safety hazards, that the organisation will build up from the first level.

Level 1 – minimal health and safety report.

Should be issued by all organisations, findings are compiled by the Directors (trustees for Charity) and presented in the annual report.

Level 2 – Comprehensive Internal health and safety report.

To be developed as organisations accept the business case for health and safety performance, rather than viewing it as a “compliance issue”.

Level 3 – External health and safety report.

Issued by organisations which value their public image and accept dialogue with external stakeholders being a key component in long term sustainability.

It is recognised that many organisations report internally i.e. level 2. The Board of Directors should be persuaded to report to level 1 and a phased implementation should be suggested.

The first year might consist of an overview paragraph referencing the internal health and safety report, whilst in subsequent year three could be fuller inclusion and progress to level 3 reports.

The ultimate goal is that all organisations should aspire to level 3 reporting, either as a stand-alone document or as part of a wider corporate social responsibility.

Reporting should reflect on the good things as well. Including reporting on zero accidents and incident, where applicable.

Data should be compiled for all work activities, including direct employment, others such as contractors and members of the public.

External Health and Safety Report

Typical reports should include: –

  • All internal generated data – thereby leading to increasing credibility.
  • Assurance that health and safety risks are appropriately included in all governance processes – with any national codes for organised risk management.
  • Key areas affecting health and safety
  • Board level responsibilities and assurance/verification process.
  • Extending the health and safety policy to cover joint ventures, contractors, partners in the supply chain.
  • Relevant international codes – in relation to recording and notification of accidents and diseases & occupational health management.
  • Human rights (i.e. child labour, freedom of association, collective bargaining, forced
  • labour including the supply chain.
  • Implementation of joint health and safety committees and other means of workplace consultation and involvement.
  • Training for all the levels and categories of employee.
  • Client/consumer health and safety monitoring and assurance.

It should also include commentary on the commitments to high standards of health and safety via policy statement. Short and long term improvement targets, the use of formal management systems, employee involvement. Together with any notable achievements and business impacts of major incidents.luding direct employment, others such as contractors and members of the public.

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