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Blog Human Resources

How to Write an Effective Incident Report [Templates]

By Victoria Clarke , Jun 13, 2023

How to Write an Effective Incident Report [Templates] Blog Header

We all do our best to ensure a happy and healthy workforce. That’s why, in a perfect world, you would never have to create an incident report.

But since incidents do happen, it’s never a bad idea to be prepared for any situation–especially the unexpected.  

Small business owners, human resources teams and workplace emergency first responders: this is the article for you! 

In this step-by-step guide, I’ll share our top tips on creating incident reports that will help you carry out effective investigations and make sure similar (or more serious) incidents don’t happen again.  I’ll also include our top incident report templates to get the job done.

Table of Contents:

  • What is an incident report?
  • Incident report examples, templates and design tips
  • Simple incident report template
  • COVID-19 employee incident report templates
  • How to write an incident report

reporting the incident

All of the templates in this post can be customized using our easy online  incident report maker  tool. It’s free to sign up, many of our templates are free to use too.

What is an incident report? 

An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is.

Here’s one example:

reporting the incident

Any illness or injury that impacts an employee’s ability to work must be noted. The specifics of what is required by law to be included in an incident report will vary depending on the federal or provincial legislation that affects your workplace.

If you’re unsure, you can take a look at your government’s website for more details. In certain cases, there are exceptions that can exempt small businesses from complying with such legislation. 

Employee Incident Report Template Venngage

Incident report examples and design tips

Here are some examples of types of incident reports to help you get started. I’ve also included some report design tips to help you present your information effectively. If you want to dig a bit deeper into the topic , here’s a comprehensive guide to general report design that I find handy.

Incorporate your branding into your report design

As with any document you create for your business, it’s good practice to incorporate your branding into your incident reports. (Psst– Venngage’s Brand Kit feature makes it easy to add your branding in just a click!) 

Include your brand colors in your design. You can do this by using them in the report header, footer, sidebar and in any visuals. 

You could use your brand colors in the background of your incident report:

reporting the incident

You may also want to include your logo, like in this incident report template : 

reporting the incident

Organize your information into sections using boxes

To make your information as readable as possible, organize it into sections. One of the easiest ways to do this is by using boxes.

For example, take a look at how these types of incident report templates use boxes to section off the information:

reporting the incident

This type of incident report example also uses rectangles to denote section headers:

Simple Incident Report Template

Color code the sections of your incident case report

Colors aren’t just great for making your reports , presentations and charts more interesting to look at. You can also use color to organize sections of your report and to draw attention to key information. 

For more tips on using color in your designs, read our guide on how to pick colors to communicate effectively .

reporting the incident

Add a visual header to your incident report

As part of your company branding, you may want to add a visual header to your reports. For example, this incident case report template uses a neutral photo with a color filter to create a professional header:

reporting the incident

You can do this in Venngage by overlaying a photo on a color background and adjusting the opacity of the photo: 

Image Opacity Venngage

You can use the same effect for sidebars as well: 

reporting the incident

Make a mock form to offer new team members as an example

If you’re transitioning in staff or something happens when the individual who owns incident reports is away, it’s very important that there is a process documented . That will ensure that if someone is put on the spot, they can fill in the incident report properly.

It can also be helpful to add brief descriptions of the information in the type of incident report to include in each field. Take a look at how this incident report example offers some brief text to guide the person filling it out:

reporting the incident

Use icons to visualize concepts

Icons are small, compact visuals that can be used to reinforce the information in your reports. You can also use them to draw attention to specific fields and important pieces of information. 

For example, this incident case report template uses icons to indicate the purpose of each field:

reporting the incident

How to write an incident report 

It’s important to establish a systematic method for investigating incidents.  

It’s also equally important to have a report prepared that enables you to record every relevant aspect of the incident details–this is the essential first step in the incident reporting process.  

After you’ve created your incident report form, you can: 

  • Begin your investigation with fact-finding 
  • And end your investigation with determining recommendations for preventing both an increase in the severity of the incident and the possibility of a recurrence.  

To write any incident case reports, follow the basic format described below.

reporting the incident

1. Take immediate action 

Employees of your organization should notify their manager or another member of the company’s leadership committee as soon as an incident occurs–regardless of the nature of the event (whether it be an accident, illness, injury or near miss).  

That being said, there need to be communication channels clearly defined to promote the practice of employees coming forward in these situations and the importance of such.

Once an incident has been reported, the member of leadership’s first responsibility is to ensure that appropriate treatment, if necessary, is being administered to those affected by the event.  

On this note: if the hazard still exists, the manager that the event has been reported to must eliminate the hazard by controlling it. Each company should have a defined procedure for accomplishing this based on the nature of their work. 

For example, if there was a spill that caused a fall. You would attend to the victim and promptly have the spill wiped up and identify the area as a hazard by using a sign.

2. Collect the facts 

Once the immediate action including the response to the event and eliminating the hazard from the environment has been conducted, it’s time to determine and record the facts related to the incident details. 

reporting the incident

9 facts related to the incident include: 

1. the basics.

Identify the specific location, time and date of the incident. This information is fundamental to the investigation and the most obvious information to collect. 

2. The affected

Collect details of those involved and/or affected by the incident. This would entail recording the name(s) of the individual(s) involved, their job title(s), the department(s) they operate in the manager(s) of those affected. 

3. The witnesses

Speak to any witnesses of the event to collect their perspectives of the event. Record their statements as detailed and accurate as possible in the form.  

To ensure accuracy, it’s best practice to review your notes with the witness to ensure they agree with how the event is portrayed in the report. It’s also important to include the name(s) of any witnesses in the report in case any additional questioning is required. 

4. The context

Consider and document the events that occurred leading up to the incident. Ask:

  • What was the employee doing? 
  • Who asked them to complete the task? How was the employee feeling prior to the incident? …etc. 

It is important to identify which factors were an outcome of the incident and which factors were present prior to the incident and could be a potential contributing factor to the incident occurring.

5. The actions

In the report, you must specify the actions of those involved at the time of the incident. What did the employee do that led to the incident? 

For example, if an employee injured their back when lifting a box at work, it is important to determine how that employee lifted the box to decide if that contributed to the injury. If yes, then inquire if this employee was trained properly for this task and by who or what source.  

6. The environment

Identify and record environmental conditions that contributed to the event. Was there inadequate lighting? Was a piece of equipment not operating properly? Was the employees’ visibility obstructed by a glare or blind spot? Etc. 

7. The injuries

Record detailed descriptions of specific injuries and evaluate the severity of such in the report. This description should include part(s) of the body injured, nature and extent of injuries. 

8. The treatment

It is also important to document in the incident case report the type of treatment administered for the acknowledged injuries. This information is important to document in order to understand how the employee recovers when reviewing the specifics of the event.

9. The damages

Record an account of any damage to equipment, materials, etc that was affected by the incident. This will be helpful to refer back during the analysis of the event in order to consider both a corrective action plan and to determine what items will need to be repaired or replaced. 

3. Analyze and reflect  

Collecting and recording the facts related to the occurrence of the incident will aid in determining how the incident occurred. Analyzing the collected facts related to the incident will aid in determining why the incident occurred. 

Analyzing and determining how and why the incident occurred is essential in order to develop an effective corrective action plan. 

Potential causes for accidents or injuries that occurred in the workplace could include: 

  • Primary causes (for example, an unsalted ice patch on a set of stairs that caused a slip and fall). 
  • Secondary causes (for example, an employee not wearing appropriate personal protective equipment, such as a hard helmet or eyewear).
  • Other contributing causes (for example: a burned-out light bulb in the area causing poor visibility). 

reporting the incident

4. Establish a corrective action plan 

A corrective action plan would provide recommendations as a means to reduce the possibility of a continued issue and/or recurrence of the incident details. The recommendations would result from an effective analysis of the facts collected and documented in the incident report. 

Elements of an effective corrective action plan could include: 

  • Occupational Health & Safety training for employees 
  • Preventative routine maintenance processes that ensure equipment is in proper working condition 
  • A review of job practices and procedures with a recommendation for changes to reduce the risk of incidents 
  • Conducting a job hazard analysis to determine if other potential hazards are associated with the task and/or environment and then training employees on these hazards based on the findings of the assessment 
  • Engineering, equipment or PPE changes/upgrades to ensure the task or the process of completing said task poses less risk

reporting the incident

Incident report examples

Covid-19 employee incident report template.

reporting the incident

Blue healthcare employee critical incident report template

reporting the incident

Although being prepared for the unexpected is often difficult, preventative measures are the cornerstone of maintaining a happy and healthy working environment for yourself and your workforce.  

Incident reports are not only a defining piece in any company’s incident response protocol, but they provide a means to avoid recurring mishaps and/or inspire change. 

That’s why it is crucial to have a relevant and comprehensive incident report form prepared and on hand for any incident details that may arise. By adhering to your jurisdiction’s legislation and considering the four components prescribed above, you’ll be well-prepared to handle incidents effectively.

The effect of responding to workplace incidents in a timely and detail-oriented manner will not only ensure a safe workplace but also: 

  • Reassure your employees that their employer is prepared to take the right steps in any situation 
  • Ensure all appropriate parties are fully informed of incidents 
  • Establish a record of incidents for future reference 
  • Protect both you/your company and your employees from lawsuits and disputes

FAQs about incident reports

What is the purpose of incident reporting.

An incident report is used to describe an event that requires an investigation that needs to be documented.

Types of incident reports

  • Accident Reports
  • Workplace Incident Report

What are the 4 types of incidents?

Commonly, incidents can be categorized into four main types:

  • Accidents: Involving unintended harm, damage or injury.
  • Near Misses: Situations where an accident could have occurred but was narrowly avoided.
  • Unsafe Conditions: Reports about hazardous or unsafe environments that need attention.
  • Unsafe Acts: Documenting incidents involving violations of safety procedures or rules.

Incident reports generally cover a variety of situations and the specific types may vary based on context and industry. It’s important to note that these categories can overlap and the classification may differ depending on the reporting system or industry standards.

What are the 5 elements of a good incident report ?

A well-structured incident report typically includes the following five key elements:

  • Date, time and location: Provide specific details about when and where the incident occurred. This helps establish a timeline and context for understanding the event.
  • Description of the incident: Clearly describe what happened, including relevant details such as the sequence of events, the people involved and any contributing factors. Use objective language and avoid assumptions or opinions.
  • Witness information: Include names and contact information for any witnesses to the incident. Their accounts can provide valuable perspectives and corroborate details.
  • Action taken: Outline any immediate actions taken to address the incident, such as first aid, evacuation procedures or contacting emergency services. Documenting these responses is crucial for understanding the effectiveness of the initial response.
  • Recommendations for prevention: Offer suggestions on how similar incidents can be prevented in the future. This proactive approach demonstrates a commitment to improving safety and mitigating risks.

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How to Write an Incident Report

Last Updated: February 8, 2024 Fact Checked

This article was co-authored by Clinton M. Sandvick, JD, PhD . Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 1,223,226 times.

If you're a security guard or police officer deployed to the scene of an incident, writing up a detailed and accurate report is an important part of doing your job correctly. A good incident report gives a thorough account of what happened without glossing over unsavory information or leaving out important facts. It's crucial to follow the appropriate protocol, describe the incident clearly, and submit a polished report.

Things You Should Know

  • Get the correct forms from your institution. Pay attention to any special instructions since forms may vary slightly.
  • Note the time, date, and location of the incident on the form. Include your full name and ID number, as well.
  • Write a first person narrative explaining what happened at the scene. Be honest, clear, and concise.
  • Proofread your incident report and revise any mistakes before submitting it.

Incident Report Template and Example

reporting the incident

Following Protocol

Step 1 Obtain the proper forms from your institution.

  • Follow any instructions that accompany the forms. Each organization uses a different format, so pay attention to the guidelines.
  • In some cases you're responsible for filling out a form issued by your institution. In other cases you'll be asked to type or write up the report on your own.

Tip: If possible, do your write up using word processing software. It will look neater, and you'll be able to use spell check to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive. Don't leave people guessing whether your 7s are actually 1s.

Step 2 Provide the basic facts.

  • The time, date and location of the incident (be specific; write the exact street address, etc.).
  • Your name and ID number.
  • Names of other members of your organization who were present

Step 3 Include a line about the general nature of the incident.

  • For example, you could write that you were called to a certain address after a person was reported for being drunk and disorderly.
  • Note that you should not write what you think might have happened. Stick to the facts, and be objective.

Step 4 Start the report as soon as possible.

Describing What Happened

Step 1 Write a first person narrative telling what happened.

  • Use the full names of each person included in the report. Identify all persons the first time they are cited in your report by listing: first, middle, and last names; date of birth, race, gender, and reference a government issued identification number. In subsequent sentences, you can then refer to them using just their first and last names: "Doe, John" or "John Doe". Start a new paragraph to describe each person's actions separately. Answer the who, what, when, where, and why of what happened.
  • For example, when the police officer mentioned above arrives at the residence where he got the call, he could say: "Upon arrival the officer observed a male white, now known as Doe, John Edwin; date of birth: 03/15/1998; California Driver's License 00789142536, screaming and yelling at a female white,know known as, Doe, Jane, in the front lawn of the above location (the address given earlier). The officer separated both parties involved and conducted field interviews. The officer was told by Mr. John Doe that he had came home from work and discovered that dinner was not made for him. He then stated that he became upset at his wife Mrs. Jane Doe for not having the dinner ready for him."
  • If possible, make sure to include direct quotes from witnesses and other people involved in the incident. For example, in the above scenario, the officer could write “Jane said to me ‘Johnny was mad because I didn’t have dinner ready right on time.'”
  • Include an accurate description of your own role in the course of what occurred. If you had to use physical force to detain someone, don't gloss over it. Report how you handled the situation and its aftermath.

Step 2 Be thorough.

  • For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, and his face was red with anger.” The second example is better than the first because there are multiple reasons for someone’s face to be red, not just that they are angry.
  • Or, instead of saying “after I arrived at the scene, he charged towards me,” you should say “when I arrived at the scene I demanded that both parties stop fighting. After taking a breath and looking at me, he began to run quickly towards me and held his hand up like he was about to strike me.”

Step 3 Be accurate.

  • For example, if a witness told you he saw someone leap over a fence and run away, clearly indicate that your report of the incident was based upon a witness account; it is not yet a proven fact.
  • Additionally, if you are reporting what the witness told you, you should write down anything that you remember about the witness's demeanor. If their statement's cause controversy later, your report can prove useful. For example, it would be helpful to know that a witness appeared excited while telling you what happened, or if they seemed very calm and evenhanded.

Step 4 Be clear.

  • Keep your writing clear and concise.
  • Additionally, do not use legal or technical words: For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of the typical numbered code that police typically use to notify others of their arrival.
  • Use short, to-the-point sentences that emphasize facts and that don't leave room for interpretation. Instead of writing "I think the suspect wanted to get back at his wife, because he seemed to have ill intentions when he walked up to her and grabbed her," write "The suspect [insert name] walked over to his wife [name] and forcefully grabbed her by the wrist."

Step 5 Be honest.

Polishing the Report

Step 1 Double check the basic facts.

  • Do not try to make sure that statements in your report match those of your colleagues. Individually filed reports guarantee that more than one account of an incident survives. Incident reports can appear later in a court of law. If you alter the facts of your report to match those of another, you can be penalized.

Step 2 Edit and proofread your report.

  • Check it one more time for spelling and grammar errors.
  • Remove any words that could be seen as subjective or judgmental, like words describing feelings and emotions.

Step 3 Submit your incident report.

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  • ↑ https://www.indeed.com/career-advice/career-development/work-incident-report
  • ↑ https://www.csus.edu/campus-safety/police-department/_internal/_documents/rwm.pdf
  • ↑ https://www.nfic.org/docs/WrittingEffectiveIncidentReports.pdf
  • ↑ https://openoregon.pressbooks.pub/ctetechwriting/chapter/accident-and-incident-reports/
  • ↑ https://oer.pressbooks.pub/opentrailstechnicalwriting/chapter/writing-incident-reports/

About This Article

Clinton M. Sandvick, JD, PhD

If you need to write an incident report, start writing down the basic facts you need to remember as soon as possible, so you don’t start to forget details. Include the time, date, and location of the incident, as well as your name and work ID number and the names of anyone else who was present. Start by describing the general nature of the incident, then write out a detailed, first-person account of what happened. Include as many details as you can. Keep reading for tips on editing and polishing your report. Did this summary help you? Yes No

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Incident Reporting – The Practical Guide

Incident reporting

Incident reporting is an important element of the health and safety management system. According to the ISO 45001 clause (10.2) Improvement – Incident, Nonconformity and Corrective Actions: organizations must establish, implement and maintain a process for reporting, investigating and taking action to determine and manage incidents and nonconformities. When an incident occurs, organizations must react in a timely manner to the incident by taking appropriate actions to manage it.

Incident reporting involves the use of a number of tools. These are incident report forms, incident investigation report forms and systems for building a database of incidents to report trends. SafetyCulture.com has touched extensively on incident reporting, but missed the practical application of the guide.

This article seeks to provide the practical application of the guide on incident reporting, including evaluating preliminary information, carrying out an investigation and building a database of the incidents with a tool that can be utilized for incident trend analysis.

  • Table of Contents

What is incident reporting?

Incident reporting is the documented process of notifying top management or a designated person or an enforcement authority of an incident for the purpose of evaluation for further actions. The process involves an initial notification and a structured incident reporting process that takes into account the date and time, brief description of the incident, the type of activity, work equipment being used, the employees involved and the consequence of the incident. Incident reporting can be both internal and external; internally to persons within an organization and externally to an enforcement authority once an incident falls within a given category.

a) Initial notification – Incident reporting begins with an initial notification, which is done immediately to a designated person e.g., safety officer or an immediate supervisor. The purpose is to preserve all relevant data, knowledge and evidences about the incident by the designated person to prepare for the next stage of incident reporting i.e. preparing a preliminary incident report. The initial notification takes the form of an email, phone call or face to face communication.

b) Preliminary incident report is a report put together to provide preliminary information about the incident to top management for the purpose of evaluation and decision making on the need for further actions – given that, not all incidents deserve the same level of action. Once initial notification has taken place, the supervisor or the safety officer must send the preliminary incident report to the HSE Manager, the most senior management personnel e.g., MD and all relevant persons as per procedure within a specified time e.g., 24 hours. The purpose of a preliminary incident report is for severity evaluation by the top management to decide on the needed relevant actions.

What is incident severity evaluation?

Incident severity evaluation is the process of assessing the severity of the consequence or the potential consequence of an incident to determine the impact on business. Why is incident severity evaluation that important?

The fact is, not all incidents require the same level of investigation. As with all health and safety programs, investigation requires resources. The resources deployed for investigation include; competent investigation team, time off for the investigation, cost of mobilization and demobilization of the team, among others which can have a huge cost implication on an organization, depending on the complexity of the incident. The unplanned nature of incidents already puts a strain on existing resources, hence, incident severity evaluation should be carried out using an appropriate decision matrix to justify the need for relevant actions such as investigation and the level of investigation is required.

Factors to consider when evaluating incident severity.

The two most important factors to consider are the actual and potential consequences of the incident. The impact of an incident must be evaluated based on the preliminary information gathered and weighed against the severity of the consequences as outlined below:

a) The degree of personal injury – The degree of personal injury can range from minor to major injury. Minor injury is an injury that can be painful but does not threaten life, mobility or long-term survival. Examples are shallow cuts or abrasion, bruises, sprain and muscle strain. Treatment of a minor injury can be a simple first aid treatment. A major injury is an injury that is disabling and life threatening. Examples can be compound fracture, head or eye injury, deep lacerations, stab wounds etc. and can be categorized under various classes such as  Medical Treatment Case, Restricted Work Case, Lost Time Injury and Fatality. The more sever an injury is the higher is the level of investigation required. A First Aid Case cannot attract the same level of investigation as a Fatality.

b) The cost of property damage – The cost of property damage also determines the level of investigation required. Property damage can range from minor repair works, major repair works to a total replacement of an asset or a piece of equipment or an assembly and the cost involved can range from a few hundreds of dollars to millions of dollars. The higher is the cost of property damage, the higher is the level of investigation required.

c) The magnitude of the environmental spill – The magnitude of a spill to environment also determines the level of investigation required. A spill can be classified into major or minor spill based on the quantity of spillage compared to specified threshold limits and the hazardous nature of the substance. A spill of 100,000 liters of a hazardous substance definitely needs a higher level of investigation than an 80 liter spill of a hazardous substance.

d) The extent of damage to corporate image – The extent of damage to corporate image also play a role in the determination of the level of investigation to be applied. A persistent national negative coverage posing a long-term impact on brand or loss of future would justify the highest level of investigation to repair any damaged reputation, compared to local negative media coverage which pose an insignificant impact on business operations.

e) The potential consequences of the incident – Finally, the potential consequences of all the above can inform the level of investigation. The rule of thumb of taking into account potential consequence is that, if the worst potential consequences are higher than the actual consequences, an investigation level must be set accordingly.

All these factors can be summarized in a decision matrix as part of an incident reporting and investigation procedure.

What is an incident severity matrix?

An incident severity matrix is a tool used to analyze and evaluate incident severity in order to determine the level of impact and the investigation required. This ensures that scarce resources are used judiciously to ensure balance between cost and benefit of risk mitigation. The decision matrix helps to justify the level of investigation required based on priority. This term can vary from one organization to the other but implies the same concept e.g., investigation level matrix or consequence matrix etc. Comment below how you call yours. Below is a typical decision matrix for determining the level of investigation

reporting the incident

Levels of investigation

The depth of an investigation must be proportional to the severity of the consequence or potential consequence of the incident as per the incident severity matrix. Most organizations may have their own levels of investigation. The levels must determine the scale of resources, authority, responsibility and timeline that must be allocated to initiate an investigation. It also informs the need for notification to an enforcement authority.

Incident Reporting

What is the process of incident investigation?

The process of investigation continues from the incident reporting. Once the level of investigation has been determined, below are the next steps to take.

Step 1 – Forming an investigation team

As per the matrix, an investigation sponsor who is a senior management person must ensure that the required resources are allocated. This include forming an investigation team and appointing an investigation leader who has the relevant competence and experience to carry out an investigation according to the level of investigation required. The competency requirements includes Kelvin TOPSET Investigator Certificate or any equally important investigation course in addition to an experience in the operations and in carryout such level of investigation.

Step 2 – Determining the incident statement

The investigation team must agree on the formal incident statement that describes the key factors needed to carryout the investigation.

An incident statement is a statement of what happened, the actual consequence and the potential consequence. It is important that this is well established, since getting the incident statement wrong can largely affect the outcome of the investigation. Here is an example of an incident statement deduced from a worker who has been reported to have fallen off a ladder while working at height leading to an injured head.

  • What happened? Man fell off a ladder
  • What was the consequence? He injured his head.
  • What was the potential consequence? He could have died.

This gives an opportunity to gather more information about the circumstances related to the incident. This plays a very key role in root cause analysis.

Step 3- Gathering the information

The most effective method of gathering information is to adopt a systematic approach like using a checklist which helps the investigation team to focus on all important elements of the work related to the incident. The checklist must address the following:

  • Was safe procedure used?
  • Were the applicable tools and equipment used?
  • Had conditions changed the task?
  • Was the equipment suitable for the job
  • Was the equipment poorly designed?
  • Was PPE used?
  • Was the worker experienced?
  • Was he adequately trained?
  • Was he tired?
  • Environment
  • What was the weather condition?
  • Was it too hot or cold?
  • Was there adequate lighting?
  • Was the material hazardous?
  • Was the hazardous material properly contained?
  • Was there adequate supervision?
  • Was there a written procedure?
  • Was there adequate system of maintenance?

How facts are collected for analysis

  • Photographs
  • Measurement
  • Document reviews
  • Witness Statements

Interviews are the most delicate aspect of incident investigation process as perception can easily be distorted due to consensus views from discussions among the witnesses which can affect the facts of the incident. To avoid this, witnesses must be interviewed alone and as soon as practicable. The do’s and don’ts of interviewing ;

  • Put the witness who is probably upset at ease
  • Emphasize the real reason for the investigation i.e., to determine what happened and why
  • Let the witness talk and listen
  • Try to sense any underlying feeling of the witness
  • Make short notes only during interview
  • Intimidate the witness
  • Interrupt while witness is talking
  • Prompt the witness
  • Asked leading question
  • Show your emotions
  • Make lengthy notes while witness is talking
  • Asked closed questions which can be answered by a simple yes or no.

Step 4 – Analyzing the evidence gathered

After gathering evidence, the investigation team must analyze the evidence taking the following factors into account:

Physical factors

  • Position of the equipment in relation to other equipment/facilities
  • Condition of equipment, including maintenance history
  • Position of controls, switches, valves, etc.
  • Accessibility
  • Inappropriate design
  • Inadequate controls protecting against hazardous
  • Illumination levels and types
  • Housekeeping
  • Evidence of disturbance, smells, discoloration, spills etc.
  • Weather conditions.  

Human factors

  • Any psychological precursors related to the tasks performed
  • Experience, training, competence, behavioral aspects
  • Policies e.g., incompatible goals (personal, time, budget etc.)
  • Organization structure/ line of command
  • Communication
  • Error enforcing conditions e.g., attitudes (low morale, mistrust of management, over confidence), tiredness, and stress.

Administrative factors

  • Policies, procedures, risk assessment process
  • Rules and regulations applicable to the incident
  • Verification documents e.g., certificates, etc.
  • Use of permits e.g., Work Permits, Deviation Permits, etc.

Step 5 – Conducting root cause analysis

Root cause analysis is the process of identifying all the contributory factors of an incident from the immediate cause to the most basic cause. The purpose of root cause is not only to identify the root cause but all the contributory factors in a sequential order.

  • Immediate cause is the agent of causation to the injury or ill health e.g., the blade that directly caused the incident.
  • Underlying cause is the unsafe acts and conditions that resulted to the immediate cause of the incident e.g., the guard removed, improper hand placement etc.
  • Root cause is the failure from which all other failings grow or the most basic cause of the incident.e.g., poor system of maintenance.

Examples of methods of root cause analysis

  • 5 Whys Technique is the process of asking why until the why cannot further be answered.
  • Fault Tree Analysis is a deductive approach to establishing causes from defining the top event e.g., the explosion, and working backward logic to identify causes.
  • Event Tree Analysis is an inductive approach that identifies and quantifies the possible outcome following an initial event such as an overfilled tank, and working forward to predict an explosion.

Step 6 – Writing an investigation report

An investigation report must be factual and clearly state where it is not e.g., in case of somebody’s opinion. The following must be included in an investigation report:

  • Basic information surrounding the incident e.g., date, location and scene of incident
  • Investigation team and leader
  • Facts about the incident e.g., sequence of events, reactions of the personnel involved, observations by the investigation team etc.
  • Causes of the incident . These shall include both the direct and root causes. If the precise causes cannot be established, then possible causes shall be described, and recommendations made as to how these possible causes can be confirmed or otherwise
  • The performance of the applicable control elements and systems that were in place e.g., detection systems, fire-fighting equipment, alarms, emergency response organization, use of personal protection equipment, inspection of material etc.
  • Consequences, both short- and long-term , of the incident e.g., level of injuries, damage to equipment, damage to the environment etc.
  • Conclusion describing the root causes
  • Recommended corrective (remedial) actions , including immediate, short- and long-term
  • Appendices e.g., witness statements, logs of events, print outs from alarm control systems, schematics showing the scene and/or equipment involved,

Format of an investigation report

  • Cover Page – Incident title and date
  • Investigation Team Members and Roles
  • Investigation Team Members arrival at scene
  • Description of the investigation process including timing and methods used, e.g., investigation methodology, meetings, interviews, etc.
  • List names and positions of people identified for interview. Indicate any reasons for not interviewing as applicable.
  • Executive Summary : Brief description of the event, its consequences and the main conclusions of the investigation.
  • Facts About the Incident : Facts in a chronological order and description of sequence of events, including the timelines of events.
  • Observations : Description of findings and observations made by the investigation team.
  • Consequences of Incident : Describe immediate and any long term consequence.
  • Controls in Place Relevant to the Incident : Procedures, instructions, training and organizational issues. Technical barriers incl. detection and alarms
  • Organization
  • Investigation Team Leader’s conclusions including descriptions of reasoning and references to Event Trees, Interviews, Observations, Technical findings etc.
  • List names and job title of people selected for interview. Indication of reasons for not interviewing as applicable.
  • Include details of what, who, when and any verification requirements e.g., audit.
  • Distinguish between organizational items (e.g., training), technical items (e.g., modifications) and management system (e.g., procedures and policies)
  • Immediate (remedial action that will temporarily maintain safety integrity)
  • Short-term (preventive action that can be executed at short notice)
  • Long-term (preventive action involving long lead items or processes)
  • Statements, interview transcripts etc.
  • Photos, videos, drawings, plans etc.
  • Certificates, data sheets, technical documents

Why should you carry out incident investigation?

  • To comply with the legal requirements
  • To identify immediate, underlying and root cause to prevent their reoccurrence
  • To identify all the barriers that failed in order to correct them
  • To share lessons learnt with workers and across the industry to prevent from reoccurring
  • To improve the moral of workers that management cares
  • To improve the safety management system
  • To ultimately improve safety performance

Why should you analyze your incident trends?

You can’t improve what you can’t measure – Darren Hardy

Every organization must analyze their incidents for the following reasons:

  • To establish incident trends and make data driven interventions
  • To run safety campaigns that addresses real workplace challenges
  • To establish the common causal factors to incidents
  • To establish which work activities is mostly involved incidents
  • To establish which workplace equipment or work location is commonly involved in incident.

A simple tool for conducting incident trend analysis

There is a lot of EHS software on the web for performing incident trend analysis. Most are web-based applications but can be very expensive due to their subscription-based pricing charged yearly for users. The decision for such software largely requires huge financial resource and top management commitment. Also, safety professionals must be able to justify why an organization needs such a system. The good news is, small businesses and individuals can a ton of money using Microsoft excel template that does the exact same job and provides better control.

Incident Reporting Dashboard

The HSE Incident Trend Analysis Tool is a simple analytical tool designed from Microsoft excel, effective to analyze your incidents. The template is designed for recording incident in the most relevant structure to establish trends and present on dashboards for decision making. The template has these features;

The Approved List is the setting section where users can predefine their incident types, the body parts where injury can affect, the types of injuries, sex, types of persons, levels of investigation and status of the investigation.

Approved List

The Source Data is the main working area where data is entered. This takes into account the date of incident, title of incident, details, incident types (1,2 & 3) to account for incident with more than one classification; injury category, type of injury, downtime (hours lost), related activity, related equipment or material, location, underlying causes, cause category, type of person involved, sex, level of investigation and status of closure, which present a comprehensive structure for building a good database of incidents for good analysis.

Source Data

The Incident Timeline presents a good storyboard for displaying the timeline of incidents for meaningful see at glance analysis. This can be printed out and displayed on noticeboards to communicate to all persons to focus on zero accident every month. The timeline gives a visual appeal to workers to align and participate in safety programs.

Incident Timeline

The Dashboards are two (2) and all are dynamic to visualize the data from the source sheet with just a Click. The Incident Dashboard features incident type, incident location, incident trend, injury category, injury type, incident cause category, type of person involved and downtime from incident. The Injury to Body Dashboard shows the various body parts affected by personal injurious accidents. This helps to channel focus on data driven campaigns such as Hands and Finger Injury (HFI) Campaign, Dropped Object Prevention Campaign etc. based on which part of the body injury is prevalent.

Injury to Body Dashboard

The Various Reports are tables and graphs of the relevant data from the source sheet for further drill down by users for easy predictions and implementation of proactive timely interventions.

This is tool is good for organizations, small business and individuals who cannot afford the expensive proprietary system on the market but want to work efficiently with a template that equally does the job.

This is the best tool for building a database of incidents and for conducting incident trend analysis

Grab your copy and thank me later 🙂

Sel 💫 at SHEQXEL. Connect with Sel 💫 on LinkedIn

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The Ultimate Guide to Health & Safety Incident Reporting

Welcome to our comprehensive guide on Health & Safety Incident Reporting, a fundamental aspect of workplace safety for H&S professionals in the UK.

This guide aims to provide a thorough understanding of the significance and legal requirements of incident reporting, alongside practical steps and strategies to enhance safety in the workplace.

The Significance of Incident Reporting in Workplace Safety

Incident reporting plays an integral role in the proactive management of workplace safety. It involves not only documenting accidents and near misses but also using this data to identify potential hazards and implement preventative measures.

By effectively reporting incidents, organisations can significantly reduce the frequency and severity of workplace incidents, thus safeguarding employee well-being.

Legal Requirements for Incident Reporting under RIDDOR 2013

Adhering to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 is a legal requirement in the UK. This regulation mandates the reporting of specific types of work-related incidents, which is crucial for the Health and Safety Executive (HSE) to monitor and investigate workplace risks.

In this guide, we will explore several key areas:

  • Understanding Incidents: We will define and differentiate between incidents, accidents, and near misses, emphasising the importance of reporting near misses for hazard identification.
  • Benefits of Effective Incident Reporting: This section covers how incident reporting aids in identifying hazards, implementing corrective actions, promoting a safety culture, and reducing incident severity.
  • Incident Reporting Process: We'll provide a step-by-step guide to the incident reporting process, including initial reporting, investigation, and monitoring effectiveness.
  • RIDDOR Reporting Requirements: A detailed look at RIDDOR’s specific reporting requirements for work-related incidents.
  • Investigating Incidents: We'll discuss the importance of thorough investigations, outlining key steps involved.
  • Corrective and Preventive Actions: This section will focus on the significance of implementing corrective and preventive measures and how to ensure their effectiveness.
  • Promoting a Culture of Safety: We'll explore how incident reporting contributes to fostering a positive safety culture within an organisation.

Before we go further, we recommend  downloading our free checklist  and step-by-step guide to report incidents correctly.

incident reporting

1) Understanding Incidents

Grasping the nuances between incidents, accidents, and near misses is pivotal for effective health and safety management in any workplace. This understanding is crucial not only for compliance with legal standards but also for fostering a safer work environment.

Defining and Differentiating Incidents, Accidents, and Near Misses

Incidents: In the realm of workplace safety, an 'incident' is a broad term that encompasses any unplanned event that could have, or did, lead to injury, damage, or loss. Incidents include both accidents and near misses. They are the indicators of potential hazards in the workplace that, if ignored, can escalate into more serious situations.

Accidents: An 'accident' is a type of incident that results in physical harm or injury to a person or damage to property. Accidents are the incidents where the potential risk becomes a reality, often prompting immediate action and investigation to prevent recurrence.

Near Misses: A 'near miss' refers to an incident that, under slightly different circumstances, could have resulted in harm or damage. These are critical warning signs and learning opportunities. Near misses are often overlooked, yet they provide invaluable insights into existing workplace hazards without the cost of injury or damage.

Importance of Reporting Near Misses for Hazard Identification

Reporting near misses is a key component in proactive safety management. It allows H&S professionals to identify and rectify potential hazards before they result in accidents. By encouraging a culture where all incidents, especially near misses, are reported and investigated, organisations can significantly reduce the risk of serious accidents occurring.

Each near miss report contributes to a larger safety narrative, allowing for a deeper understanding of the workplace's unique risk profile. Analysing these reports helps in identifying patterns or areas of concern, which can then be addressed through targeted safety interventions.

This not only helps in maintaining compliance with health and safety regulations but also demonstrates an organisation’s commitment to continuous improvement in safety standards.

2) Benefits of Effective Incident Reporting

Effective incident reporting is not just a regulatory requirement under frameworks like RIDDOR; it is a cornerstone of maintaining and improving workplace safety. This process offers numerous benefits, from hazard identification to fostering a culture of safety.

Identifying Hazards and Risk Factors

The primary benefit of incident reporting lies in its ability to uncover hidden hazards and risk factors in the workplace. Each incident report, be it about an accident or a near miss, provides valuable data, enabling H&S professionals to analyse trends and patterns.

This analysis can reveal less obvious risks, offering an opportunity to address them proactively. By identifying these hazards early, the likelihood of incidents, including serious injuries and accidents, is significantly reduced.

Incident Reporting

Implementing Corrective and Preventive Actions

Incident reports, particularly those detailing serious incidents or dangerous occurrences, are instrumental in guiding the development and implementation of corrective and preventive actions.

These actions, tailored based on specific incident details, are essential in mitigating risks. They range from immediate, short-term fixes to long-term strategic changes in workplace practices and policies.

Effective incident reporting ensures that these actions are not just reactive but also preventive, aiming to stop potential incidents, such as occupational diseases or security breaches, before they occur.

Promoting a Culture of Safety

A robust incident reporting system is a key factor in promoting a culture of safety within an organisation. When employees, from workers to non-workers, understand the importance of reporting incidents and see tangible improvements resulting from their reports, it encourages active participation in safety initiatives.

This creates a positive feedback loop where safety becomes a shared responsibility, leading to higher engagement and awareness among all staff members.

Reducing Incident Frequency and Severity

Consistent and thorough incident reporting leads to a gradual reduction in both the frequency and severity of workplace incidents. As hazards, including potential risks and environmental conditions, are identified and addressed, and as the workforce becomes more safety-conscious, the overall incidence of accidents and near misses decreases. This not only enhances the safety and well-being of employees but also results in financial benefits for the organisation through reduced downtime and lower insurance costs.

3) Incident Reporting Process

A well-structured incident reporting process is vital for the effective management of workplace safety, especially in adhering to legal requirements like those outlined in RIDDOR . This section provides a step-by-step guide, encompassing initial reporting, investigation, and the monitoring of the effectiveness of actions taken.

Step-by-Step Guide to Incident Reporting

  • Initial Reporting: The first step involves the immediate documentation of the incident. This includes recording key details such as the date, time, and specific location of the incident, a description of what occurred, and any immediate actions taken. It’s crucial to report incidents, from minor accidents to serious injuries, as soon as possible to ensure accuracy and comprehensive data collection in the incident reporting form.
  • Gathering evidence, including witness statements and physical evidence from the incident site.
  • Analysing the incident sequence to understand how it unfolded.
  • Identifying contributing factors, such as environmental conditions, equipment failure, or procedural lapses.
  • Root Cause Identification: Determining the root cause is crucial to prevent future incidents. This involves delving into underlying issues that may include organisational processes, safety culture, or training deficiencies. Identifying the root cause helps in addressing the real issues beyond the immediate reasons for the incident.
  • Implementing Corrective and Preventive Actions: Based on the findings, appropriate corrective and preventive actions are developed. These actions could range from equipment modifications and process changes to implementing or revising training programs, all aimed at mitigating similar incidents in the future.
  • Monitoring Effectiveness: The final step involves assessing the effectiveness of the implemented actions. This is essential to ensure that the actions have effectively mitigated the identified risks and to make adjustments as necessary.

Importance of a Structured Process

A structured incident reporting process ensures systematic and efficient handling of incidents. It not only facilitates compliance with reporting requirements but also aids in building a proactive safety culture. By following these steps, organisations can adopt a thorough approach to workplace safety, leading to a reduction in incidents and creating a safer working environment for everyone involved.

4) RIDDOR Reporting Requirements

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 sets out specific requirements for reporting work-related incidents in the UK. Understanding these requirements is essential for compliance and effective health and safety management.

Specific Reporting Requirements for Work-Related Incidents

RIDDOR requires the reporting of the following types of incidents:

  • Deaths and Specified Injuries: This includes severe injuries such as fractures (other than to fingers, thumbs, and toes), amputations, injuries leading to permanent loss of sight or reduction in sight, and any injury requiring hospital treatment for more than 24 hours.
  • Over-Seven-Day Incapacitation of a Worker: Injuries or accidents that result in an employee being unable to perform their normal work duties for more than seven consecutive days (excluding the day of the incident) must be reported.
  • Non-Fatal Accidents to Non-Workers: Incidents involving members of the public or people who are not at work (e.g., visitors, customers) which lead to an injury requiring hospital treatment.
  • Occupational Diseases: Certain diagnosed industrial diseases linked to specific occupational activities or exposures, such as carpal tunnel syndrome, severe cramps, occupational dermatitis, or occupational asthma, must be reported.
  • Dangerous Occurrences: Certain near-miss events with the potential to cause serious harm or damage, such as the collapse of load-bearing parts of lifts and lifting equipment, electrical short circuit causing fire or explosion, or accidental release of a biological agent, are reportable under RIDDOR.

When and How to Report

Incidents should be reported to the Health and Safety Executive (HSE) as soon as possible. Reporting can be done online through the HSE website or, for fatal and specified injuries only, by telephone. It’s important to maintain accurate records of any reportable incident, including the report reference number, for at least three years.

The Role of RIDDOR in Workplace Safety

RIDDOR ’s reporting requirements are critical in helping the HSE and other authorities identify where and how risks arise in the workplace. This information is used to investigate serious incidents and to inform the development of new legislation and guidance, ultimately improving workplace safety standards across the UK.

5) Investigating Incidents

Thoroughly investigating workplace incidents is crucial for understanding why they happened and how similar events can be prevented in the future. A well-conducted investigation provides the foundation for implementing effective corrective measures and is integral to an organisation's overall health and safety strategy.

Importance of Conducting Thorough Incident Investigations

Investigating incidents, especially those that could or did lead to serious injury or damage, helps in identifying not just the immediate causes but also any underlying issues. It allows organisations to examine and review their health and safety policies, procedures, and practices, ensuring they are effective and fit for purpose.

Key Steps in Incident Investigations

  • Immediate Response and Securing the Scene: The first step is to respond to the incident promptly to ensure the safety of all personnel and to secure the scene. This prevents further incidents and preserves evidence.
  • Gathering Evidence: Collecting evidence is crucial for a thorough investigation. This includes taking photographs of the scene, collecting physical evidence, and recording witness statements.
  • Analysing the Incident Sequence: Investigate the sequence of events leading up to the incident. This analysis helps identify what happened and how it happened.
  • Identifying Contributing Factors: Look beyond the immediate causes and identify contributing factors. These could include equipment failure, environmental conditions, human error, or organisational factors.
  • Determining Root Causes: The goal is to determine the root causes – the underlying reasons why the incident occurred. This might involve reviewing workplace procedures, safety protocols, training, and maintenance records.
  • Reporting Findings: Documenting the investigation's findings is critical. This report should be clear, concise, and include recommendations for preventing similar incidents.
  • Implementing Changes: Based on the findings, implement changes to prevent recurrence. This could involve changes in procedures, training, equipment, or even workplace culture.
  • Follow-Up: Regularly review the effectiveness of the changes made to ensure they are working as intended and modify them if necessary.

Effective incident investigations are a learning tool, helping to prevent future incidents and fostering a culture of continuous improvement in health and safety standards.

6) Corrective and Preventive Actions

Implementing corrective and preventive actions in response to incidents is a vital aspect of workplace health and safety management. These actions not only address immediate issues but also prevent future occurrences, thus playing a crucial role in maintaining a safe working environment.

Significance of Implementing Corrective and Preventive Actions

Corrective actions are responses to identified problems, implemented to rectify and mitigate the effects of an incident. Preventive actions, on the other hand, are proactive measures taken to eliminate the causes of potential non-conformities or incidents. The implementation of these actions is significant because they:

  • Address Immediate Safety Concerns: Corrective actions help to quickly resolve safety issues that could lead to further harm or damage.
  • Prevent Future Incidents: By addressing the root causes of incidents, preventive actions reduce the likelihood of recurrence.
  • Enhance Safety Protocols: Implementing these actions often leads to improvements in safety protocols, equipment, and training.
  • Promote a Proactive Safety Culture: A proactive approach to safety, where potential risks are identified and addressed before they lead to incidents, is fostered.

Guidance on Developing Effective Corrective and Preventive Actions

  • Root Cause Analysis: Effective actions begin with a thorough analysis of the incident to identify the root cause.
  • Developing Action Plans: Develop specific, measurable, achievable, relevant, and time-bound (SMART) action plans to address the root causes.
  • Involvement of Employees: Engaging employees in the development and implementation of these actions ensures practical and effective solutions.
  • Training and Communication: Ensure all relevant staff are trained and informed about the new measures.
  • Monitoring and Review: Regular monitoring and review of the effectiveness of these actions are vital. This helps in making necessary adjustments and improvements.

Importance of Monitoring Action Effectiveness

Monitoring the effectiveness of corrective and preventive actions is as important as their implementation. Regular reviews help ensure the actions work as intended and effectively reduce risks. It also provides an opportunity for continuous improvement, keeping safety protocols up-to-date and relevant.

In summary, the implementation of corrective and preventive actions is a critical step in incident management. Not only do they address immediate concerns, but they also lay the groundwork for a safer and more secure working environment.

7) Promoting a Culture of Safety

incident reporting

Creating and maintaining a culture of safety in the workplace is pivotal for the well-being of employees and the overall health of the organisation. Incident reporting plays a fundamental role in fostering this culture, as it is integral to understanding and mitigating workplace hazards .

Role of Incident Reporting in Fostering a Positive Safety Culture

Incident reporting is more than a procedural necessity; it's a key driver in promoting a proactive approach to safety. By encouraging the reporting of incidents, especially near misses and minor accidents, organisations can gather crucial information about potential risks and hazards in the workplace.

This practice helps identify specific areas requiring attention, from environmental conditions to occupational health concerns.

Open Communication and Reporting Without Fear of Blame

A positive safety culture is underpinned by open communication. Creating an environment where employees feel comfortable reporting incidents without fear of blame or retribution is essential. This openness not only improves the accuracy and frequency of reporting but also encourages a collaborative approach to safety, where every person involved plays a role in identifying and mitigating risks.

Employee Involvement in Safety Initiatives

Involving employees in safety initiatives and the incident reporting process is critical. This involvement can range from participating in risk assessment exercises to contributing to the development of incident report forms and procedures. When employees are actively engaged in these processes, they are more likely to buy into the safety culture, understand its importance, and adhere to established protocols.

Continuous Improvement and Learning

An effective safety culture is dynamic and evolves through continuous learning and improvement. Analysing incident reports, especially those involving serious injuries or dangerous occurrences, provides valuable lessons. These insights lead to the development and implementation of effective corrective measures, further information sharing, and regular reviews of safety practices.

In summary, promoting a culture of safety through effective incident reporting is not just about compliance with regulations like RIDDOR but about cultivating an environment where safety is deeply embedded in the organisation's ethos. It involves a commitment to transparency, continuous learning, and employee engagement, all of which are essential for creating a safe and healthy working environment.

Make Incident Reporting a Breeze in Your Organisation

If you’d like to discover how our incident reporting tool can make it easier to streamline incident reporting in your organisation, contact us to get a demo . 

Don’t forget to also take advantage of our free checklist and step-by-step guide on how to report incidents .

For a handy summary of this incident reporting guide, print out the infographic below and share it with others who can benefit from it.

incident reporting infographic

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What is an incident report?

How to write an incident report, top 5 platforms for creating effective incident reports.

An incident report is a form used to record workplace accidents, injuries, illnesses or near misses. It’s very important to submit an incident report when an incident happens, regardless of whether it caused any injuries to employees. That’s because an incident report helps you uncover the circumstances and conditions that led to the event so you can make sure it doesn’t happen again.

Record the basic facts

Start by recording basic facts related to the incident. These include:

  • Type of incident: Illness, injury, theft, near miss or property damage
  • Location of incident
  • Date and time

Note affected individuals

Collect and record details such as names, job titles, departments and any other useful information about those involved or affected by the incident.

Find witnesses

Collect details of any witnesses of the event and record their statements as detailed and accurate as possible.

Create a narrative description of the incident

Document the sequence of events that led to the incident. It’s important to specify the actions of those involved at the time of the incident. This will help you identify which factors were present before the incident and could be a potential contributing factor to the incident occurring.

Some factors to consider:

  • What did the employee do?
  • Who trained the employee or who asked them to complete the task?
  • How was the employee feeling before the incident?
  • For example: Was there a burned-out light bulb? Was a piece of equipment faulty? Was there a blind spot in the area causing the employee poor visibility?
  • Was the employee wearing appropriate personal protective equipment?

Note the injuries

If any injuries were incurred, give a detailed description and include parts of the body injured as well as the nature and severity of the injuries.

Record the treatment

Document the type of treatment administered for the acknowledged injuries so you can follow up with the employee’s progress and recovery when reviewing the specifics of the event.

Indicate damages

Record and account for any damage to equipment and materials that were affected by the incident to determine what items will need to be repaired or replaced.

Establish a corrective action plan

Analyze the facts collected and documented in the incident report and determine a corrective action plan. A corrective action plan provides recommendations for preventing the possibility of both an increase in the severity of the incident and the recurrence of the incident.

Below are five well-known and widely utilized incident report software solutions to help you quickly record any incidents as soon as they occur. These incident templates are designed to capture a comprehensive and precise account of the situation, resulting in swift and informed decisions.

SEE: The COVID-19 gender gap: Why women are leaving their jobs and how to get them back to work (free PDF) (TechRepublic)

Jotform is a free platform that lets you create custom online incident reports from your smartphone or tablet. The form is easy to fill out and you can customize it in just a few clicks.

With Jotform, you can gather important digital documents as well as collect files and electronic signatures from clients, coworkers and colleagues. There’s a Form Builder feature that offers a variety of unique form fields designed to get you the data you need. Other features include kiosk mode, geolocation fields and offline data collection.

Smartsheet is a flexible platform designed to match the needs of your team — and adapt as those needs change. The platform offers roll-up reports, dashboards and automated workflows built to keep your team connected and informed.

Smartsheet free templates can be used to report various types of events including accidents, injuries, workplace incidents, property loss or damage, and close calls. The forms allow you to record information and key metrics about all parties involved, details of the incident itself, any law enforcement interaction, witness information and any medical treatment administered.

With Smartsheet you can get real-time visibility and it’s easy to plan, capture, manage and report on work from anywhere, helping your team be more effective and get more done.

1st Reporting

1st Reporting is an all-in-one incident reporting software that empowers your field team with the tools they need to generate actionable reports to identify problem areas in their day-to-day operations. The cloud-based solution allows your in-field teams to log reports in real-time online from any device, which in turn helps get their jobs done quicker and safer.

The solution offers an incident reporting dashboard so all your reports are in one place. You can create customized inspection and incident report forms to capture the data you need from your team in the field.

You also get incident notifications and data insights so you can monitor incidents, respond and take action from your smartphone or desktop.

Delinea, previously known as ThycoticCentrify, is an innovative and intuitive platform that offers a customizable cybersecurity incident report template.

Delinea’s incident response plan templates help keep detailed records of breaches in your organization. Keeping these records can enable your incident response teams to reduce the risk of a breach from becoming a catastrophe and maintain your business continuity.

The templates also come with customization instructions for assembling an incident response team, a checklist of roles and responsibilities and details for actionable steps to measure the extent of a cyber security incident.

monday offers simple yet powerful incident templates that let you easily keep track of your incidents.

monday incident templates offer an agile, responsive, flexible way of recording everything from facts about the process of the incident to sorting or filtering your data. This helps provide greater insight into your incidents and you can easily highlight your most common root causes and the severity of your most common

The forms are highly customizable so you can add action items, reorder based on priority and create a tailored plan to fit your needs.

monday also provides a dashboard where you can assign team members to each action item and monitor your plan’s progress at every stage. You can also receive incident reports and you can also create and share a corrective action plan with your team on the dashboard.

A major benefit of using this template is you can export to Excel with just one click, and you can also import your Excel spreadsheet easily. You can also integrate monday with other existing tools such as Jira, GitLab or BugHerd, and they will automatically update your incident report templates.

Incident reports are a critical component of any company’s incident response plan. They serve as a means for creating a Corrective Action Plan to avoid repeat mistakes. Using the above applications will ensure you always have relevant and thorough incident report templates ready and available to capture details of any incident that may arise.

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reporting the incident

Real Examples of Incident Reports at the Workplace with Templates

reporting the incident

Accidents can happen, no matter how many preventative measures are in place. And, when accidents do happen, it’s vital to learn from them. To ensure your documentation is spotless, it’s always a good idea to look at some example incident reports at the workplace.

A safety incident report helps ensure nobody is subject to mistreatment because it contains information from the injured employee as well as eyewitnesses. This helps fill in missing pieces of information and figure out how the accident occurred exactly. 

“The safety of the people shall be the highest law.” Marcus Tullius Cicero

So, let’s dive in! 

If you’re looking for an example of an incident report at the workplace, feel free to jump to that section using the links below. Otherwise, we will first discuss what incident reports are and why they are so important.

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What is a Workplace Incident Report? 

A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. 

They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future. As soon as an incident takes place and everybody in the workplace is safe, a work incident report should be written up. 

Typically, a workplace accident report should be completed within 48 hours of the incident taking place . The layout of an accident incident report should be told like a story, in chronological order, with as many facts as the witnesses can possibly remember. 

What should you include in an incident report?

There are many different types of incident reports, depending on your industry, but most will include the underlying details listed below in order to understand what happened: 

  • The type of incident that took place
  • Where the incident happened
  • The date, day and time of the incident
  • Names of the people involved
  • Injuries that were obtained 
  • Medical treatment that may have been required
  • Equipment that was involved
  • Events leading up to the incident that could have contributed to it taking place
  • Eyewitnesses that can tell their side of the story

For example…If a chemical was involved in the incident, it should be noted if the victim was wearing appropriate PPE or not, as well as a photograph of the damage and the chemical’s label stating its components. If a workplace vehicle was involved, all information about the vehicle should be noted, and the possible reasons why it occurred if there is no clear answer. Employers should ensure vehicle safety guidelines are adhered to in order to prevent incidents in the workplace. 

If this is an OSHA recordable incident (accident) and the company is exempt from OSHA recordkeeping , the employer must also fill in OSHA Form 300 . This form enables both the employer and the agency to keep a log of the injuries or illnesses that happen in the workplace. It includes crucial information such as the number of working days missed due to injury, the sort of injury that was obtained and if medical treatment was necessary. 

reporting the incident

How to Write an Incident Report

It is important to lay out an incident report clearly and concisely with all the relevant information about what happened. The clearer it is to read, the easier it will be to understand the cause of the workplace accident. 

The language used for incident reporting should not be too emotional and should not purposefully put the blame on someone. Here is an incident report example template:

This workplace incident report template includes the basic guidelines and best practices of what to include to make sure the report includes all the details it should. Once a report is written, it should be kept on record in the workplace. 

Incident Report Examples

Depending on the type of workplace incident, the writer will need to include various pieces of information. If you are not sure how to write an incident statement, here are example incident reports for the workplace covering various scenarios. 

Injury Incident Report Example

“At 11.20am on Tuesday 7 th July 2020, a worker, Timothy Johnson, tripped over an electrical wire on the Blue & Green construction site, located on Main Street, Riverside. He was carrying a hammer at the time. 

It is believed the wire should not have been stretched across the ground without safety tape securing it to the ground and drawing attention to it. Timothy fell to the ground and dropped the hammer but did not injure himself with it. He twisted his ankle, which immediately began to swell and scrapped the side of his leg in a minor way. A co-worker came to assist Timothy to his feet and helped him walk to a nearby bench. Timothy could not put his weight on his left foot, so he was taken to a nearby hospital. Once at the hospital, doctors confirmed that Timothy had sprained his ankle and would have to keep the foot elevated and use crutches for the next two weeks. He would not be able to work during this time. 

The foreman for the construction site has assessed the wires on the ground and concluded that brightly colored tape should secure the wires to the ground to draw attention to them and to ensure there are no bumps in the wire that are easy to trip over so that this does not happen again”.

Forklift Accident Report Sample

“On Friday 5 th July 2020, at 3.35pm, a forklift driver, Max White, was driving the forklift he usually drives in the Sunny Side Warehouse, ABC Street, when the front right tire got caught on a piece of wood on the ground, causing the forklift to overturn with Max inside it. 

Luckily a co-worker was nearby to help Max climb out of the right side of the forklift. Max was shaken up and reported that his left shoulder and left side of his neck were hurting him from the impact. Max decided he did not need to go to the hospital as he felt like he would only obtain bruises from his injuries and that they were not severe enough to need medical attention. His manager sent him home for the rest of the day to ensure he did not strain himself further. 

The wood that caused the forklift to overturn had not been stacked properly and has now been moved to a secure location in the warehouse to make sure it does not cause any more issues for forklift drivers”.

Fall Incident Report Sample

“In Fairview Boutique on Friday March 6 th , 2020, Samantha Wright was stacking shelves while standing on a ladder in order to reach the top shelf of handbags at 4.10pm. As she was stretching to place a bag on the shelf, the ladder collapsed from under her and she fell to the ground. Her co-worker heard the loud noise and immediately helped her. Samantha was in a lot of pain and could not get to her feet as she felt lightheaded. An ambulance was phoned, and she was brought to hospital. Samantha obtained a broken right arm, bruised thigh and hip, and a bump to the head that left no major head injury. She was recommended three weeks off work at the minimum by doctors.  The fall was concluded to be of nobody else’s fault but was put down to Samantha accidently overreaching instead of moving the ladder to where she needed to see”. 

Hand Injury Incident Report Sample

“On April 21 st , 2020, at Willow Maintenance, Yellow Abbey Grove, Kyle Jenkins was about to use a miter saw to cut some timber, but when he started to use the saw, it jolted, causing the saw to come down suddenly on his hand. 

Kyle’s left thumb was cut deeply by the saw and he lost a lot of blood. Co-workers came to his aid, turned the saw off and helped him stop the bleeding with tissues. He was then brought to the hospital where he received eight stitches and was told to not use the hand for rigorous work for 4 weeks. The head of Willow Maintenance inspected the saw to check for any issues and see why it came down and cut Kyle’s hand. It appeared that whoever was the last person to use the machine did not put the safety latch back on the saw once they had finished using it. 

If this safety latch was on the saw when Kyle used it, it would not have cut his hand, but rather, automatically shut off once it jolted. The manager decided to take a day to retrain his staff to ensure they adhere to the health and safety guidelines of the company”. 

Exposure Incident Report Sample

“In Woodbell factory, Springville, on Tuesday May 26 th , 2020, Annie Bedley was packaging household cleaning products when a bottle tipped over onto her wrist. 

She got up from her seat to wash off the chemical in the washroom. She then went to her supervisor to show her what had happened. Annie’s wrist was red and itchy but was not burning as she had washed off the remnants of the chemical immediately. Annie’s supervisor brought her to the office to sit with a cold compress on her hand and applied a layer of ointment to treat the burn. Annie did not feel like she would need further medical assistance and agreed with her supervisor that she would need two to three days off work to ensure the burn did not get irritated. 

Annie was wearing appropriate PPE at the time of the incident and no faults were found on the conveyor belt at the packing bay. The incident has been noted as an accident with nobody to blame. Photographic evidence of the burn has been included in this file”.

First Aid Incident Report Sample

“On Friday November 15 h 2019, Arthur Stokes was walking along the corridor between building four and five of Graygrock Inc. when he noticed that there was something sharp sticking through the bottom of his right shoe. 

He stopped to see what it was and found a nail stuck in his shoe. He took his shoe off and lucking was able to pull the nail out as it hadn’t pierced through to his foot and only minorly scraped it. He saw the stairwell was getting new handrails fitted and presumed the nail came from that. He saw two other nails further along the corridor and decided to pick them up to make sure nobody else stood on them. He reported to his manager’s office where he presented the nails and explained the situation. His foot had a small cut, so Arthur’s manager gave him an anti-septic wipe and a band-aid to help him. 

Arthur returned to work while his manager talked to the construction workers about keeping their workspace neat and to prevent any further accidents like this from happening”. 

reporting the incident

Incident Report Form Templates

The layout of an incident report forms can vary depending on where the incident took place and the type of injuries. Here are some examples of incident reports at the workplace that you can use. 

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Incident Report Form for General Staff (Word/PDF)

This general staff accident report form template can be used in a variety of workplaces. It includes all the necessities to describe a workplace incident to ensure it is recorded correctly. This general form is ideal for any business type. 

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Incident Report Form for a Construction Site

This example incident report for the workplace is unique to others as it includes a field for the construction project name and the project manager’s details. This makes it easy to understand where in the construction site the accident occurred and how severe it was.

reporting the incident

Incident Report for a Hospital/ Medical Clinic (Word/PDF)

The hospital incident report template is much more detailed than others as it must include accurate information about the staff member or patient’s injuries, where in the hospital it happened and what medical treatment they required.

As you write your workplace incident reports, remember it is not to place blame on one person, but rather record a series of events that have taken place. Sometimes these are pure accidents due to bad luck and, sometimes, there is human error or a technical fault involved. By the way, this is the basis of the Just Culture Algorithm™ which is definitely worth exploring if you’re looking to improve the safety culture at your workplace .

These examples of incident reports at the workplace are only the tip of the iceberg when it comes to the variety of workplace accidents that can occur. In any case, it’s crucial to record any incidents that arise because this helps create a safer work environment.

References & Further Reading

  • OSHA’s Guide for Employers carrying out Incident Investigation
  • OSHA’s Injury & Illness prevention Program
  • Workplace Injury Information
  • Eyewitness Statement Form : Should be included for any eyewitnesses to the incident to aid the investigation.
  • Injury Investigation Questions : Should be asked when an employee has been injured at the workplace to understand exactly what happened.
  • Incident Investigation Flowchart Procedure: A step by step example of the procedures involved in carrying out a workplace incident investigation.  

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The Types Of Incident Reports (With 19 Actionable Tips)

Posted 19.05.22 by: Jeremy Shantz

Updated November 14, 2023.

Looking for types of incident reports ? You came to the right place. Incident reports are essential types of documents a business can produce. They record any event or occurrence that has the potential to disrupt normal business operations.

There are many incident reports types and forms, so it is best to classify them under various categorical headings to make sense of the many choices.

This article will explore the various forms of incident reports and discuss how to use them in multiple industries. We’ll also provide tips on how to write an effective incident report. But first, let’s take a closer look at what incident reports are and why they are essential.

Table of Contents

Common Incident and Prevention Report Types and Examples

The following tables show examples of commonly used incident (and incident prevention) reports found in various popular industries.

What Is An Incident Report?

What Is An Incident Report? The answers are at 1stReporting.com.

An incident report is a document that records any event or occurrence that has the potential to disrupt normal business operations. They provide a clear and concise summary of the event, including the cause, impact, and resolution. You can use incident reports to help prevent future incidents from happening and improve safety and security procedures.

There are several types of incident reports, each of which finds use in various industries. Some of the most common types of incident reports include:

  • Accident report
  • Hazard report
  • Near miss report
  • Security incident report
  • Fires incident report

Each type of incident report serves a specific purpose and provides essential information for businesses and organizations. Let’s take a closer look.

The Accident Report

An accident report is a document filled out following an accident. The report usually contains detailed information about the accident, such as what happened, who was involved, and the extent of any injuries.

Read about Incident Reports Vs. Accident Reports here.

The Hazard Report

A hazard report is a document completed following an incident that has the potential to cause harm. The report usually contains detailed information about the incident, such as what happened, who was involved, and the extent of any potential injuries or damage to property or equipment.

See also the Job Hazard Analysis Checklist.

The Near-Miss Report

A Near-Miss Report is a specific type of incident report used in industries with a potential for harm or injury. Managers use it to document any situation that could have resulted in an accident (but did not). Near-miss reports can identify potential hazards and prevent accidents from happening in the future.

The Security Incident Report

A security incident report is a document that records any security-related incidents that have occurred in a business. Security incidents can include anything from theft to a cyber-attack. The security incident report aims to provide an overview of the incident, including what happened when it happened, and how it was resolved.

See also, Cyber-Security Incident Response

You should fill out the security incident report as soon as possible after the incident occurs. It allows for a more accurate description of the incident and can help prevent further damage.

Some critical information that you should include in a security incident report:

  • The date and time of the incident
  • The nature of the incident
  • How the incident was resolved
  • The extent of any damage caused

The Fire Incident Report

Fire Incident Reports are used to report a fire-related incident. This document may be used by fire departments, insurance companies, and other organizations to record information about the incident.

The Fire Incident Report may include details such as the date and time of the fire, the location of the fire, the type of fire, and the cause of the fire.

Features of an Incident Report

“ An incident report is a document that records an incident or event. It usually includes the who, what, when, where, and how of the event. “ J.W.Shantz – Incident Report Specialist

In addition, it may also have photos, videos, or other evidence related to the event. Incident reports are used to document and track incidents, which you can then use to improve safety and security.

There are several key features of an effective incident report:

  • It should be concise and easy to read.
  • It should include all the relevant information about the incident.
  • It should be accurate and unbiased.
  • It should be written clearly and concisely.
  • It should be filed promptly after the incident occurs.
  • You should include resolutions taken to resolve the incident.
  • In your report, including further actions required to prevent other incidents is always wise.

General Types of Incident Reports

There are five general types of incident reports, each concerned with its respective subject matter.

A person type of incident report is a document that records any incidents or accidents involving people. The report usually contains detailed information about the incident, such as what happened, who was involved, and the extent of any injuries.

Vehicle or Equipment

An equipment type of incident report is a document that records any incidents or accidents involving equipment. The report usually contains detailed information about the incident, such as what happened, who was involved, and the extent of any damage to vehicles or equipment.

A facility-type of incident report is a document that records any incidents or accidents involving a facility. The report usually contains detailed information about the incident, such as what happened, who was involved, and the extent of any injuries or damage to property.

A property type of incident report is a document that records any incidents or accidents involving the property. The report usually contains detailed information about the incident, such as what happened, who was involved, and the extent of any injuries or damage to property.

Industry Verticals And The Types of Incident (and Other) Reports Used

Construction.

Construction industry incident reports by 1stReporting.com.

  • New Construction – Residential
  • New Construction – Commercial
  • New Construction – Industrial
  • Renovations and Additions

Types of Incident Reports in Construction

  • Site safety incident report
  • Near miss incident report
  • First aid incident report
  • Vehicle accident report
  • Dangerous occurrence report
  • Hazardous materials release incident report .

See our incident report template , o r try our incident reporting app .

Construction Industry Tips

If working on remote construction sites, use a mobile reporting application to notify you of emergencies.

Observing the utmost safety in construction is imperative, given the high rate of incidents within the industry. In 2021, according to OSHA , the highest rate of infractions in the US involved fall protection standards within the construction industry.

Energy Sector

Energy sector incident reports by 1stReporting.com.

  • Power Generation
  • Power Distribution

Types of Incident Reports in Energy

Every company has its own set of procedures, but all incident reports in the energy sector have one goal: to help prevent future incidents. When it comes to the types of incident reports, the energy sector primarily uses two classes:

Operational Incident Report: Also known as an event report, an operational incident report is used to document any abnormal event that could affect safety, environment, or production. These types of reports are usually completed by operations personnel.

Investigative Incident Report: An investigative incident report is used when a potential root cause for an operational incident. These reports are usually completed by investigators or a team assigned by the company.

Energy Sector Industry Tips

– In the event of an incident, always complete an operational incident report (event report) relative to the incident type.

– If there is a potential root cause for an operational incident, complete an investigative incident report such as a root cause analysis.

Healthcare industry incident reports by 1stReporting.com.

  • Medical Clinics
  • Medical Laboratories

Types of Incident Reports in Healthcare

  • Patient falls
  • Patient elopement
  • Patient abuse or neglect
  • Medication error
  • Equipment failure

See our incident report template , or try our incident reporting app .

Healthcare Industry Tips

1. Always be specific and detailed when writing an incident report. It will make it easier for investigators to understand what happened and how to prevent similar incidents from happening in the future.

2. Make sure to include information about the patient, such as their name, date of birth, and other essential identifiers. It will help ensure that the patient is correctly identified and tracked.

Manufacturing

Manufacturing industry incident reports by 1stReporting.com.

  • Manufacturing Operations
  • Quality Control Divisions
  • Staff Procedure Tracking

Types of Incident Reports in Manufacturing

  • Quality incident report
  • Production incident report
  • Maintenance incident report
  • Environmental incident report
  • Safety incident report
  • Health and safety incident report
  • Fire and explosion incident report
  • Hazardous materials release incident report
  • Emergency shutdown procedures deviations reports
  • Chemical reaction hazard reports
  • Equipment malfunction or failure reports

Manufacturing Industry Tips

1. Always fill out an incident report form whenever an incident occurs, even if it seems minor. It will help ensure that all necessary information is collected, even if the incident becomes more severe in nature.

2. If possible, try to take pictures or videos of the incident scene and any damage done. It can help provide accurate and detailed information when filling out the report.

Municipalities

Municipal incident reports by 1stReporting.com.

  • Road Maintenance
  • Facility Maintenance
  • Landscape and Grounds Care
  • Facility Incident Management
  • Waste Management

Types of Incident Reports in Municipalities

  • Traffic accident report
  • Police incident report
  • Fire incident report
  • Hazardous materials incident report
  • Environmental Accident Report

See our incident report template here or try our incident reporting app here .

Municipality Tips

  • Maintain training tracking to ensure all staff and contractors are up to standard. Use a tracking solution like a custom form in 1st Reporting to maintain a training database.
  • Use a customizable reporting application for all of your reporting needs. Using a single, all-in-one solution like 1st Reporting ensures you don’t have to hunt to get your information. Retrieval is a snap with a cloud-based and secure solution like 1st.

Oil and Gas

Oil, Gas, and Natural Resource industries incident reports by 1stReporting.com.

  • Natural Gas Mining, Processing, and Distribution
  • Oil Field Maintenance
  • Tar Sands Processing

Types of Incident Reports in Oil and Gas

  • Accident Report
  • Near-Miss Report
  • Hazardous Occurrence Report (HOR)
  • Dangerous Occurrence Report (DOR)
  • Security Incidents Report
  • Lost Time Incident report
  • Equipment Inspection Form

See our incident report template here , or try our incident reporting app here .

Oil and Gas Industry Tips

  • Stress the importance of vehicular safety. Due to the remote site nature of the oil industry, extensive travel is typically required to and from the site. According to OSHA , approximately 4 out of 10 fatalities in the industry occur due to highway vehicle accidents.
  • Don’t neglect training about being caught in, under, or between equipment. This type of accident is a significant cause of fatalities in the Oil industry. According to the US Bureau of Labor Statistics , the oil industry lost 104 brave souls in 2019 and 44 in 2020.

Security industry incident reports by 1stReporting.com.

  • Security Firms

Types of Incident Reports in Security

  • Crime reports: These types of incident reports are used to document criminal activity. They can be used by law enforcement to investigate and prosecute crimes.
  • Accident reports: These types of incident reports are used to document accidents. They can be used by insurance companies to determine who is at fault and to pay for damages.
  • Safety reports: These incident reports are used to document safety hazards. Safety committees can use them to improve workplace safety.
  • Security reports: These incident reports are used to document security breaches. Security firms can use them to improve security.

Security Industry Tips

  • Utilization of a robust mobile reporting platform like 1st Reporting helps security and police personnel efficiently retrieve and complete the appropriate paperwork. Including an offline mode, the app even works when out of range of an internet signal, saving the data locally until a signal becomes available to upload to the secure cloud servers.
  • Take advantage of the free demo of the 1st Reporting platform for your team.

Staffing industry incident reports by 1stReporting.com.

  • Tracking Daily Hours
  • Tracking Safety
  • Tracking Incidents

Types of Incident Reports in Staffing

  • Team member injury report
  • Team member illness report
  • Team member’s daily log

Staffing Industry Tips

  • Ensure that all staff are familiar with incident reports and their uses.
  • Use a mobile reporting platform like 1st Reporting to make reporting easy and efficient. A robust reporting platform like 1st Reporting allows for incident trend analysis data quickly and efficiently. Furthermore, the mobile form automation capabilities mean that dynamically controlled forms are here and no longer a thing of the past.

Transportation

Transportation industry incident reports by 1stReporting.com.

  • Public Transit

See our incident report templates or try our incident reporting app .

Types of Incident Reports in Transportation

  • Safety reports: These incident reports are used to document safety hazards. Safety committees can use them to improve workplace safety. 

Industry Tips

1. Aircraft and railway accidents are often investigated by the National Transportation Safety Board ( NTSB ) in the United States. Familiarize yourself with their guidelines for reporting accidents and incidents.

2. Always use the same incident reporting system, preferably a mobile app like 1st Reporting, to ensure the accuracy and timeliness of your reports.

Utilities Industry Incident Report Types by 1stReporting.com

  • Natural Gas
  • Waste Removal

Types of Incident Reports in Utilities

  • Hazardous material release incident report
  • Ensure all personnel are aware of the risks. Waste management is a vital aspect of public utilities and is even a consideration of the EPA during a homeland security crisis. Therefore, losing personnel to injury or death is incomprehensible. Hazard awareness training is critical to all utilities and should never be avoided.
  • Complete refresher training regularly. Typically companies that schedule mandatory safety refresher training are better suited to weather the storm.

Tips for Writing an Incident Report

Tips for Writing an Incident Report by 1stReporting.com.

Include as Many Details as Possible

It is essential to include as many details as possible in the report to record the events. It will help to identify any patterns or trends that may be occurring. Be sure to include the date, time, and location of the incident and a description of what happened.

Use clear and concise language.

When writing the report, be sure to use clear and concise language. It will help to ensure that the information is easy to understand. Avoid jargon or technical terms that others who read the report may not be familiar with.

Be objective

It is essential to be objective when writing the report. You should avoid including any personal opinions or biases in the report. Stick to the facts and provide any necessary details without adding your interpretation of events.

Keep it brief

While it is essential to include all relevant information in the report, you should keep it brief. It will help to prevent the report from becoming too long or confusing. Include only the essential information and leave out any unnecessary details.

Use a template

There are many templates available that can be used to write an incident report. Using a template can help to ensure that all of the necessary information finds its way into the report and that it is formatted correctly.

Review the report

Once you have written the report, review it for errors or omissions. It will help to ensure that the report is accurate and complete. If you are unsure about anything, ask someone else to read the report before submitting it.

Use a Dedicated Reporting Application Like 1st Reporting.

You’re doing a great job, but you could be doing even better.

1st Reporting is the perfect tool for ensuring your business operates like a well-oiled machine. It’s a cloud-based app that works offline, so you’ll never lose any essential data. And it’s perfect for inspections, audits, checklists, and forms.

Imagine what your business would be like if you had an accurate record of everything that happened – good and bad. With 1st Reporting, you can have that peace of mind and more. Stop imagining and start using 1st Reporting today.

Download the app now from the App Store or Google Play !

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  • What is incident management? Steps, tip ...

What is incident management? Steps, tips, and best practices

Team Asana contributor image

Incident management is the process of identifying, analyzing, and solving any organizational mishaps or hazards to prevent them from happening again. The aim of incident management is to fix and clear these issues before they become large-scale, company-wide crises.

Incident management is the process of analyzing and correcting project interruptions as quickly as possible. That means more time spent on delivering impact—not to mention completing the project at hand. 

We’ll go over the process of incident management and best practices to implement a strategy of your own so that you’re ready if and when the next project incident occurs. 

What is incident management?

Incident management is the process of detecting, investigating, and responding to incidents in as little time as possible. While it doesn’t always lead to a permanent solution, incident management is important in order to finish projects on time, or as close to the set deadline as possible. 

Incident management can be implemented within any team, though IT teams commonly use it alongside release management and sometimes refer to it as IT infrastructure library, or ITIL, incident management.

Project managers use incident management during projects to prevent hazards from derailing tasks. This is done with the help of a five-step process that ensures incidents get solved efficiently and correctly. 

An incident is any disruption to a service or workflow. A few types of incidents that may be solved with incident management include: 

Wi-Fi connectivity issues

A virus or malware bug

Email malfunction

Website lags or navigation errors

Security incidents 

Essentially, an incident is anything that will make life harder for customers or employees. 

Creating an incident management template can help your team members know exactly how to solve the problem when an incident does arise. 

Problem management vs. incident management

While there are a few differentiating factors when it comes to problem management vs. incident management, one key difference stands out: Problem management is the process of correcting the root cause of a project hazard, while incident management involves correcting a project interruption with a quick fix.

Here is a simple breakdown: 

Incident management: A quick fix to a single, spontaneous event 

Problem management: A comprehensive fix of a large-scale issue that is halting business operations 

[inline illustration] Problem management vs. incident management (infographic)

While both systems are needed, they provide different outcomes and happen at different times in the project lifecycle. Incident management happens when an incident occurs, while problem management looks to solve the underlying issue after the fact to ensure it doesn’t happen again.

Benefits of incident management

[inline illustration] Benefits of incident management (infographic)

Incidents can slow projects and waste valuable resources. They can also disrupt your operations, sometimes leading to the loss of crucial data. That’s why incident management is so important.

A few key benefits to incident management include: 

Increased efficiency and team productivity

Prevention of future incidents 

Reduction in downtime

Improved customer experience

Visibility and transparency in your organization 

Smooth business operations

Quick return to normal service

With a good plan to tackle and eliminate current and future incidents, your organization will be made that much stronger. 

What are the five steps of an incident response plan?

An incident response plan is made of five important steps. Each of these steps makes up the incident management life cycle and helps teams track and address project hazards. 

There are five steps in an incident management plan:

Incident identification

Incident categorization

Incident prioritization

Incident response

Incident closure

[inline illustration] Five steps of an incident response plan (infographic)

From incident identification to prioritizing and ultimately responding, each of these steps helps incidents flow seamlessly through the process. Without an effective response plan, your projects could be at risk of running into serious issues. This is especially true for IT teams and DevOps due to the technical nature of their work. It’s also one of the reasons incident management is most commonly used within IT service management departments.

This is somewhat similar to a change control process , with the main difference being a project change vs. a major incident. 

Let’s learn more about the five steps of an effective incident management system, how to spot and resolve issues when they arise, and how resource allocation comes into the mix. 

1. Incident identification

The first step in an incident response plan is identifying the incident. An issue can arise in almost any part of a project, whether that’s internal, vendor-related, or customer-facing. 

To identify an incident, you should include the following:

Name or ID number

Description

Incident manager

Each of these will be helpful for references later on, especially if you have a problem management plan in place. This way, you can find the root cause of the incident and ensure it doesn’t happen again. 

2. Incident categorization

Incidents need to be accurately categorized in order to be correctly resolved. Categorization allows your team members to:

Quickly find a solution if this incident ever arises again. 

Correctly prioritize incidents and sort them by urgency. 

Categorizing incidents by urgency can help make sure they’re taken care of in an order that makes sense.  For example, a chatbot lagging and the entire website being down carry different weight. 

Once you’ve categorized an incident, make sure it’s sorted into an appropriate section for future reference and so the right team gets their eyes on it. There isn’t a hard-and-fast rule when it comes to incident management categories, so focus on ways your team can easily identify future issues by the type of incident occurring. 

3. Incident prioritization

Once an incident is identified and categorized, you can move on to incident prioritization. There are a couple of key things to consider when it comes to ranking project incidents by importance: 

Which other incidents you’re prioritizing against

What other tasks need to be completed

Since incident management focuses on immediate fixes, you should look to resolve issues that will have immediate impacts. You’ll also need to prioritize incidents against other project tasks that need to be completed.

Once you’ve considered both prioritization factors, you can get started on your high-priority incidents first. 

4. Incident response

Once the incident is correctly labeled and prioritized, you can dig into the meat of the issue. Depending on how it’s labeled, the incident should be sent to the team most equipped to troubleshoot. Usually, the appropriate team will be able to quickly handle the problem. Quick response times are key to incident management. 

In some cases, your response team may not be able to find a solution. When that happens, they’ll escalate the problem to a different team for further investigation and troubleshooting. Keeping track of incidents and the teams assigned to deal with them can be tricky—but made easier with an appropriate work management software .

5. Incident resolution and closure

Once the problem is solved to everyone’s satisfaction, you’re ready to close the ticket and log the incident as complete. You’ll want to keep any documentation you’ve created in the above steps by storing it in a shared workspace for future reference. This can be anything from a shared drive to a digital project folder. 

During your post-mortem project meeting, you may want to talk through any incidents that occurred during the project. This can be a great transition into the problem management phase of a project where you work to solve the root cause and create a more effective meeting .

Incident management best practices

Now that you know what goes into an incident response plan, it’s time to create an incident log of your own. Getting started can be difficult depending on the type of project and team you’re working with. But with a few best practices and an example incident response log, you’ll be able to document and properly respond to incidents when they arise.

Here’s an example incident log to inspire your own.

[product ui] Incident log example (lists)

View our template gallery or create your own custom log to get started.

Some key incident management best practices include keeping your log organized, properly training and communicating with your team , and automating processes if possible. Let’s dive into seven incident management best practices.

1. Identify early and often

Incidents can be tricky to spot, but the quicker you diagnose them, the easier the outcome will be to handle. 

The best thing to do is set aside time to examine your projects and processes for potential issues as often as possible. This will allow you to know precisely what problems are occurring and which might escalate to full-blown incidents. 

Tip: Once you identify an incident, make sure to document it in your incident log.

2. Keep your work tidy

Organization is key in any part of project management , but especially when documenting problems that could have long-lasting effects. You can do this by cleaning up your drives often and keeping descriptions brief. 

If you feel like more information should be added to your response log but there isn’t enough room, consider linking to an outside space or document where more detailed responses live. 

Tip: Create a baseline character count to keep descriptions short and prevent disorganization. 

3. Educate your team

Train your team about any accidents that may arise and what to do in the event they spot a potential problem. 

While formal training isn’t always needed, it’s a good idea to take them through any programs they’ll be working in and any potential issues. That way, they can help flag incidents before they get out of hand. 

Tip: Set up a meeting to walk your team through your incident log and any other needed tools. 

4. Automate tasks

Business process automation can help make incident management a breeze. While it’s sometimes difficult to set up, it can save you a ton of time in the long run (not to mention the headaches from resolving incidents). 

With the right automation software , also known as ITSM tools, you can program incidents to be flagged automatically. While this won’t be a be-all-and-end-all solution, it can help catch issues that you may have missed otherwise. 

Tip: Don’t forget to check automated tasks often. Setting and forgetting can result in mistakes being missed. 

5. Communicate in one place

Communication can be distributed at times, especially in a virtual work environment. In fact, teams are spending 30% more time on duplicate work . That’s why it’s so important to create an organized method of team communication. This starts with keeping collaboration in a shared space, often with the help of software tools. Not only will this save you and your team time in the future, but it will also help to reference communication when you need it. 

6. Use project management tools

There are numerous tools you can use to create and maintain your incident management plan, project management software being one of them. 

Not only can it help organize work and communication, but it can also help your team build workflows and align goals to the work needed to complete them. This is important when managing incidents, as many teams will likely need to work together to solve issues. The more confusion there is around communication and tasks, the longer it will take to solve incidents in real time. 

Tip: Use a project management calendar to visualize work and deadlines in one place. 

7. Continue improving

Just like any plan you put into place, it’s essential to always work to improve it over time. Your first run at an incident response plan will likely look different from your 100th. Over time you’ll learn ways to become more efficient and it will be easier to spot incidents before they turn into problems. 

While practice makes perfect, there are additional ways you can expand your knowledge base. Some of these include continuing your education and tracking performance metrics. Attending webinars, listening to podcasts, and reading newsletters can all inspire you to bring new ideas back to your team. Plus, project tracking and analyzing KPIs can help you and your team learn from your mistakes.

Tip: Continue your education by learning how to create a resource management plan next.

Managing incidents doesn’t happen incidentally

Now that you’re prepared on how to create an incident management process, handling project incidents will be a breeze. With the seven best practices detailed above, you can ensure your plan is as effective as possible—saving both time and money.

An incident management template, like ours below, can help you streamline your processes and organize your response. 

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How to Write an Incident Report: The Comprehensive Guide

In an ideal world, every working environment would be perfectly safe and there would never be any workplace incidents. But no matter how effective your risk management system may be, accidents can still occur.

And if a work injury or near miss does happen, it is always good to be prepared for the aftermath. The incident needs to be investigated thoroughly and a clear, detailed incident report needs to be prepared.

An incident report is a form that documents any event at the worksite that may or may not have caused illness or injury to workers or property damage. It is also used to capture data about safety and health issues, security breaches, equipment damage, and workplace misconduct.

This article will cover everything you need to know about incident reports, including why they are important, when they must be completed, and how to create a useful incident report.

The Importance of Incident Reports

Incident reporting is meant to record an incident, determine a possible root cause for it, document corrective actions implemented (or to be implemented) to prevent future occurrences, and communicate all this information concisely to stakeholders. An incident report can also be used as a safety document to indicate risks and uncontrolled hazards in the workplace. 

Here’s why incident reporting is important:

  • When an incident occurs, documenting and reporting the details via an incident report form creates accountability and ensures that corrective actions are taken immediately. This can help prevent similar or even worse incidents in the future.
  • It allows for effective communication of hazards and threats (e.g., equipment malfunction, employee misconduct, absence of PPEs, etc.) in the workplace. This raises awareness among both workers and management and everyone can work together to institute preventive measures to mitigate the hazards.
  • It serves as evidence of compliance in case of issues related to health and safety regulations.
  • A database of incident reports enables you to analyze trends and patterns and find overall gaps in your safety programs.
  • It creates a habit of safety accountability, which is a key aspect of a strong safety culture in the workplace.

When to Write an Incident Report

Incident report: 2 people administering first aid to a person that collapsed

Ideally, an incident report must be completed as soon as an incident occurs, with minor injuries and near misses given as much importance as major injuries or adverse events. This ensures that the people involved as well as witnesses can remember details clearly enough to fill the incident report form accurately. Investigating the incident can take a while, so the incident report may take days to complete, but an initial report should be started immediately.

Also, depending on the OSHA regulations in your region and the severity of the incident, you may be legally required to report an incident with OSHA or your local law enforcement within a given timeframe.

There are four main types of incidents that must be reported:

  • Sentinel events or unexpected events which result in serious injury or death (e.g., slips, trips, falls, natural disasters, disease outbreak, etc.)
  • Near misses or non-emergencies where the event had the potential to cause harm or injury but did not do so
  • Adverse events that occur when a medicine, vaccine, or medical device causes an adverse reaction and thus harm to the people involved
  • No harm events which potential incidents that might occur due to certain hazards and risks in the workplace. These need to be communicated across the organization to raise awareness about the hazard.

How to Write an Effective Incident Report

Every organization has its own incident reporting process. For example, in some companies, employees may have to file a report directly with their HR or immediate supervisor, while other organizations may have an online incident reporting system. But as a minimum requirement, you should provide an easily accessible incident report form that every employee can complete and submit.

5 Qualities of a Good Incident Report

A good incident report must be detailed, accurate, and convey all information clearly to anyone reading it. Here are some qualities that make an incident report effective.

1. Accuracy

Only an accurate incident report can serve as a guide to prevent future incidents. However, inaccuracies are typically easy to fix as they are often typos and simple errors such as incorrect details about people involved including names and phone numbers, time of the incident, etc.).

To prevent such issues, proofread your report thoroughly before submitting it and double check small details. Also, make sure to provide specific details and avoid vague statements to prevent confusion.

2. Objectivity

A good incident report is objective and supported by facts rather than emotions or opinions. Avoid including anything subjective in the report such as opinionated or biased statements and make sure to include all sides of the story. Where possible, include quantifiable measurements. If you include statements from people involved or witnesses, quote them using their full names to make everything verifiable.

3. Completeness

An incident report should cover all angles about an incident, as well as the causes and corrective actions to be implemented. Cover all the essential questions (who was involved, what happened, and when, where, why, and how did it happen). Ensure that you capture information from anyone who was involved as well as witnesses and the incident investigation team.

4. Graphic Details

To make the report clearer and easier to understand, include photos (of the injury, damage, and environment), diagrams, illustrations, and graphs to supplement the facts stated.

5. Validity

To ensure that your report is valid and objective, all relevant stakeholders (victims, witnesses, manager, etc.) should sign off to validate all the information mentioned in the report.

10 Things to Include in an Incident Report

Person holding a form while taking a photo of a damaged car

Your accident report must state all the essential information about the incident, including descriptions, witness and victim statements, and more. Here’s some information that every incident report must contain.

The specific date, time, and location of the incident is fundamental to any incident report. This is necessary for clarity, and may prove valuable if further investigation into the incident is needed.

2. Environment

Record any physical and environmental conditions that may have contributed to the incident, including potential hazards found in the area. Examples include inadequate lighting, malfunctioning equipment, a glare or blind spot obstructing visibility, or a leaking ceiling.

In addition to the environment, consider the events leading up to the incident. Consider what the people involved were doing and how they were feeling (relaxed, stressed, sick?) at the time. This is important as some of the factors may have contributed to the incident’s occurrence, while others may have been caused by the incident.

4. Victim(s)

Mention the details of everyone involved in and/or affected by the incident. The details would include the names, job titles, department, and the supervisors/managers of the people involved in the incident.

5. Injuries

The incident report should contain detailed descriptions of all injuries that occurred, including the body part(s) injured, the nature and extent of the injury, and the severity of the injury.

6. Treatment

Make sure to mention any initial or first aid treatment (including bandaging, medications, etc.) administered on the affected people. This information is especially important when understanding how the employee recovers from the incident.

7. Damages to Property and Equipment

Record all assets, materials, facilities, and equipment that were damaged by the incident. This helps to get an overall picture of the impact caused by the incident. It would also be useful while analyzing the event for corrective action and identifying what needs to be repaired or replaced in the aftermath of the incident.

8. Witnesses

Get detailed accounts of the incident from any witnesses to understand their perspective. Since these are subjective accounts, it is important to ensure accuracy by confirming details with the witnesses. It also helps to review the report with them once it’s complete to confirm that they agree with what you have written.

9. Actions of People Involved

Use statements from victims and witnesses to create a picture of what people were doing when the incident occurred. This description must be detailed and include quantitative measurements if possible. For example, if an employee was injured by an object falling on them, include answers to questions like:

  • What was the employee doing (lifting the object or walking past as it fell)?
  • If the employee was lifting the object, was there any precaution they could have taken to ensure it didn’t fall?
  • What kind of object was it and what was its weight?
  • What body part did the object fall on?

10. Descriptive Account With Supporting Evidence

Based on all the information collected and analyzed, create a story describing what happened and how and why it occurred. To back up the story, include photographic or video documentation of both the event and its aftermath.

While the above list is by no means exhaustive, it contains most of the general information that every incident report must contain. Besides this, specific information related to your workplace or industry and the incident itself would need to be added.

Use an Online Platform to Make Incident Reporting Easier

Filling up an incident report quickly but accurately is prone to errors if done manually. Besides, if you keep manual incident report forms at some part of the worksite, they may get lost or be inaccessible if the workplace is large and the incident has taken place far away.

Using a platform such as Pulpstream’s Incident Management Solution can make the process easier. With Pulpstream, you can:

  • Collect and store data related to the incident in one place
  • Create a convenient online incident report form that employees can easily access on an intuitive dashboard
  • Analyze your data easily using sophisticated analytics tools
  • Store incident report form templates and samples so that employees have a better idea of how it should look
  • Disseminate the incident report to all stakeholders and store it in a common location, accessible by all relevant employees
  • Schedule follow-ups on the investigation or the corrective action implementation, if necessary

You can access all these capabilities and more with Pulpstream. Book a free demo today!

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reporting the incident

Incident Reports: The Complete Guide

  • What is an Incident Report?

An incident report formally documents workplace accidents, events, or near misses. These reports are crucial for capturing the details of the events that occur in situations like damage to company property, personal injury, health and safety issues, security breaches, or personnel misconduct. Companies should file incident reports because they give clear documentation of any incidents that happen to occur in the workplace.

  • What is the Purpose of Incident Reporting?

Incident reporting is designed to provide formal and written documentation to describe the causes of workplace accidents and incidents. The reports should detail actions taken at present to address the incident and the reports can serve as frameworks for preventing similar incidents from occurring in the future. 

reporting the incident

  • Top 3 Benefits of Incident Reporting at Work

Incident reports are much more than a record-keeping tool. Organizations, employees, management, and even authorities benefit from the information provided in incident reports. While these reports provide many valuable resources to an organization, here are the top three benefits of incident reporting while at work: 

1. Immediate Action Reinforcement

When an accident or incident occurs in the workplace, it benefits a company to have the report filed in a timely manner, with accurate information. Reports should outline where things have gone wrong within the organization so that measures can be implemented to ensure these types of accidents or mishaps are avoided in the future. When a company takes incident reporting seriously, it sends a clear message that the organization prioritizes workplace safety and the business is accounting for all incidents and events, both big and small.

2. Communication of Hazards and Threats

Companies utilize incident reports to notify team members of workplace hazards. Once a report is filed, company leadership teams can disseminate the reports to employees and review the reports in a group setting. A company-wide report review will make the entire team aware of the factors that contributed to an incident so that teams will be more likely to notice other lapses in safety and then report them before another incident occurs. 

3. Process Improvement

The incident report provides clear and formal documentation of what went wrong and how companies can prevent similar damage from happening in the future. Incident reports show where there are gaps in an organization’s structures, methods, or processes. This knowledge enables management teams to create plans for improving company processes and for determining which policies and regulations are helping to create a safe workplace. 

  • What is Considered an Incident? 

Workplace incidents include a variety of events. While no incident will be the same, each one will cause disruption, create dangerous or harmful risks, and introduce negative impacts on the workplace and employees. 

  • Workplace Incident Categories

Workplace incidents can be categorized according to their severity. Some incidents will result in significant injury or property damage, whereas other events will simply be considered close calls. While many types of incidents can happen, here are the most common types of incidents that occur in the workplace today:

1. Positive Observations

Positive observations in incident reporting highlight the kind of behavior a company wants to encourage, and positive observations are the most common incidents among all workplaces. These observations validate a job well done and serve as concrete examples of how employees should conduct themselves in the workplace. Wearing helmets when required or showing a thorough knowledge of a fire escape plan are examples of positive observations. 

Positive observations serve not only as ideals, but they also help organizations prevent harmful incidents from happening. Leadership teams can solidify their company culture of safety and risk management by noting what a team is doing well and highlighting how the team is practicing safety at work.

2. Unsafe Acts

Unsafe acts do not necessarily result in immediate danger or harm to property or personnel. However, unsafe acts are just that: unsafe. These incidents should be addressed, and plans should be put in place to reduce the number of these events. Shining a light on unsafe acts can help companies to draw attention to how teams can be more diligent about safety and how the team can work toward a safer workplace for all. 

3. Near Misses

A near miss refers to any situation where no one was harmed, but it was a close call. A near miss can shake up a team, especially if the risks or potential for injury were significant. Companies should take near misses seriously and they should use those events as educational opportunities to teach their teams the importance of workplace safety. 

4. Minor Injuries

If a team member gets injured on the job, but they don’t need to take time off work to recover, this is typically referred to as a minor injury incident. Medical care for a minor injury is usually administered on site so that the employee can immediately return to work.

5. Lost Time Accidents

A lost time accident means that an employee has been injured and requires time off for healing and medical care. Lost time incidents can vary in their severity; some will result in a mild injury such as a sprained ankle, but others can result in more severe injuries, like an amputation. Injuries sustained in a lost time accident will keep the employee out of work, which means the entire team will feel the weight of these incidents, both from an emotional and productivity standpoint. 

6. Fatalities

Unfortunately, death can occur in many high-risk workplaces. No company wants to face the reality of a fatality within their team, especially if the event occurs at work. After all reports are filed, company leaders should consider giving their teams time to grieve and approach moving forward with empathy and care. 

  • Common Types of Incident Reports

1. Workplace

Workplace incident reports detail physical events that happen at work and affect an employee’s productivity. These incidents can include injuries and near misses as well as other accidents that negatively impact the employee and the company. Workplace reports also allow for an employee to voice concerns regarding safety, security, and conduct.

2. Accident or First Aid

Accident or first aid reports are unique in that they can be filed by law enforcement and safety officers, as well as by members within an organization. First aid reports are used to document accidents that result in injury. 

3. Safety and Security

Safety and Security reports document theft, loss, and other security breaches that occur on a property, and typically a company’s security team will file the safety and security report. The breaches included in these types of reports can be physical, like a break-in or theft, but they can also cover cybercrime and database breaches. 

4. Exposure Incident Report

Exposure incidents include situations where an eye, mouth, mucous membrane, or non-intact skin makes contact with blood or other potentially infectious material (OPIM). A formal report must be filed when an exposure incident occurs, and the employer must refer the exposed employee to a licensed healthcare professional. 

  • When Should You Write an Incident Report?

Prompt incident reporting is crucial for accurate documentation. Studies show that witnesses tend to forget the details of an incident as time passes, especially if the event was traumatic. 

That’s why incident reports should be filed immediately. When witness interviews happen right away and incident reports are filed promptly, they are more likely to gather all the important and minute details that need to be included in the report.

Having timely and accurate reports is beneficial to the organization and its employees for several reasons. One benefit of prompt incident reporting is that insurance companies can start to address the claim. If an incident report is delayed in being filed, it is possible that the insurance company could raise premiums and it’s possible that federal penalties could apply if too much time passes between the incident and when the report is filed.

A benefit of accurate reporting is that it enables the company to better address the gaps in safety, which can help the company move forward with new implementations that prevent workplace harm. Additionally, incident reports can serve as important legal documents if the authorities need to become involved in the accident. Given all the benefits to prompt reporting, it is clear that immediately filing an incident report will result in better outcomes for everyone involved.

  • What Needs to Be Included in an Incident Report?

For an incident report to be effective, there is important information that is necessary to include that will make the report helpful and clear. Incident reports should be factual, thorough, and highly detailed, and they should include these items: 

  • Specific Details – specific details paint an accurate picture of what led up to an event, how the event took place, and what happened immediately afterward. 
  • Facts – incident reports should be factual and should not be charged with emotion or opinions. 
  • Affected Persons – every person that was involved in the incident should be documented, from witnesses to those injured or those causing damage.
  • Setting – the date, time, and location of the incident should always be included. 
  • Administered Treatments – if an injury occurs in the incident, the medical care provided should be recorded and the names of the persons who administered and received medical care should be documented. 
  • Damages – the report should note any damage to a company or personal property as well as injuries sustained. 
  • Supporting Evidence – the report should collect photographs and videos of the event or the scene of the event. If someone made a call connected to the event, like a call to management or to 911, that information should be included in the report. 
  • Signed Validation – signatures should be collected from those involved in the incident to confirm that everyone agrees upon what has been recorded. 
  • What to do After Completing an Incident Report? 

Once an incident report is filled out, the process is not yet complete – the report should also be sent to the team that is responsible for handling the investigation. This team should have the skills to evaluate the evidence presented in your report, and they must understand workplace health and safety standards. 

The investigation team will review the report to determine the cause of the incident. They can then implement new policies and protocols to help prevent incidents from occurring in the future. A proper investigation will also ensure that the company is meeting federal requirements for workplace safety and the investigation can help determine the costs of property damage incurred during the incident.  

Conclusion  

Incident reports might seem intimidating or even needless in some circumstances, but ultimately they are meant to keep companies and their team members safe. Timely and accurate incident reports will address the present hazards and will help organizations cultivate a workplace culture of safety by preventing future accidents from occurring. Knowing how, when, and why to file an incident report will help keep properties safe and productive, and employees will know their well-being is a top priority. Schedule a demo with an expert to see how you can use our incident report templates to keep your team safe.

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Incident Reporting is Critical to a Workplace Safety Program

‍ Incident reporting is critical to a successful workplace safety and health program. Do your employees know how and when to submit an incident report?

Incident Reporting, Caution Tape, Incident Scene

All workplace incidents should be reported, documented, and investigated. This includes any situation in which:

  • an employee was injured or died
  • property or equipment damage occurred
  • an employee became ill while at work due to a possible reaction of workplace conditions
  • any other person (not an employee) was injured or became ill as a possible result of actions caused by the company or an employee
  • an employee was in a motor vehicle accident while driving for their job
  • a near-miss occurred that could have resulted in injury, death, or property damage

A hazard reporting program should also be in effect in every workplace. If any employee sees or has knowledge of any potentially unsafe workplace situation, they must be provided a way to report the hazard to management. To learn more about why hazard reporting is extremely necessary for the safety of the workforce, read this article: Hazard Reporting .

Workplace Hazard Reporting on Warning Sign, Traffic Scene

Accident vs. Incident

In the past, the term "accident" was often used when referring to an unplanned, unwanted event. To many, "accident" suggests an event that was random, and could not have been prevented. Since nearly all worksite fatalities, injuries, illnesses are preventable, OSHA suggests using the term "incident" when referring to these events.

Why is incident reporting necessary?

1. Incident reporting provides a process in which the situation can be corrected in order to prevent similar incidents from occurring in the future.

2. If management is not aware of what kinds of problems are occurring in the workplace that may cause or have already caused injury or property damage, then it is impossible to create improved processes that will protect the workers.

3. Prompt medical attention may be needed to ensure a minor injury doesn’t become worse, develop into an infection or become life-threatening.

4. When a minor incident or a near miss is ignored (not reported), the workplace is at an even greater risk for an even more serious incident to occur in the future because the hazard or inefficient process was never provided a chance to be corrected.

5. Documenting all incidents allows a company to track patterns, realize trends, and discover anomalies.

6. Often, a correction implemented to solve a safety hazard or prevent an incident can be translated to process and production improvements.

7. With completed incident reports, a company can protect themselves from undue lawsuits. Without a complete record of what actually happened , there is not much the company can provide in defense, if needed.

8. Reporting a near miss or a minor incident is cheaper than dealing with the costs associated with a major injury, equipment failure, fatality or significant property damage.

9. Feedback from incidents that are reported provides a way to encourage employee participation in the workplace safety improvement strategies.

10. Incident reporting is a key habit that creates a stronger safety culture.

Workplace Safety Signs like these can be ordered from MySafetySign.com.

When should an incident be reported?

All incidents, near-misses and injuries should be reported immediately . The incident reporting process will determine the follow-up required, if any. The employee should not have to make a guess as to whether “their issue or incident” is worthy of an incident report. When in doubt, file an incident report.

How do employees know about incident reporting?

All employees should be trained on the incident reporting process for their company. Ideally, this training is included as part of the on-boarding process for every employee. Another approach is to have the safety manual, with incident reporting included, be required reading for all employees the first week on the job. Throughout the year, holding periodic safety meetings on the hazard, near-miss, and incident reporting processes is always a great idea.

How should an incident be reported?

Every company’s incident reporting process is different. Some companies may require employees to report directly to HR or their immediate supervisor to file a report. Others may have a very convenient online reporting system that employees can access through their company’s intranet. Typically, and at minimum, a company should provide a standard incident report form that every employee knows how to locate and any employee can complete and submit.

Filling Out a Work Injury Report

What happens after an incident is reported?

After any incident report is submitted, it should be taken seriously. There should never be any punitive damages associated with any employee filing an incident report. Following the company’s incident reporting process, there should be an interview with the employee to ensure all the facts have been collected, the form is complete, and the nature of the incident is fully understood. The incident reporting follow-up process should include an investigation into the incident, medical care provided to the employee (if needed), corrective actions implemented immediately and preventive actions implemented as deemed necessary to prevent future incidents of the same nature. Only then should the incident report be closed and filed. All incident reports should be saved in a secure location.

Do I have to tell OSHA about an injury or incident that happens at work?

All employers are required to notify OSHA when an employee is killed on the job or suffers a work-related hospitalization, an amputation as a result of a work-place incident, or the loss of an eye on the job.  A fatality must be reported within 8 hours. Hospitalization, amputation and eye loss must be reported within 24 hours. For more information on reporting injuries to OSHA visit this Weeklysafety.com article: Reporting Injuries & Worse to OSHA .

Three Supervisors, Investigation

Refer to the following resources that provide more guidance on how to investigate a workplace incident.

OSHA Incident Investigation

OSHA Fact Sheet. Root Cause: The Importance of Root Cause Analysis During Incident Investigation

Hosting a safety meeting on incident reporting is an excellent way to get the word out to employees about your incident reporting process and expectations.

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reporting the incident

The Ultimate Guide to the Importance of Incident Reporting

26 January 2023 - Evotix

Incident reporting is a crucial step for ensuring health and safety in the workplace. Regardless of accident severity, every little detail should be reported – otherwise, it might happen again on a much larger scale. OSHA requires that businesses with more than 10 employees keep a record of workplace incidents, but many senior managers still don’t know how to accurately record them.   

Below we’ll outline incident reporting that will lead to a safe and secure workplace.    

What is incident reporting?     

Incident reporting is the action of recording an incident such as an injury or damage to equipment or property. Incident reporting is often documented on an incident reporting form – which is completed by collecting as much data as possible about the incident that took place. It’s important to note that this data must comprise cold, hard facts rather than fluffy opinions or biased statements about what happened.    

The form should also include evidence of the incident (photos, video footage or illustrations) as well as signatures from the people impacted or witnesses to further provide legitimacy.    

Recording detailed information in this way protects organizations when it comes to inspections and insurance claims, and also helps prevent the incident from repeating itself again.    

Once an incident report is filled out, an investigation into the incident is conducted. This is then followed by the roll-out of preventative safety measures or staff training to ensure similar incidents don’t occur in future. Then, staff training and further awareness linked to the incident is carried out.   

Importance of incident reporting     

We’ve outlined the top five reasons for reporting incidents below:    

1. Preventing even more serious incidents from occurring   

By proactively reporting incidents and near misses, companies can put mechanisms in place to mitigate these incidents before they endanger or harm another employee. Such strategies may include reviewing SIF (serious, injury and fatality) incidents to ensure they’re reduced.    

2. Enhancing understanding of risks in the workplace  

Regular reporting of incidents can ensure that an organization stays on top of safety risks every day. By encouraging all workers - whether on the factory floor or senior management - to report incidents across the spaces they’re working in, all areas of the workplace are covered. This helps cultivate a collective understanding of the diverse risks that can appear across different areas of the business.  

3. Ensuring compliance with regulations

Reporting of incidents also helps to ensure you’re staying compliant with the regulations. Organizations without a sufficient incident reporting mechanism risk being penalized.   

In the US, OSHA requires that employers report fatalities within 8 hours , and severe injuries including in-patient hospitalization, amputation or eye loss within 24 hours. The consequences of not reporting depend on the seriousness of the incident, but penalties can range from fines imposed on the business , to up to two years imprisonment for the person (or people) responsible for the incident.     

Incidentally, by regularly reporting these incidents, you’ll be able to get a better grasp on the key health and safety challenges facing your workforce and where to focus your attention.  

4. Saving time, money and resources

Besides reputational damage, companies that fail to adequately report accidents stand to lose financially, too. The higher the incident rate, the more costs incurred for the business – with the total cost of workplace injuries costing US businesses $163.9 billion in 2020. This figure includes lost productivity due to time injured employees had to spend off work.     

Reporting incidents more effectively is one way to curb these costs. According to USI , an improved risk management approach can reduce companies' liability premiums by up to 30%. 

5. Enabling active engagement of health and safety

Proactive reporting helps organizations create a culture of engagement and further promotion of all things health and safety. The benefits of creating a positive culture are plentiful, including, of course, the reduction of actual incidents. Having well-trained employees who are knowledgeable on the risks in their workplace also decreases the chance of productivity being stalled should an incident occur, as they’ll know how to handle various situations.     

Many businesses see a boost in overall employee morale. Feeling safe and secure at work is likely to alleviate stress, meaning employees are able to carry out their duties more effectively. Having a good safety record is also great for your reputation, giving you a bigger pool of qualified candidates to recruit, as well as making your existing employees more likely to stick around.    

Creating a culture of reporting has the impact of continuously promoting active engagement around an organization. As employees share best practices and learn from each other’s experiences, they can help boost their own well-being through a greater understanding of incidents and how to prevent them. A positive reporting mindset helps establish a workplace of camaraderie, understanding and partnerships – decreasing the risk of employees developing mental health problems as a result of feeling unsafe or isolated at work.   

Types of incidents that require reporting      

There are several types of incidents that companies need to keep an eye out for. The most common types of incidents are listed below: 

Near misses    

A near miss is an incident that, while not actually causing injury, has the potential to cause harm. Research has shown that for every 90 near-miss incidents that take place, an accident will occur.    

Slips, trips and falls    

One of the “Fatal Four” leading causes of construction deaths (alongside being struck by equipment and electrocutions), are falls that often occur as a result of bad lighting, slanted flooring, cables and liquid spillages. According to the CDC , such incidents account for 26% of all nonfatal injuries in American workplaces.    

Electrocutions    

Electrocutions are also a common incident to watch for. While the Electrical Safety Foundation International noted a 24% decrease in fatal electrical injuries over 2020, nonfatal electrical injuries rose by 17% over the same period – suggesting that more businesses need to take additional precautions to protect their employees from electrical hazards.       

Struck-by-objects    

These types of injuries occur when a worker is hit by an object or piece of equipment that’s falling, rolling, sliding, slipping or swinging – such as books on a shelf or a moving car. Alongside electrocutions, falls and getting caught between objects, struck-by-object incidents account for 60% of all construction-related deaths.    

When should an incident be reported?     

  Whether it’s a fatal incident or just a near miss, incidents should be reported as close to the actual event occurring as possible. Many employers have introduced strict time frames for the reporting of workplace incidents so they can ensure efficient reporting. As mentioned above, OSHA has placed time limits on businesses for the reporting of fatalities within 8 hours and 24 hours for serious injuries.   

Incident report example template      

When writing up an incident report, the key elements below should be included:     

1. Incident type (a SIF, near miss, adverse event or no harm event)   

2. Where the incident took place (specific location within facility)    

3. Date of incident    

4. Time of incident    

5. Description of the injury/damage incurred    

6. Contact information of parties involved and witnesses    

7. Any pictures or video footage of the incident/property damage    

8. In-depth description of the incident  

How the incident occurred

Results of incident  

Safety equipment involved  

Person involved statement  

Witness statement  

Relevant notes   

9. Treatment of the injury    

10. Cleaning up of associated area    

11. Analysis of the incident

Cause of incident    

Health and safety breaches    

Steps to remove incident    

 12. Prevention strategies for any similar risk in future     

How to effectively manage incidents     

There’s no doubt that effective incident reporting is a key link in the chain when it comes to promoting a safe workplace. The only issue is that many organizations rely on manual processes – stunting their ability to accurately record and rapidly respond to incidents.    

If you’re serious about enacting real change that’ll make your workplace safer and healthier, we suggest using software that will help streamline the process. Using a solution that also includes a mobile app to enable employees to report on any device, anytime, anywhere is critical for immediate incident reporting, engagement and success.

A solution that has pre-configured template builders as outlined above enables organizations to create customizable forms that fit their specific processes. Additionally, software gives you the ability to track actions to completion and provides access to dashboards that’ll enable you to easily spot trends and prevent recurrences of incidents.    

  Having a robust incident reporting system and communication platform that promotes the importance of incident reporting are vital pieces of the puzzle when it comes to maintaining health and safety in the workplace. They not only ensure more regular reporting of incidents, but also assure employees that you’re doing everything you can to keep them out of harm’s way while fulfilling their duties – promoting an all-round happier and more productive workplace.    

To learn more about real life scenarios around incident management, check out our podcast, Two Bald Guys Talking Safety. Langdon and Jules discuss “ If Workplace Safety Incident Investigations Were Left to Magnum PI ” in episode 208 that moves past the importance of incident management and how to spot hazards to incident investigations, arguably the most important part of incident management.

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What is Incident Reporting and Why Is It Important?

Incident reporting is capturing and documenting information about a specific incident or event. It can include data such as who was involved, what happened, when it happened, where it happened, what caused it to happen, and any other relevant details. This documentation helps organizations identify risks that need to be addressed to prevent similar incidents from occurring in the future.

By recording incident data, organizations can use key risk indicators to gain insights that allow for predictive analytics and proactive measures to prevent similar events from happening again. It can also help streamline the process of incident reporting with accuracy and efficiency.

Various incidents are reported, including workplace injuries, accidents and near-misses, data breaches and security threats, medical emergencies, and customer complaints. Each one needs to be properly documented so incidents can be tracked over time and patterns can be identified.

Types of Incidents That Should Be Reported

While different incidents require different information to be documented, some critical pieces of information should always be included when reporting incidents. This includes:

  • Date and time of the incident;
  • Description of what happened;
  • Who was involved and any witnesses;
  • Steps taken to address the incident.

It's also necessary to document any photos or videos taken of the incident and any documents or other evidence that can help provide more context. This will ensure accuracy when reporting and help to protect against liability claims. Beyond this, the following incidents have specific information that should be included in their reports.

Adverse Events

Adverse events are unplanned events or incidents that result in harm, injury, or death to a patient, visitor, or employee.

For example, if a healthcare worker doesn't properly sanitize their hands between patients, they could spread infection within the workplace. This would result in an adverse event associated with medical treatment and could lead to more severe complications for those affected.

In this case, the incident should be documented in an incident log with details such as:

  • Patient’s name and any other identifying information;
  • Healthcare worker’s name and contact information;
  • Date, time, and location of the incident;
  • Type and severity of harm or injury sustained;
  • Medical treatments administered to address the incident.

This way, the incident can be investigated further and corrective measures can be taken to prevent similar incidents.

Near Misses

Near misses are events that have the potential to cause harm but ultimately don't result in any severe consequences.

For example, an employee trip-and-fall that results in no injury is considered a near miss. Companies must distinguish between incidents and accidents to properly provide the current assistance and protocol. Effective communication across the company is key, so everyone is aware of what has occurred as soon as possible.

In this situation, a near-miss incident report may include the following:

  • Worker's name and contact information;
  • Details of the employee's duties when the incident occurred;
  • Description of what happened and type of concern;
  • Any near-miss conditions or safety violations that were present;
  • Corrective action taken to prevent similar events from happening in the future.

By documenting this data, companies can identify potential risks, develop solutions, and implement protocols to prevent them from occurring again, identifying any weaknesses in their current safety measures.

Hazardous Conditions

Hazardous conditions include any form of danger or risk that may cause harm to people, property, and/or the environment.

For example, a chemical spill and an unsafe working environment are both hazardous conditions that must be handled with extreme caution. In such situations, it’s crucial to ensure the safety of everyone in the vicinity and take measures to mitigate potential damage.

In this scenario, a hazardous condition incident report should include the following:

  • Description of the conditions that led to the hazardous situation;
  • Names, contact information, and any possible witnesses;
  • Photographs of the incident or site taken after safety measures are put in place;
  • Steps taken to protect against further damage or injury;
  • Follow-up actions taken to resolve the incident.

Documenting these details helps companies prepare and prevent similar incidents and better understand how they could improve their safety measures.

Security Breaches

Security breaches involve the accidental or intentional access, use, alteration, destruction, or disclosure of confidential information without authorization.

For example, accessing restricted data without permission constitutes a security breach. Companies must be aware of these potential threats and ensure their networks are secure to protect user data and maintain their reputations. Otherwise, they risk facing legal penalties.

In this case, a security breach incident report should include the following:

  • Date and time of the breach;
  • Details of how the incident was discovered;
  • Names and contact information of those involved in the breach;
  • Access credentials used to access restricted data without permission;
  • Actions taken by the company to investigate and contain the breach;
  • Measures taken to address the incident and prevent similar breaches in the future.

With this information, companies can identify potential vulnerabilities and take corrective measures to protect their assets. In addition, proper incident reporting helps minimize risk and ensure that similar incidents don't occur again.

Equipment Malfunctions

Equipment malfunctions or failures include any unexpected or abnormal device, system, or component behavior. This can be due to a number of factors ranging from incorrect installation to inadequate maintenance to outdated components.

For example, a machine might unexpectedly stop during operation due to a malfunction and cause downtime, which can have costly consequences. Therefore, companies must prepare to address these issues and take action quickly to minimize disruption. Likewise, companies must regularly maintain their equipment and keep records of any malfunctions to troubleshoot and fix future problems.

In this case, an equipment malfunction incident report should include the following:

  • Name and Contact Information of the user;
  • Description of the system or component;
  • Steps taken to identify and isolate the issue;
  • Corrective action(s) taken to address the incident;
  • Follow-up measures to prevent similar incidents from occurring again.

With these details, companies can understand the root cause of the issue and take steps to address it quickly and efficiently to keep their operations running smoothly.

Why Do You Need to Report Incidents?

Companies need incident reporting to keep their workplace safe, accessible, and compliant. It also enables companies to:

  • Learn from mistakes : Incident reporting helps companies identify trends, analyze the root cause of an incident, and make necessary adjustments to prevent similar incidents from occurring.
  • Track progress : Incident reports help companies measure their performance and track improvements over time. This allows them to take proactive steps toward creating a safer workplace environment for all employees.
  • Track trends : Incident reports can help companies identify patterns of recurring issues or trends that may be indicative of a larger problem. This allows companies to take corrective measures and prevent costly incidents from happening in the future.
  • Improve risk management : Incident reports provide companies with data about their performance to make informed decisions and take proactive measures to improve their risk management strategies.
  • Take actionable steps : Incident reporting helps companies determine what type of follow-up actions need to be taken and when they need to be taken to prevent future incidents.

Incorporating incident reporting solutions into a workplace environment could be as easy as:

  • Using risk management systems ;
  • Implementing new safety protocols or training;
  • Contingency planning for similar future incidents;
  • Conducting regular reviews of processes and systems to ensure compliance;
  • Creating a culture of transparency around incident reporting to ensure employees feel comfortable speaking up when they encounter issues.

Every industry and workplace will vary in how they handle incident reporting. However, the goal is always to identify issues quickly and take effective action.

What Happens After an Incident is Reported?

After an incident is reported, it goes through a thorough investigation process to identify the root cause behind what happened and gather evidence to determine who was at fault. Relevant stakeholders are informed, and necessary support is offered to those involved. The outcome of the investigation could affect any organization in many ways, such as:

  • Fines, if applicable;
  • Changes in procedures'
  • Increased safety protocols;

Having robust incident reporting systems is critical for any organization’s success. It helps them comply with regulations, maintain a safe working environment for their employees, and minimize disruptions caused by unexpected incidents.

Modernizing Incident Reporting With Digital Solutions

Modern digital solutions are transforming the way companies report incidents. Digital incident reporting solutions allow users to report incidents quickly while in the field through mobile devices. These systems ensure that incident reports are completed accurately and efficiently, no matter where you are located.

Additionally, automated incident reporting can streamline the entire process by automating mundane tasks and consolidating data into unified reports. Likewise, mobile solutions for risk and insurance provide organizations with easy-to-use, cloud-based incident reporting solutions that can be accessed anytime, anywhere.

Ultimately, incident reports are a key component of any organization’s risk management strategy. And by investing in digital incident reporting solutions, companies can ensure that their reports are accurate, efficient, and compliant with industry regulations.

Mar 15, 2023

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How to Write an Effective Incident Report: Tips and Tricks

How to Write an Effective Incident Report: Tips and Tricks

Have you ever been involved in an workplace incident or witnessed one that required documentation? Writing an incident report can be a daunting task, especially if you’re not sure where to start.

If you’re tasked with writing an incident report, it’s essential to know what information to include and how to present it. In this article, we’ll provide you with tips and tricks on how to write an effective incident report that will help you communicate the details of the event clearly and concisely. Whether you’re a seasoned professional or a new employee, these tips will help you produce a comprehensive and accurate incident report.

In this article

What is an incident report.

An incident report is a standardised form used to document any unexpected event that occurs in the workplace. The form contains fields that require detailed information about the incident, such as its location, date, time, type of incident, type of injury, and names of people involved.

The incident report may also include witness statements, photos, and any relevant supporting documents. Incident reports can be used to analyse the cause of accidents or incidents, identify trends, and develop strategies to prevent them from occurring again.

They play a critical role in workplace safety by providing a comprehensive account of any incidents that may compromise the safety of employees or visitors.

Why are incident reports important in Workplace Safety?

Creating a culture of safety in the workplace is a continuous process. Incident reports help employers identify potential hazards, take corrective measures, and prevent future occurrences. Some of the reasons why incident reports are essential in workplace safety include:

  • Meet Regulatory Requirements: Incident reports are typically required by regulatory bodies to ensure compliance with workplace safety regulations.
  • Identify potential hazards: Incident reports help identify potential hazards in the workplace that may compromise the safety of employees or visitors.
  • Take corrective measures: Incident reports are critical in taking corrective measures to prevent future occurrences by identifying root causes and implementing appropriate solutions.
  • Develop safety procedures: Incident reports can be used to develop safety procedures that can be communicated to employees to avoid accidents or incidents.
  • Improve safety culture: Creating a culture of safety in the workplace is essential in preventing accidents or incidents. Incident reports help develop a culture of safety by identifying potential hazards, taking corrective measures, and providing training to employees.

Why Writing an Effective Report is Important

When an incident occurs in the workplace, it is essential to record the details accurately and completely. This record is known as an incident report. Reporting an incident is not only about documenting what happened but also creating a record that informs decision-making and improves safety practices in the workplace.

An effective report is crucial to identify the causes of the incident and develop corrective measures that could prevent similar incidents in the future. The report should detail the sequence of events leading up to the incident and provide information about any hazards that were present.

An effective report also plays a critical role in making decisions that impact workplace safety. For example, it can help identify trends and patterns in incidents, which can inform appropriate safety practices and policies. The report may also provide evidence for compensation claims and help establish compliance with regulatory requirements, which is particularly relevant to workplaces that operate in high-risk industries.

To ensure an effective report, it is essential to follow a structured approach. A well-structured report should include a clear description of the incident, the date and time it occurred, the location of the incident, the type of incident that occurred, and details of any injuries sustained. It is helpful to provide a factual account of the events leading up to the incident and identify the underlying causes of the incident.

Key Elements of an Effective Incident Report

These elements are crucial for organizations to identify the root cause of the incident, take corrective actions, and ensure that the incident does not recur. Adhering to these key elements in your incident report writing will enhance the quality, effectiveness, and overall support of future safety efforts in your organisation.

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An effective incident report should contain the following key elements.

Person(s) involved details

Understanding the people involved in an incident report.

In any incident report, it is essential to provide a clear understanding of the individuals involved. This includes their names, job titles, and how they were affected by the incident.

Names and Job Titles

When detailing the people involved in an incident report, it is essential to provide their names and job titles. This helps to provide clarity for those who will be reading the report and ensures that all parties are accurately identified.

Overview of Involvement

In addition to their names and job titles, it is necessary to provide a brief summary of how each person was involved in the incident. This includes whether they were injured, witnessed the incident, or were responsible for responding to and investigating the incident.

It is crucial to include any witnesses to the incident in an incident report, providing details on what they saw and heard. This provides an additional perspective to the incident and can help to provide vital information for the investigation.

Other Relevant Parties

Depending on the nature of the incident, other relevant parties may be involved in the response and investigation. These may include emergency services personnel, safety officials, or company owners. It is important to detail their involvement in the incident and how they were affected by it.

An effective incident report should accurately detail the people involved in the incident, including their names, job titles and a summary of their involvement. This report must include details on any witnesses and other relevant parties, providing a comprehensive overview of the incident for those who need to refer to it.

Incident details

When writing an incident report, the details of the event are critical. This section should be clear, concise, and contain accurate and complete information about the incident. Here are some important details to include:

Date, Time, and Location

It is vital to include the date, time, and location of the incident in the report. This helps to establish a clear timeline of the event and provides a point of reference for any ongoing investigations. These details should be as specific as possible, including the exact time of the incident and the exact location where it occurred.

Type of Incident and Potential Hazards

The incident report should clearly outline the type of incident that occurred. Was it a workplace incident, an environmental incident, a natural disaster, or a medical incident? This information will help to determine the appropriate response and corrective actions required.

In addition to the type of incident, it’s important to mention any potential hazards or dangers that were present. This could include things like chemicals, machinery, or environmental factors like inclement weather.

Relevant Aspects

It’s important to provide as many relevant details as possible in the incident report to help avoid future occurrences. This includes any factors that may have contributed to the incident, such as human error, equipment failures, or communication breakdowns.

This section can also include any information that may help to improve safety culture. For example, if the incident was preventable, it can be used as a teaching tool to highlight areas for improvement and reinforce the importance of safety procedures and protocols.

In summary, the incident details section of an incident report should contain accurate and complete information about the event, including the date, time, and location, the type of incident, potential hazards, and any relevant aspects that could help avoid future occurrences or improve safety culture.

Incident description

The incident description should provide a clear account of what occurred and should include as many details as possible. This includes the circumstances surrounding the incident, any potential hazards or warning signs, and any previous similar incidents.

It is also important to list any witnesses who were present during the incident, as well as any involved parties, including their names and job titles. This information can be critical for ongoing investigations and for taking corrective actions to prevent similar incidents from occurring in the future.

If applicable, it’s also important to note any natural disasters that may have contributed to the incident, such as a flood, earthquake, or severe storm.

An incident report should also include information about the equipment involved in the incident, including the extent of the damage to the asset. In some cases, it may be necessary to include photographs of the equipment to accurately depict the damage.

Lastly, if there were any psychological injuries that resulted from the incident, it is important to document these injuries as well. This can include any emotional or mental distress that may have been experienced by those involved.

Overall, by providing a thorough incident description, organisations can gain valuable insights into the cause of the incident and can take corrective actions to prevent similar events from occurring in the future.

Injured worker on the way to fill out an incident report.

Injury details

When documenting an incident report, it is crucial to provide a detailed account of the injuries sustained during the incident. This information can provide valuable insights into the safety hazards present in the workplace and can help prevent similar incidents from occurring in the future.

Nature and Extent of the Injury

It is essential to outline the nature and extent of the injury. This includes the specific body part that was injured, such as a broken bone or sprained ankle. Additionally, the severity of the injury should be documented, ranging from minor to severe, and any other relevant details that provide a clear picture of the extent of the harm caused by the incident.

Medical Treatment

Injured individuals may require medical attention for their injuries, ranging from first aid to emergency care. It is essential to document the type of medical treatment provided, including the name of any medical professionals involved in the treatment, any emergency services used, and the duration of the treatment. If further medical appointments or follow-up treatments are necessary, these should also be documented to establish a clear understanding of the full impact of the incident on the affected person.

Hazards and Safety Issues

Based on the nature and extent of the injury, it is essential to identify any potential hazards or safety issues that may have contributed to the injury. These hazards could include inadequate training, lack of protective equipment, poor lighting, or hazardous working conditions. Addressing these safety issues will help prevent similar future incidents from happening again.

Impact on the Involved Person and Compensation Claims

Finally, the impact of the injury on the individual involved should be documented. This includes any long-term implications resulting from the injury, such as ongoing pain or the inability to participate in activities previously enjoyed. If the injury has resulted in the need for time off, this should be recorded, along with any impact on the individual’s ability to work. Depending on the circumstances, the injury may also have resulted in a compensation claim. If so, details on the claim should be added to the incident report.

The injury details are essential to include in an incident report and should provide an accurate representation of the nature and extent of the injury, medical treatment required, any potential hazards or safety issues, and the impact of the injury on the involved person, including any compensation claims that may arise.

Workplace injuries can be reduced by implementing injury reporting

Corrective actions

Corrective actions are a critical aspect of the incident reporting process. Once an incident has been reported, the next step is to identify the root cause of the event and take corrective and preventive action (CAPA) to ensure that similar occurrences never happen again.

Here are the necessary steps to address corrective actions in an incident report:

1. Determine the root cause:

The first step is to investigate the incident by identifying the root cause. Conduct a thorough analysis of the incident, which should include gathering relevant data and information from all available sources to understand the contributing factors to the event. This step will allow you to identify the underlying cause and pinpoint what changes need to be made to prevent future occurrences.

2. Formulate appropriate corrective and preventive action (CAPA):

After identifying the root cause, it is essential to formulate the appropriate corrective and preventive action (CAPA). The solution should be tailored to address the root cause and prevent the occurrence of similar events. This is where team members and stakeholders can come in to contribute their knowledge and expertise.

3. Specify the actions of those involved:

The incident report should also specify the actions of those involved at the time of the incident. This information will allow the report to determine if those involved were trained properly for the task. If not, the report will highlight the gaps in their training and what action should be taken to fill those gaps.

4. Take action after the incident:

In addition to corrective actions, it is essential to take action after the incident. This step involves implementing measures that would eliminate future occurrences of similar incidents. This can include assigning members of the organization to review security footage and maintenance records to clarify the event’s cause fully.

Finally, it’s essential to track the progress of the corrective and preventive action taken and review it regularly to ensure that the new system is working. This step will allow you to adjust the system if necessary and make improvements to the process. By following these necessary steps, the incident report can serve as a vital tool for identifying gaps in safety processes and implementing corrective actions to prevent future incidents.

Incident close out

Incident Close Out: Steps to Effectively Close an Incident Report

Closing out an incident report is a crucial step in any incident management process. It allows for a review of the incident and the implementation of corrective actions to prevent future occurrences. Here are the steps you should take to effectively close out an incident report:

1. Review and Document Corrective Actions

After an incident has occurred, it’s important to conduct a review process to identify the root cause. Once the root cause has been determined, the appropriate corrective actions should be formulated and documented. Ensure that all relevant stakeholders have been involved in the process, and that the corrective actions taken are effective in addressing the root cause.

2. Notify Involved Parties

After corrective actions have been completed, it’s important to notify all involved parties of the incident closure. This communication can be done through email or meetings, depending on the size and complexity of the incident.

3. File and Store Relevant Documents

All relevant documents, including the incident report and any corrective action plans, should be filed and stored in a secure location for future reference. This documentation provides a record of the incident and the steps that were taken to address it.

4. Assess Potential Hazards

Incident close out provides an opportunity to assess potential hazards and consider measures that can be put in place to prevent future occurrences. Conduct a hazard assessment in the relevant areas and take appropriate preventive actions where necessary.

5. Review the Incident Reporting Process

Incident close out provides a valuable opportunity to review the incident reporting process and make any necessary changes to improve its effectiveness. Evaluate the process to ensure that it covers all relevant aspects of incident reporting and that it’s easy to use.

By following these steps, you can effectively close out an incident report and ensure that all involved parties are aware of the corrective actions taken. Conducting a review process and making any necessary changes to the incident reporting process improves the overall safety culture and minimizes the likelihood of future incidents.

Filling out an injury report.

Tips for Writing an Effective Incident Report

Writing an effective incident report is crucial in managing workplace safety and preventing future incidents. By documenting the details of an incident, it provides clarity on what occurred, what actions were taken, and how it could be prevented in the future. Here are some tips on how to write an effective incident report.

Stay Objective and Factual in Your Reporting

When it comes to incident reporting, it is critical to stay objective and factual in your writing. The goal is to provide an accurate account of what happened without speculating or editorializing. This will not only help to avoid misunderstandings but also to ensure that the report effectively communicates the details of the incident to those who need to know.

To stay objective in your incident report writing, it is important to focus on describing the events that occurred and how they affected those involved. This means avoiding excessive detail and subjective language, and instead, using objective language wherever possible. It is also important to stick to the facts and avoid speculating about causes or motives.

The key information that needs to be included in the report includes the date and time of the incident, a clear description of what happened, names of involved parties, witness statements, and type/severity of injury or equipment damage (if applicable). It’s important to avoid omitting any details that may be relevant and to provide an accurate and complete account of what happened.

Including witness statements can be particularly valuable, as they can provide insight into what happened, and can help to corroborate the details of the incident. However, it’s important to ensure that witness statements are accurate, and to avoid attempting to fill in any gaps through speculation.

In summary, staying objective and factual in your incident report writing means providing an accurate and complete account of what happened without speculating or editorializing. By using objective language, focusing on describing the events that occurred and how they affected those involved, and including all relevant details, you can ensure that your report is clear, concise, and effective. Ultimately, this approach will help to avoid misunderstandings and facilitate effective communication.

Include All Necessary Information in Your Report

When it comes to writing an incident report, it is vital to include all necessary information to ensure accurate and complete documentation of the event. Here are some essential elements you must include in your report while following the given instructions:

1. Start with a clear and detailed description of the incident:

Begin your report by describing the incident that occurred in detail. Clearly state the date, time and location of the event. This information will help to provide context and enable a reader to understand when and where the incident took place.

2. Explain any injuries or damages sustained:

Provide a thorough account of injuries, including any physical harm to people or damage to equipment or property, that occurred during the incident. It is important to describe the injuries in detail, including the type and extent of the injuries, to accurately convey the severity of the incident.

3. List all involved parties and witnesses:

Be sure to include the names of all parties involved in the incident, including any witnesses who may have seen or heard what happened. This information can help in conducting further investigations and can also assist in determining corrective actions to prevent similar incidents from happening in the future.

4. Note any emergency services that responded:

If emergency services were called to the incident location, be sure to include information on the type of service that was provided and the response time. This is particularly important for incidents that involved injuries or significant damage or posed a potential threat to the safety of people or the environment.

5. Identify any potential hazards or regulatory requirements:

In the report, highlight any potential hazards or regulatory requirements that may have contributed to the incident. This can include non-compliance with safety regulations, improper use of equipment, or a lack of proper training or resources. Providing this information will help to prevent similar incidents from happening in the future and promote a safer work culture.

By including all necessary information in your incident report, you can ensure that all involved parties are accounted for, and appropriate actions can be taken to minimize the risk of similar incidents occurring in the future.

Don’t wait until it’s too late

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Workplace incidents: find out when and how to report them

Workplace incidents: find out when and how to report them

How do you determine when an incident is reportable? And how do you report it? The answers to these questions may not be so clear, especially with hybrid work, travelling for work, and new legislation.

On July 1, 2021, Regulation 420/21 came into effect in Ontario under the Occupational Health and Safety Act . It addresses employer obligations relating to notices and reporting requirements for workplace fatalities, critical injuries, occupational illnesses, and other incidents. Although it has been in place for more than a year, it may not have gotten much attention due to the pandemic. Essentially, Regulation 420/21 consolidates the incident reporting requirements for all sectors and effectively streamlined reporting processes for employers across Ontario. But how does an employer determine what situations are considered "incidents"?

"An incident is a situation where an employee is injured, could have been injured, or property is damaged," explains Tova Larsen, Health and Safety Consultant with Workplace Safety and Prevention Services (WSPS). Reporting near misses—when an employee could have been injured but wasn't-are often overlooked because they don't involve actual damage to a person or property. "Reporting and recording near misses are important because every near miss has causes and contributing factors that could have led to an injury. Reporting this information gives your organization an opportunity to identify those causes. It allows you to put preventative measures in place before the situation arises again." says Tova.

Tova goes on to explain that an incident must be reported whether it happens at the office, while working from home, or while at a client's location. Regardless of where the incident takes place, if it happens while an employee is working, it's a workplace incident and must be reported. A motor vehicle incident that occurs while driving for work must also be reported to a supervisor or manager.

Critical vs. Non-Critical

Whether an incident is critical or non-critical determines the steps that must be taken when reporting. When the incident is non-critical, (e.g., a near miss, disabling injury, occupational disease, or a minor injury requiring first aid), employees report it directly to their supervisor. The supervisor will investigate to determine how to prevent similar incidents in the future. Often, organizations have databases to record this information. "If first aid is required, don't forget that you must also complete a first aid record that includes information such as the name of the injured person, the date and time, the treatment rendered, and the cause of the incident," reminds Tova.

A critical injury is an injury of a serious nature that:

  • places life in jeopardy
  • produces unconsciousness
  • results in substantial loss of blood
  • involves the fracture of a leg or arm but not a finger or toe
  • involves the amputation of a leg, arm, hand, or foot but not a finger or toe
  • consists of burns to a major portion of the body
  • causes the loss of sight in an eye

When an incident is critical, there are a few more steps in the reporting process, outlined below.

Four steps to report a critical incident

  • Contact Emergency Services and your supervisor . This is usually done in-person or via a phone call.
  • Report to the Ministry of Labour, Immigration, Training and Skills Development (MLITSD) immediately by calling 1-877-202-0008 . Cordon off and secure the area until an MLITSD inspector arrives. If a motor vehicle incident has occurred on a public road, it will likely be the police who respond instead of an MLITSD inspector.
  • Report immediately to the joint health and safety committee (JHSC) or health and safety representative , and Union (if applicable) . While the MLITSD or police investigate, the organization must also conduct an investigation. Worker member(s) of the JHSC may also investigate.
  • Submit a written report to the MLITSD within 48 hours . New with Regulation 420/21 is the option to submit the report electronically using the MLITSD's digital form .
  • Submit Employer Form 7 to the WSIB. This can also be done electronically using the eForm 7 .

How WSPS Can Help

Connect with a consultant to find out more about these services from WSPS' Occupational Health and Safety Management Systems specialists.

  • Investigating Accidents and Incidents (0.5 days, in-person or virtual)
  • Hazardous Occurrence Investigations for Federally-Regulated Workplaces (1 hour, eCourse)
  • Investigation Report Instructions
  • Injury Reporting Information Guide
  • Incident Reporting: Witness Form
  • Critical Injuries: 9 Best Practices for Interviewing Witnesses (article)

Call us: 1 877 494 WSPS (9777)

Stay connected:

reporting the incident

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Mandatory and Voluntary Incident Reporting

Incident Reporting Saves Lives! It is critically important that all injuries and accidents, including near misses, are reported so that the causes can be determined and the risk eliminated. Reporting hazards helps prevent additional injuries and increases safety. Making an Incident Report isn't difficult, and we are here to help.

Mandatory Incident Reporting

There are several different Dangerous Goods Mandatory (REQUIRED) Incident Reports:

  • Immediate Notice of certain hazardous materials incidents. ( As soon as practical but no later than 12 hours )
  • Detailed Hazardous Materials Incident Report. (Within 30 Days of discovery) 
  • Discrepancy Reports Involving Passenger Baggage
  • Discrepancy Reports Involving Cargo

(a) Immediate notice of certain hazardous materials incidents

When and how do I report a Hazardous Materials or Dangerous Goods Incident?

The Hazardous Materials Regulations (49 CFR 171.15 and 171.16 ) require you to report certain types of hazardous materials or dangerous goods incidents. Incident reports are vital to transportation safety. The report data allows regulatory organizations to identify trends and emerging safety risks, helps to prioritize resources based on risk, and to identify repeat shippers of undeclared dangerous goods.

Immediate notice of certain hazardous materials or dangerous goods incidents

You are required to submit an immediate notice as soon as practical but no later than 12 hours after the occurrence to the National Response Center (NRC) when any of the following incidents occur in transportation, including loading, unloading, and temporary storage:

  • A person is killed
  • A person receives an injury requiring admittance to a hospital
  • The general public is evacuated for one hour or more
  • A major transportation artery or facility is shutdown or closed for more than an hour
  • The operational flight pattern of an aircraft is altered
  • Radioactive contamination occurs
  • Suspected contamination from an infectious substance (other than regulated medical waste) occurs
  • A release of a marine pollutant in excess of 450L (119 gallons) for a liquid or 400 kg (882 lbs.) for a solid
  • During transportation by aircraft, a fire, violent rupture, explosion or dangerous evolution of heat (i.e., an amount of heat sufficient to be dangerous to packaging or personal safety to include charring of packaging, melting of packaging, scorching of packaging, or other evidence) occurs as a direct result of a battery or battery-powered device

You can make immediate notices to the National Response Center (NRC) by telephone at 800-424-8802 (toll free) or 202-267-2675 (toll call).

(b) Detailed Hazardous Materials Incident Report (DOT Form F 5800.1)

Air Carriers are required to file a Form F 5800.1 (PDF) with the Pipeline and Hazardous Materials Safety Administration ( PHMSA ) for incidents that occur during commercial transportation of hazardous material or dangerous goods (loading, unloading, and temporary storage), under 49 CFR 171.16 :

  • Any of the circumstances listed above which require immediate notice
  • An unintentional release of a hazardous material or the discharge of any quantity of hazardous waste
  • When a specification cargo tank with a capacity of >1000 gallons is structurally damaged
  • An undeclared hazardous material is discovered during transportation
  • A fire, violent rupture, explosion or dangerous evolution of heat (i.e., an amount of heat sufficient to be dangerous to packaging or personal safety to include charring of packaging, melting of packaging, scorching of packaging, or other evidence) occurs as a direct result of a battery or battery-powered device.

For air incidents, copies of the F 5800.1 (PDF) report must be submitted to the FAA. Submit a copy of the F 5800.1 report to the FAA by emailing [email protected] .

For more information, visit Report a HAZMAT Incident .

In accordance with 49 CFR 175.31 , air carriers must notify the FAA's Office of Hazardous Materials Safety of the following passenger-related discrepancies as soon as practicable:

  • Checked or carry-on baggage found to contain unauthorized dangerous goods (i.e. Undeclared hazardous materials or hazmat). NOTE : Exceptions for passengers, crewmembers, and air operators are provided in  49 CFR 175.10 .
  • Undeclared dangerous goods discovered in passenger baggage are excepted from the incident reporting requirements in 49 CFR 171.16 and only need to be reported as discrepancies under 49 CFR 175.31 .

To report discrepancies by phone , call the office listed under the Compliance and Safety Resolution Contacts nearest your location.

To electronically report dangerous goods discovered in passenger's checked or carry-on baggage to FAA's Office of Hazardous Materials Safety:

  • Operators can email reports to 9–[email protected] .  
  • Using text and dropdown fields, users enter and submit the details for each passenger discrepancy. The user can submit multiple records in one session.  
  • The user downloads a predefined Excel template, completes the text and dropdown fields, and uploads the Excel sheet to the SAS External Portal. The user can submit multiple records within the Excel sheet.  
  • Operators can report passenger discrepancies using a RESTful Web API service. This automates the reporting of passenger discrepancies between the operator and FAA. Operators will need to invoke two RESTful web services from their systems—one to request authorization and one to submit the actual discrepancies.  In order to use this Web API, the operator is required to have an approved and active external user account with FAA. This is a two-step process which involves authentication and authorization for reporting discrepancies. Both request and response data will be in JSON format. Carriers interested in exploring this option should contact their assigned FAA Principal Hazardous Materials Aviation Safety Inspector

In accordance with 49 CFR 175.31 , air carriers must notify the FAA's Office of Hazardous Materials Safety of the following cargo-related discrepancies as soon as practicable:

  • Dangerous goods that are improperly described, certified, labeled, marked, or packaged, in a manner not ascertainable when accepted.
  • Packages discovered to contain dangerous goods, subsequent to being offered and accepted as other than dangerous goods.
  • Air carriers must report undeclared dangerous goods discovered cargo under both 49 CFR 175.31 and under the separate reporting requirements in 49 CFR 171.16 .

To electronically report discrepancies for dangerous goods cargo , including undeclared dangerous goods, email the FAA's Office of Hazardous Materials Safety at [email protected] .

Voluntary Incident Reporting

There are two different Voluntary Incident Reporting Programs:

  • Voluntary Disclosure Reporting Program (VDRP) – Air Carrier reports an apparent regulatory violation involving the offering, acceptance, or transportation, of hazardous materials under 14 CFR and/or 49 CFR. 
  • Aviation Safety Reporting System (ASRS) - Anyone involved in aircraft transport of Hazardous Materials report to describe close calls, violations , and safety-related issues .

U.S. Air Carriers certificated under 14 CFR Parts 119, 121, 125, 135, and to foreign Air Carriers operating in the U.S. that are issued operations specifications under 14 CFR part 129 are encouraged to voluntarily disclose violations of the Hazardous Materials Regulations (HMR).

The FAA believes that aviation safety is well served by incentives for operators to identify and correct their own instances of noncompliance, and to invest more resources in efforts to preclude their recurrence. The Hazardous Materials VDRP allows air carriers to submit information disclosing their own non-compliance with the HMR without incurring civil penalties if the appropriate process is followed.

For further information or to disclose a violation under the VDRP , see the VDRP user guide .

hazmat safety reporting from nasa's aviation safety reporting system

Anyone involved in aircraft transport of Hazardous Materials (HAZMAT) or Dangerous Goods is invited to file a confidential NASA ASRS report to describe close calls, violations, and safety-related issues .  This VOLUNTARY Incident Report is CONFIDENTIAL and NONPUNITVE .  

The FAA and NASA need your help to identify and mitigate HAZMAT-related safety issues.

There are many reasons to provide information about the HAZMAT event or situation that you experienced. The FAA, NASA and other members of the aviation community are committed to improving aviation safety. Through conducting research and analysis of reports, ASRS can share:

  • Lessons learned which can help prevent others from making the same mistake.
  • Safety briefings

NOTE : Filing an ASRS report does NOT fulfill FAA mandatory reporting requirements under Hazardous Materials Regulations. However, your voluntary report may help to identify a risk not currently covered or known under regulatory oversight. Reporting hazards helps prevent injuries and reduces risks to safety.

Resource : ASRS brochure

OSHA Reporting and OSHA Reportable Incidents

Toby Graham / std }}"> January 06, 2021

Categories: EHS

reporting the incident

When someone is killed or seriously injured in the workplace, the incident must be reported to the Occupational Health and Safety Administration.

Most employers know this. And yet OSHA reporting requirements are sometimes ignored as other, more urgent matters take precedence. In the immediate aftermath of a workplace safety or health incident, rarely is anyone’s first thought, “we need to report this to OSHA.” Reporting, along with recordkeeping, can seem like an unimportant step or unnecessary paperwork—and get delayed or overlooked entirely as a result.

This is a grievous and costly mistake. If you don’t record and report incidents to OSHA on time, you could face significant expenses and penalties. The minimum  fine for a single late or missing report is $5,000.

Moreover, if you neglect your OSHA reporting and recordkeeping duties, you put your workforce and bottom line at risk. Reporting to OSHA keeps your organization in compliance and gives you the information and visibility you need to improve workplace safety and minimize incidents.

Here’s what you need to know about OSHA reporting and OSHA recordkeeping: including what needs to be reported, the difference between OSHA reportable and OSHA recordable, exemptions from reporting and recordkeeping, and more:

What Is an OSHA Recordable Incident?

Not every injury or illness needs to be recorded and reported to OSHA. To be considered recordable, an injury or illness must be work-related and require medical attention beyond first aid.

Is it work-related?

Some injuries and illnesses that seem to happen in the workplace are not, in fact, work-related incidents as far as OSHA is concerned. The following are examples of non-work-related injuries and illnesses that do not need to be recorded:

  • injuries that occur to the general public
  • certain parking lot accidents
  • non-work-induced mental illnesses
  • colds and cases of flu
  • injuries that arise from personal meals or grooming
  • injuries that are self-inflicted or from self-medication
  • injuries occurring on the premises due to outside factors (such as a natural disaster)

What counts as “first aid?”

OSHA makes distinctions between illnesses and injuries that can be adequately treated with first aid and those incidents that require further medical attention. Sometimes the distinction is obvious: Removing a splinter? You probably don’t need to record it. Amputating a finger? You probably should record that.

Other times, as in assessing the difference between administering a tetanus shot and another immunization, the situation demands knowledge of OSHA’s particular rules around first aid.

Generally speaking…

  • Easily treatable injuries don’t need to be recorded.  Examples of sufficient first aid treatments include splinter removal, the use of finger guards, drinking fluids for relief of heat stress, and hot and cold therapy, as well as the process of cleaning, flushing, and soaking wounds.
  • You don’t need to record the use of nonprescription medications , such as aspirin and other over-the-counter treatments.
  • You technically  don’t need to record the use of eye patches —although it’s more than likely that any injury or illness involving the eye will turn out to be a recordable case.

For OSHA’s full list of what counts as “first aid,” click here .

What Should Be Reported to OSHA?

All employers must report workplace-related fatalities and serious injuries to OSHA. In most cases, that means recordable workplace incidents need to be reported, frequently within hours.

Fatalities must be reported to OSHA within 8 hours.

Serious injuries must be reported to OSHA within 24 hours. Examples of serious injuries include…

  • Any in-patient hospitalization of one or more employees as a result of a work-related incident. This encompasses all formal admissions to the in-patient service of a hospital or clinic for care or treatment. Note that hospitalization doesn’t necessarily mean that the employee stays overnight; if they’ve been admitted for in-patient treatment, the event must be reported.
  • Any employee amputation as a result of a work-related incident. An amputation is defined as the traumatic loss of a limb or other external body part. This includes full and partial amputations—parts that have been severed, cut off, fingertip amputations (with or without bone loss), medical amputations resulting from irreparable damage, and amputations of body parts that have since been reattached. Non-amputations include avulsions (tissue torn away from the body), enucleations (removal of the eyeball), deglovings (skin torn away from the underlying tissue), scalpings, severed ears, and broken or chipped teeth.
  • Any employee loss of an eye as a result of a work-related incident.
  • If a fatality occurs within 30 days of the work-related incident, or if a serious injury occurs within 24 hours of the work-related incident, you must also report the event to OSHA.

reporting the incident

OSHA reportable vs. OSHA recordable: What’s the difference?

Some occupational health and safety incidents need to be reported and recorded. Others only need to be recorded. And in some cases (see the section on exemptions below), an incident doesn’t need to be reported or recorded.

Any work-related fatality or serious injury must be reported to OSHA. Period. This includes any injury that involves in-patient hospitalization, amputation, and/or the loss of an eye.

If your business has over ten employees, you must also record these sorts of incidents by filling out OSHA forms such as Form 301, Form 300, and Form 300A. Other kinds of incidents, including injuries that don’t fall into the “serious” category, should be recorded on these forms as well. (Note that some  businesses with more than ten employees are exempt from some recordkeeping requirements—continue reading to learn more.)

For a guide on the fundamentals of OSHA recordkeeping, click here .

How Do You Report an OSHA Reportable Incident?

Step 1: Determine if the incident is recordable. Are you required to keep OSHA records? If so, ask the following questions:

  • Is the incident work-related?
  • Does it require medical attention beyond first aid?

If the answer is “yes” on both counts, you need to record it.

Step 2: Determine if the injury or illness is reportable.

If the incident is recordable, it’s probably reportable. Remember, all employers must report workplace-related fatalities and serious injuries to OSHA.

Make sure to report every incident on time:

  • If it’s a fatality, it must be reported to OSHA within 8 hours.
  • If it’s a serious injury (i.e. it involves in-patient hospitalization, amputation, and/or the loss of an eye), it must be reported to OSHA within 24 hours.

Step 3: Report the incident.

Once you’ve determined that an injury or illness is recordable and reportable, you need to inform OSHA about it.

When reporting an incident, be sure to include the following information:

  • the establishment name
  • the location of the work-related incident
  • the time of the work-related incident
  • the type of reportable event (e.g. fatality, in-patient hospitalization, amputation, or loss of an eye)
  • the names and number of employees who suffered a fatality, in-patient hospitalization, amputation, or loss of an eye
  • your contact person and their phone number
  • a brief description of the work-related incident

You have three options for filing a report:

  • by telephone, to your OSHA area office
  • by telephone, to the 24-hour OSHA hotline (1-800-321-OSHA or 1-800-321-6742)
  • electronically, using the reporting form at OSHA.gov

Keep in mind that your organization may have different requirements depending on your state. Be sure to check your local OSHA office’s standards and regulations.

Who Is Exempt from OSHA Reporting?

No employer is exempt from OSHA’s basic reporting requirements. Once again, according to OSHA :

  • All employers are required to notify OSHA when an employee is killed on the job or suffers a work-related hospitalization, amputation, or loss of an eye.
  • A fatality must be reported within 8 hours.
  • An in-patient hospitalization, amputation, or eye loss must be reported within 24 hours.

If you’re under OSHA’s jurisdiction, you must report these incidents, regardless of the size, nature, or location of your organization.

What about recordkeeping?

OSHA recordkeeping, on the other hand, isn’t required for every organization (although it’s always a good idea to document everything  regardless).

Small organizations are exempt from many OSHA recordkeeping requirements. If you have ten or fewer employees at all times throughout the year, you don’t have to keep safety records. You don’t need to fill out OSHA 300, 301, and 300A forms if you choose not to.

Companies in low-hazard industries are partially exempt.  If you operate in what OSHA deems a “low-hazard industry,” your organization must still comply with reporting claims, but you are not required to maintain OSHA 300 logs (although doing so is a best practice). To determine whether your work environment is considered low-hazard, you’ll need to find out your North American Industry Classification System (NAICS) code , then check to see if your code shows up on OSHA’s listing of partially exempt industries. Keep in mind that we’re talking about partial  exemptions. If OSHA or any other agency requests that you keep these forms—if the Bureau of Labor Statistics performs a random sampling, for example, and requires you to maintain forms throughout the year—then you’re still on the hook.

Exempted or not, all employers must report workplace-related fatalities and serious injuries. And if you do keep OSHA logs, be sure to maintain your records for at least 5 years.

Why keep workplace injury records?

Even if you aren’t required to keep records, there are plenty of reasons to do it. Consider the following benefits identified by OSHA:

1. Tracking injuries and accidents can improve prevention. Records may expose trends and themes among issues plaguing a facility. If you can anticipate what’s likely to happen, you can proactively protect your workforce (rather than merely responding to incidents), which is the ultimate goal of any environment, health, and safety program.

2. Using data helps identify problem areas and processes to correct hazardous workplace conditions. The more you know, the better you can identify and minimize existing risks. Go a step further and analyze the data, and you’ll be able to determine gaps and insufficiencies in your safety program. You may learn that employees need more training, or that a certain procedure is prone to error.

3. Better administer company safety and health programs. Again, the best way to determine the efficacy of your program is through documented data. By analyzing your records, you can find out if you’re truly, tangibly improving your safety results.

4. As employee safety awareness improves, workers are more likely to follow safe practices and report hazards. Recordkeeping and workplace safety are a virtuous cycle. The more you know, the more awareness you’ll have around the facility in key areas such as training or personal protective equipment. When employees understand that proper use of PPE demonstrably correlates to improved safety, for example, they have no reason not to protect themselves and keep an eye on their co-workers’ behavior.

What Are OSHA’s Reporting Requirements?

As discussed above, employers with more than ten employees in most  industries are required to keep records of occupational injuries and illnesses at their establishments. These records include…

  • OSHA 300: Log of work-related injuries and illnesses
  • OSHA 300A: Summary of work-related injuries and illnesses
  • OSHA 301: Injury and illness incident report

The OSHA electronic reporting rule

OSHA’s reporting requirements have recently changed and now entail electronic reporting. Establishments with 250 or more employees that are currently required to keep OSHA injury and illness records, as well as establishments with 20–249 employees that are classified in certain industries with historically high rates of occupational injuries and illnesses, must electronically submit some information on an annual basis to OSHA. Moreover, organizations in regulated industries must submit 300A forms through OSHA’s Injury Tracking Application.

OSHA Reporting – Key Dates:

February 1: Workplace Posting Deadline

According to OSHA, “Each February through April, employers must post a summary of the injuries and illnesses recorded the previous year. Also, if requested, copies of the records must be provided to current and former employees, or their representatives. It must be posted in a location that is clearly visible to all employees and new applicants, and it must be kept posted until April 30. In addition, employees have the right to request a copy of the records at any time.”

March 2: Form 300A Data Electronic Submission Deadline

Submitted through the Injury Tracking Application. You don’t have to wait until the 2nd to submit your data. Collection begins on January 2nd.

Don’t let OSHA recordkeeping requirements take more time and energy than necessary.

KPA makes OSHA electronic reporting—and all elements of OSHA compliance and workforce health and safety—as easy as possible. Complete and file OSHA Forms 301, 300, and 300A quickly and accurately with KPA EHS Software .

Learn how we can save you time and money. Get a demo >>

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Crime & Public Safety | 2 police officers, 1 paramedic fatally shot in…

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Crime & Public Safety

Crime & public safety | 2 police officers, 1 paramedic fatally shot in burnsville domestic incident; suspect also dead, it’s the deadliest public safety incident in minnesota since 1994.

A police officer handles yellow crime scene tape.

Two Burnsville police officers and a city fire department paramedic were fatally shot during a Sunday morning domestic incident involving a heavily armed man who barricaded himself in a home full of children. Another officer was injured. The assailant also died.

The Burnsville shooting, the deadliest episode of violence against Minnesota law enforcement in a generation, plunged the suburban Dakota County community of 64,000 into grief and mourning.

After police arrived at the house in the 12600 block of 33rd Avenue South shortly before 2 a.m. Sunday, “the situation escalated” into a gunfight, according to a preliminary news release from the city. The shooting was in a residential area of tree-lined streets and two-story homes just west of the Interstate 35E and Cedar Avenue junction.

Paul Elmstrand, Matthew Ruge and Adam Finseth official portraits.

The city’s news release identified those killed as police officers Paul Elmstrand, 27, and Matthew Ruge, also 27, and firefighter/paramedic, Adam Finseth, 40.

All three were serving on a city SWAT team that had responded to the scene, according to the Minnesota Bureau of Criminal Apprehension, which is overseeing the investigation of the incident.

Burnsville police were dispatched to the home at about 1:50 a.m. after someone inside the residence called 911, BCA Superintendent Drew Evans said during a Sunday afternoon news conference at Burnsville City Hall.

When officers arrived, the armed suspect was barricaded inside the home with family members, including seven children between the ages of 2 and 15, Evans said.

After talking with police negotiators for “quite a bit of time,” the suspect opened fire on officers who were inside the home, and multiple officers returned fire, according to Evans. During the shootout, the gunman fired from several locations inside the house, striking Elmstrand, Ruge, Finseth and police Sgt. Adam Medlicott, who suffered non-life-threatening injuries. It was unclear where all the fatally injured victims were when they were shot, but Evans said at least one of them was shot while inside the house.

“Officers took fire inside the home and once they were outside of the home,” Evans said, noting that the gunman fired at law enforcement from both the upper level and main level of the house.

Finseth was shot while providing aid to an injured officer, Evans said.

He said the suspect, who won’t be publicly named until the medical examiner’s official identification, “had several guns and large amounts of ammunition” in the home.

Police received a report about 8 a.m. that the suspect was dead inside the house. A person with knowledge of the matter said the gunman died of a self-inflicted gunshot wound.

Later, the family members who were inside with the suspect were able to leave the residence, Evans said.

“At this particular residence, with this individual, there had not been many calls for service at all,” Evans said.

Evans said the BCA was working to develop a detailed chronology of the shooting and how it played out.

But the Minnesota Police and Peace Officers Association said negotiations with the suspect went on for four hours before the SWAT team entered the home.

An officer watches as a tow truck moves an armored police vehicle.

An armored SWAT vehicle had multiple bullet holes visible in its windshield, and Evans confirmed that it was struck during the shootout.

Elmstrand began working with the police department as a community service officer in August 2017 and was promoted to officer in 2019. He was part of the department’s mobile command staff, peer team, honor guard and field training unit.

Ruge joined the police department in April 2020. He was part of the department’s crisis negotiations team and was a physical evidence officer.

Finseth had been a Burnsville firefighter and paramedic since February 2019. He was on the city’s SWAT team and had previously worked in Savage and Hastings.

Community in shock

A massive law enforcement presence was at the scene, including personnel from the Dakota and Hennepin county sheriff’s offices along with the Apple Valley, Eagan, Lakeville, Rosemount, Bloomington and Savage police departments.

Law enforcement and first responders from multiple jurisdictions later gathered outside Hennepin County Medical Center in downtown Minneapolis, where the victims were initially taken. Minneapolis Mayor Jacob Frey was also on hand as the bodies were taken from the hospital via motorcade to the Hennepin County Medical Examiner’s Office in Minnetonka. Hospital staff wearing surgical scrubs looked on.

The early afternoon freeway procession included three motorcoaches and was accompanied by police and fire vehicles. Other police and fire vehicles gathered on overpasses along the route to show their respect. Other motorists on Interstate 35W sounded their horns in support.

Five people in uniform stand on a firetruck.

The incident appears to be the first time a Burnsville police officer has been killed in the line of duty and the deadliest public safety incident in Minnesota since 1994, when two St. Paul police officers and a police dog were fatally shot by a drifter, who was later arrested and sentenced to life in prison.

The Burnsville violence follows what has been a deadly year for law enforcement officers in the region. Three western Wisconsin officers were gunned down in two separate incidents in April and May; a Pope County, Minn., sheriff’s deputy was shot in April; and a Fargo, N.D., police officer was ambushed in July.

On Sunday morning, officers massed near 33rd Avenue and East Burnsville Parkway at about 5:30 a.m., a witness told KSTP-TV . The witness heard shots fired and said a shelter-in-place order was then transmitted to mobile devices.

A family member of one of the police officers was near Kelleny Road and East Burnsville Parkway, weeping as he waited for a police escort. Markus, who works as a pilot for Delta Air Lines but declined to provide his full name, rushed to the scene as soon as his mother told him that his older brother had been killed while on duty. He said he always worried about his brother being a police officer.

Neighbors were startled awake by loud pops about an hour before sunrise.

Alicia McCullum said she and her family dropped to the floor, uncertain whether the noise was gunshots. She and her husband peered out of their sunroom and saw squad cars and a phalanx of police officers.

“I didn’t think it was a gunshot at first, but then we opened the windows and we saw police everywhere and police hiding in our neighbors’ yards,” said McCullum, who lives two houses down from the source of the commotion.

“Then there were three more gunshots,” she said. “It was like a bunch of fireworks.” That’s when she and her husband and two children sought safety in a bathroom and dropped to the floor. They prayed.

McCullum said she was relieved to see a woman and children escorted out of their home. “We’re so thankful for those police officers that risked their lives to save those kids,” McCullum said. “And my heart goes out to that mother.”

Pat Knaeble, 68, a retired fire captain and paramedic with the Burnsville Fire Department for nearly 30 years, lives up the street from where the shooting took place.

He woke up to the chaotic scene outside his home and watched SWAT team members bring three victims to the front of his house where they were put into waiting ambulances, he said.

Having a fellow firefighter shot was hard to comprehend.

“It was once in a lifetime,” he said. “Firefighters never get shot. It just doesn’t happen. For that to happen is a huge fluke and just very, very sad. It’s like losing a family member.”

An empty fire truck was parked in front of his house six hours later, its engine still running.

“In my 28 years, never ever, ever has a truck ever sat without a firefighter in it. Ever,” he said.

The fact that the truck had been sitting there abandoned and idling since 5 a.m. meant that the firefighters assigned to the truck were grieving so much, either at the hospital or at the fire station, that they had forgotten all about the truck.

“That kind of tells you the severity of it,” he said.

Ron Payne, 78, a former Burnsville fire chief, also lives nearby. He said he’s lived in the area since 1983 and that the neighborhood is quiet and has never had anything of a serious nature occur there. As former chief, he keeps in touch with the firefighters and said that they are all in his thoughts on the somber day.

“I’m very concerned,” he said. “For my friends and people I’ve known and worked with.”

He was leaving his home Sunday morning to head over to the fire station to offer moral support, he said.

Grief-stricken officials react

Gov. Tim Walz, looking somber, talks Burnsville Police Chief Tanya Schwartz.

Gov. Tim Walz consoles Burnsville police Chief Tanya Schwartz following a press conference at Burnsville City Hall on Sunday, Feb. 18, 2024. Two Burnsville police officer and a Burnsville paramedic were killed by a gunman early Sunday morning after responding to a call. The gunman was later found dead. (John Autey / Pioneer Press)

Burnsville City Manager Gregg Lindberg stands at a lectern during a press conference., with law enforcement standing around him. Minnesota Gov. Tim Walz, on the right, stands with his head down.

Burnsville City Manager Gregg Lindberg is flanked by police and fire officials during a press conference at Burnsville City Hall on Sunday, Feb. 18, 2024. Two Burnsville police officer and a Burnsville paramedic were killed by a gunman early Sunday morning after responding to a call. The gunman was later found dead. (John Autey / Pioneer Press)

Burnsville Fire Chief BJ Jungmann speaks at a lectern as Burnsville Police Chief Tanya Schwartz closes her eyes as holds her hand to her face.

Burnsville Fire Chief BJ Jungmann, right talks about the Burnsville Paramedic that was killed along with two Burnsville police officers after they responded to a call early Sunday morning, Feb. 18, 2024. Standing with Jungmann is Tanya Schwartz, Burnsville chief of police. (John Autey / Pioneer Press)

Drew Evans, Superintendent of the BCA, looks emotional as he stands at a lectern.

Drew Evans, Superintendent of the BCA, talks about the investigation on a shooting that left two Burnsville police officers and a Burnsville paramedic dead after they responded to a call early Sunday morning. The news conference was in Burnsville City Hall on Sunday, Feb. 18, 2024. (John Autey / Pioneer Press)

Burnsville Police Chief Tanya Schwartz closes her eyes. A blue line across her badge.

Tanya Schwartz, Burnsville Police Chief talks about her two officers that were killed along with a Burnsville paramedic after they responded to a call early Sunday morning. She spoke at Burnsville City Hall on Sunday, Feb. 18, 2024. (John Autey / Pioneer Press)

During the Sunday afternoon news conference at City Hall, Burnsville Police Chief Tanya Schwartz choked up as she said that the community is “heartbroken” over the deaths.

“We’re hurting,” Schwartz said. “We’re hurting. Today three members of our team made the ultimate sacrifice for this community. They are heroes. Our police officers and our fire paramedics come to work every day. They do it willingly. They know they might have to give up their life for their partners or someone else. They know they have to give up their lives sometimes and they do it anyway.”

Added Burnsville Fire Chief BJ Jungmann: “Our folks come to work every day and are willing to give the ultimate sacrifice of their life, but nobody expects it to happen. It’s a tragic day and we’re all grieving, and we’re all trying to understand what happened and why.”

Gov. Tim Walz, who attended the news conference and ordered that U.S. and state flags be lowered to half-staff at sunrise Monday, asked people to keep the families of the victims in their prayers.

In addition, he asked that as people see the flags at half-staff this week, that they not only use it as an opportunity to mourn and show respect but also to think about all the Minnesotans who work in public safety.

“As you drive by these flags, maybe pause and think about (them),” he said. “They are moms and dads, brothers and sisters, sons and daughters, they are the world to a lot of people. And they go out and do a job to provide us safety that we have the luxury of not having to think about many times. And then this can happen.”

“These families are forever impacted,” Walz said, “and we still have Minnesotans willing to take an oath, sign up, do the work and know this can happen. And that speaks volumes about this community and speaks volumes about Minnesotans.”

City Manager Gregg Lindberg, also visibly choked up during the news conference, asked residents to go to burnsvillemn.gov/communityupdates for information about the shooting and future ways to financially help the families of the victims.

Earlier Sunday, Burnsville Mayor Elizabeth Kautz said the city’s focus was on the families of its police and fire department personnel.

When asked if there was anything she wanted people to know, Kautz, Burnsville’s mayor since 1994, didn’t hesitate in answering: “Pray for us.”

The Law Enforcement Labor Services represents rank-and-file officers and the supervisors of the Burnsville Police Department.

The organization’s executive director, Jim Mortenson, said in a statement that “thoughts and prayers are with the family of the officers and first responder” who were killed.

“These officers were struck down while answering the call of duty to serve and protect. We mourn alongside the Burnsville community and the families of those killed,” the statement said.

Other Minnesota politicians and law enforcement agencies flooded social media with condolences:

Dakota County Sheriff Joe Leko called the killings devastating.

Police vehicles and an officer seen across a snowy lot.

“It’s just a stark reminder of how quickly things can change and how dangerous our jobs are. And sometimes we take those things for granted as citizens — that the police will always be there and protect … and we do, but with that comes a cost at times.”

“Learned from police this morning that three officers have been shot in Burnsville,” Sen. Amy Klobuchar said on X, formerly known as Twitter. “They were doing their jobs. They were protecting our community.”

The Minnesota Police and Peace Officers Association posted on X: “We are heartbroken. Our law enforcement community is heartbroken.  We’re just devastated at the horrific loss. These heroes leave behind loved ones and a community who will forever remember their bravery and dedication keeping Minnesotans safe.”

U.S. Rep. Angie Craig, whose district includes Burnsville, said in a statement: “My heart is broken for the brave officers and first responder lost in the line of duty, their families, the Burnsville Police Department and our entire community. For these public servants, this was just another day delivering on their oath to protect and serve — to keep Minnesotans safe. And now their families — and the city of Burnsville — will never be the same.”

The Associated Press contributed to this report. 

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IT suppliers hacked off with Uncle Sam's demands in aftermath of cyberattacks

Plan says to hand over keys to networks – and report intrusions within eight hours of discovery.

Organizations that sell IT services to Uncle Sam are peeved at proposed changes to procurement rules that would require them to allow US government agencies full access to their systems in the event of a security incident.

The rules were unveiled in a draft update to the Federal Acquisition Regulation (FAR) that refreshes security reporting standards for government contractors in line with President Biden's 2021 executive order on the topic.

Among the potential incoming requirements are:

  • Contractors would have just eight hours to report a detected incident to the Cybersecurity and Infrastructure Security Agency (CISA), which would have to be updated every 72 hours thereafter;
  • A software bill of materials (SBOM) would need to be maintained;
  • After an incident, contractors would provide "full access" to IT systems and personnel for CISA and federal law enforcement agencies.

The above ideas – developed by Department of Defense (DoD), General Services Administration (GSA), and NASA – have been suggested in light of the many infosec threats facing the USA.

"SolarWinds, Microsoft Exchange, and the Colonial Pipeline incident are a sobering reminder that US public and private sector entities increasingly face sophisticated malicious cyber activity from both nation-state actors and cyber criminals," the update from the three agencies reads.

  • India's absurd infosec reporting rules get just 15 followers

"These incidents share commonalities, including insufficient cyber security defenses that leave public and private sector entities more vulnerable to incidents," the trio added. "This proposed rule underscores that the compliance with information-sharing and incident-reporting requirements are material to eligibility and payment under government contracts."

Proposed changes are FAR from what industry wants

While you'd think rules to improve government security would be welcomed, industry respondents aren't happy.

Even though they were first proposed in October of last year, the comment period on the FAR reporting requirements has ended after being extended for two months. With more than 80 responses, it's clear many stakeholders wanted to have their say – and all the aforementioned provisions were questioned.

The Cloud Service Providers Advisory Board, (CSP-AB), which counts multiple major US cloud service firms among its members, described the new rules as "burdensome … on information technology companies who are already meeting a high security and compliance bar across the federal marketplace."

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The CSP-AB took particular umbrage with the FAR update's SBOM requirements, arguing cloud service providers shouldn't be required to submit them since they're so frequently subject to change – sometimes "up to hundreds of times" per day.

  • Future of America's Cyber Safety Review Board hangs in balance amid calls for rethink
  • Ransomware more efficient than ever, and baddies are still after your logs
  • Europe moves closer to stricter cybersecurity standards, reporting regs

The Information Technology Industry Council (ITIC), which represents a laundry list of heavy hitters, expressed dissatisfaction over the proposed reporting rules, describing them as adding "another hue of color to the kaleidoscope of incident reporting regimes" being passed by the US federal government of late.

ITIC said the eight-hour reporting requirement was "unduly burdensome and inconsistent" with other reporting rules, adding that the 72-hour update period "does not reflect the shifting urgency throughout an incident response."

Even bug bounty biz HackerOne weighed in, arguing among other things that the provision requiring access to contractor systems by federal law enforcement in the wake of a security incident "has the potential to expose data and information from the contractor's non-federal customers."

"Non-federal customers may be reluctant to continue working with federal contractors, potentially forcing federal contractors to choose between selling to non-federal customers or the government," HackerOne warned.

Reporting rules are myriad and inconsistent

There's room to debate some of the complaints raised by commenters, but one thing's for certain: Uncle Sam's cyber incident reporting rules are growing in number – and each set of regulations is different.

The Securities and Exchange Commission (SEC) implemented a rule last summer requiring victims to report cyberattacks to it within four days when the incident could have a "material" impact on the business or investors. The Federal Trade Commission (FTC) followed suit in the fall with its own incident reporting rule, giving non-banking financial organizations 30 days to inform the commission of a successful break-in of their systems.

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CISA, meanwhile, plans to follow suit with its own rules outlined by the Cyber Incident Reporting for Critical Infrastructure Act ( CIRCIA ), signed into law by President Biden in March 2022, with a two-year deadline to propose a rule. Due next month, CIRCIA will give companies in critical infrastructure sectors three days to report an incident.

Congressional representatives have expressed discontent with the SEC's reporting rules and introduced a bill to kill its reporting requirement – citing too short a deadline and the fact that incident reporting should fall under CISA's purview. The proposed FAR updates, as mentioned, give a mere eight hours.

All of these various reporting requirements are likely to lead to what the ITIC describes as "misalignment" among reporting requirements, with the council calling for "the establishment of one authoritative incident reporting process across the federal government and regulated sectors."

"Several incident reporting regimes are potentially suitable candidates," ITIC EVP of public sector policy Gordon Bitko wrote in the org’s submission, suggesting rules set by CIRCIA and the SEC as suitable alternatives.

"The rule should identify one coordinating agency, ideally CISA [which] should be the focal point for all reporting and subsequent investigations," Bitko added, echoing calls from other commenters and representative Andrew Garbarino (R-NY), who introduced a House bill to kill the SEC's reporting requirements.

We've asked NASA, the GSA, and DoD for comment, and have not received a response at the time of publication. ®

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That's a wrap…or not? Regulatory data incident investigation resolutions and the path forward

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Stephen Piepgrass is a partner in Troutman Pepper's government enforcement, compliance, and investigations group with a focus on enforcement actions, investigations, and litigation. He is based in the Richmond, Virginia, office, and primarily represents clients faced with interactions and investigations by state attorneys general and other local or state governmental enforcement bodies. He can be reached at [email protected].

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Gene Fishel is a member of Troutman Pepper's regulatory investigations, strategy and enforcement (RISE) practice, and is based in the Richmond office. He most recently served as senior assistant attorney general and chief of the computer crime section in the Office of the Attorney General of Virginia. He is based in Richmond and can be reached at [email protected].

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Sadia Mirza is a Certified Information Privacy Professional in the United States (CIPP/US) and a Certified Information Privacy Manager (CIPM). She is an attorney for Troutman Pepper's privacy and cyber practice group and has extensive experience in data security and privacy matters, having handled a number of data breaches and investigations in a variety of industries. She is located in Orange County, California, and can be contacted at [email protected].

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Google Maps speed trap and accident reporting is increasingly useless

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Using a navigation app when out on the road is what just about everyone does nowadays, but these apps are useful for more than just getting directions from point A to point B. Google Maps has supported incident reporting for quite some time, but as we keep moving forward, the feature is becoming essentially useless due to neglect.

This issue of 9to5Google Weekender is a part of 9to5Google’s rebooted newsletter that highlights the biggest Google stories with added commentary and other tidbits. Sign up here to get it delivered to your inbox early!

Google Maps first introduced support for incident reports back in 2019 . The feature allows users to report speed traps and accidents, and quickly expanded to include more incidents and obstructions including construction, lane closures, and more. With Maps being one of the most-used apps out there, it’s an incredibly useful idea!

But, almost five years later, the feature just feels like it’s been wasting away.

With incident reporting in Google Maps, users can send in these reports while they’re navigating on the road from a little menu attached to the right side of the display. It’s quick and easy, but it only works from your phone’s display. If you’re using the phone to display your navigation, you’ve got quick and easy access, but that’s becoming increasingly frustrating.

As we move forward and more and more folks get new vehicles, Android Auto and CarPlay are commonplace on the road. These systems bring the crucial apps from our smartphones onto the car’s display, where they’re generally safer to use and easier to see. But Google Maps, for whatever reason, just keeps ignoring incident reporting on these platforms. We first called attention to this towards the end of 2019 , but does to today, the feature still has never expanded to Android Auto or CarPlay, and it still doesn’t seem like there’s any good reason for it.

Meanwhile, Waze continues to support reporting options on both platforms. Waze recently gave its reporting feature a revamp, and that update was available quickly to Android Auto and CarPlay users.

Without support for these platforms, incident reporting in Google Maps is dying a slow, painful, and needless death. Waze is always going to have a more lively community of drivers who make these reports as that’s the main focus of the app, but Google’s decision to not support this functionality in the Maps experience that more and more people are actually using in their cars is just leaving the feature to fade into the background. As fewer people use it, fewer people will know it exists in the first place. Besides, it’s not like the phone experience is getting any better – arguably, it’s just getting worse .

This Week’s Top Stories

Google just revamped Bard as Gemini last week, and to follow up with that, the Gemini model is getting its next-generation release. “Gemini 1.5” is a major update to the model with a larger context window and dramatically upgraded capabilities.

You can read our full coverage for more details – it’s all really impressive. Gemini 1.5 doesn’t have a set release date, though.

  • Google announces Gemini 1.5 with greatly expanded context window  \

Google One is making some changes

Following the debut of its new “AI Premium” tier last week, some changes hit Google One. This includes, firstly, the fact that new subscribers can no longer easily sign up for the 200GB subscription tier. The option still exists, but you need to first sign up for the 100GB or 2TB plan and then adjust the subscription from there.

  • Google One hides 200GB plan, making it difficult to subscribe to

Beyond that, we also reported that Google One is still working towards a new “all-in-one” subscription which will include Nest Aware , but it’s still unclear when that will arrive.

More Top Stories

  • Xiaomi Watch 2 shows up with Wear OS for half the price of Pixel Watch 2
  • Google ‘Jumbojack’ foldable appears to have been a Galaxy Z Fold 2 with ‘stock’ Android
  • Google Messages Screen Effects are slowly rolling out
  • Google Messages might be switching to double tap to react
  • Android photo picker with Google Photos support rolling out via February System Update
  • Amazon Prime Video didn’t just force ads, it took away Dolby Vision and Atmos too
  • YouTube TV rolling out shortcut to switch between last-viewed channels on Roku
  • Samsung’s February 2024 security update is available for these Galaxy devices
  • You can officially buy the OnePlus 12R starting at $499
  • Google’s sign-in page teases a ‘new look’ coming soon

From the rest of 9to5

Top comment by berto1014.

Thank you for writing this article and bringing awareness again. This feature missing from Android Auto is a huge omission and my biggest complaint with maps. I filed a feature request for this year's ago, I think right around 2019 actually. I'll dig it up and link it here later so maybe more people can star the issue for future implementation. But I cited exactly what you said, that Android Auto usage is increasing rapidly, and since the feature is missing in that mode, the quality of the data has stagnated since people can't make reports in that mode. This is honestly a safety feature. Plenty of times I would have loved to flag debris in the road or other hazards, but nope, can't. Years ago, there were many many reports, now there are barely any anymore in my area.

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IMAGES

  1. How to Write an Incident Report [+ Templates]

    reporting the incident

  2. Promoting Incident Reporting Culture in the Workplace

    reporting the incident

  3. reporting the incident

    reporting the incident

  4. Incident Report Samples to Help You Describe Accidents

    reporting the incident

  5. Incident and Accident Reporting: The benefits of digital safety tools

    reporting the incident

  6. Incident Reporting

    reporting the incident

COMMENTS

  1. How to Write an Effective Incident Report

    An incident report is a tool that documents any event that may or may not have caused injuries to a person or damage to a company asset. It is used to capture injuries and accidents, near misses, property and equipment damage, health and safety issues, security breaches and misconducts in the worksite. What is the Purpose of Incident Reporting?

  2. How To Write An Incident Report In 11 Steps (Complete Easy 2023 Guide)

    1) Obtain The Appropriate Incident Report Type. 2) Complete The Administrative Section Of The Report. 3) Completely Fill In Any Victim Information (If Applicable). 4) Completely Fill In Any Witness Information (If Applicable). 5) Complete Any Section Of The Incident Report About Emergency Services Contacted.

  3. How to Write an Incident Report [+ Templates]

    An incident report is a form to document all workplace illnesses, injuries, near misses and accidents. An incident report should be completed at the time an incident occurs no matter how minor an injury is. Here's one example: CREATE THIS REPORT TEMPLATE Any illness or injury that impacts an employee's ability to work must be noted.

  4. What Is Incident Reporting? (Importance, Types and Tips)

    Incident reporting is the practice of documenting a workplace accident, a work-related injury or a situation that could've resulted in an accident. An incident report includes investigative information and event analysis to help determine how it happened and what the organization can do to prevent a similar event in the future.

  5. How to Write an Incident Report: 12 Steps (with Pictures)

    4. Start the report as soon as possible. Write it the same day as the incident if possible. If you wait a day or two your memory will start to get a little fuzzy. You should write down the basic facts you need to remember as soon as the incident occurs. Do your report write-up within the first 24 hours afterward.

  6. Incident Reporting

    Incident reporting is an important element of the health and safety management system. According to the ISO 45001 clause (10.2) Improvement - Incident, Nonconformity and Corrective Actions: organizations must establish, implement and maintain a process for reporting, investigating and taking action to determine and manage incidents and nonconformities.

  7. The Ultimate Guide to Health & Safety Incident Reporting

    Incident Reporting Process: We'll provide a step-by-step guide to the incident reporting process, including initial reporting, investigation, and monitoring effectiveness. RIDDOR Reporting Requirements: A detailed look at RIDDOR's specific reporting requirements for work-related incidents.

  8. How To Write a Work Incident Report (With Example and Tips)

    A work incident report is the formal documentation of specific details that describe the events of a workplace incident, such as an accident or injury. Its purpose is to discover the causes and events occurring in an accident or injury with the goal of preventing accidents in the future.

  9. How to create an effective incident report

    An incident report is a form used to record workplace accidents, injuries, illnesses or near misses. It's very important to submit an incident report when an incident happens, regardless of ...

  10. Incident Management: Process, System, & Tools

    Published 1 Feb 2024 Article by SafetyCulture Content Team | 12 min read What is Incident Management? Incident management is the process of identifying and analyzing hazards and risks in order to come up with effective mitigation and control measures for an organization.

  11. How to Write a Workplace Incident Report (+ Templates)

    Edit and Download. Tweak the colors and fonts to make this workplace incident report your own. Four simple sections are included against a white background: Add the relevant employee information, incident information, reporter information and tick off whether the police were notified. 10. Factory Incident Report.

  12. What is Incident Reporting and why do you need it?

    Incident reporting is the process of recording worksite events, including near misses, injuries, and accidents. It entails documenting all the facts related to incidents in the workplace. Incidents are generally accidents or events that cause injuries to workers or damages to property or equipment.

  13. Real Examples of Incident Reports at the Workplace with Templates

    A workplace incident report is a document that states all the information about any accidents, injuries, near misses, property damage or health and safety issues that happen in the workplace. They are very important to identify the root cause of an incident along with any related hazards and to prevent it happening again in the future.

  14. The Types Of Incident Reports (With 19 Actionable Tips)

    An incident report is a document that records any event or occurrence that has the potential to disrupt normal business operations. They provide a clear and concise summary of the event, including the cause, impact, and resolution. You can use incident reports to help prevent future incidents from happening and improve safety and security procedures.

  15. What is incident management? Steps, tips, and best practices

    Let's dive into seven incident management best practices. 1. Identify early and often. Incidents can be tricky to spot, but the quicker you diagnose them, the easier the outcome will be to handle. The best thing to do is set aside time to examine your projects and processes for potential issues as often as possible.

  16. How to Write an Incident Report: The Comprehensive Guide

    Incident reporting is meant to record an incident, determine a possible root cause for it, document corrective actions implemented (or to be implemented) to prevent future occurrences, and communicate all this information concisely to stakeholders.

  17. Incident Reports: The Complete Guide

    Incident reporting is designed to provide formal and written documentation to describe the causes of workplace accidents and incidents. The reports should detail actions taken at present to address the incident and the reports can serve as frameworks for preventing similar incidents from occurring in the future.

  18. Incident Recording 101: A Practical Guide to Documentation

    Incident recording is the process of documenting the details and events of a workplace accident, injury, or near misses. An incident report offers detailed information regarding the events that led up to an incident, as well as an in-depth analysis of steps taken to prevent a repetition of the same event in the future.

  19. Incident Reporting is Critical to a Workplace Safety Program

    The incident reporting follow-up process should include an investigation into the incident, medical care provided to the employee (if needed), corrective actions implemented immediately and preventive actions implemented as deemed necessary to prevent future incidents of the same nature. Only then should the incident report be closed and filed.

  20. The Ultimate Guide to the Importance of Incident Reporting

    Incident reporting is the action of recording an incident such as an injury or damage to equipment or property. Incident reporting is often documented on an incident reporting form - which is completed by collecting as much data as possible about the incident that took place.

  21. What is Incident Reporting and Why Is It Important?

    Incident reporting is capturing and documenting information about a specific incident or event. It can include data such as who was involved, what happened, when it happened, where it happened, what caused it to happen, and any other relevant details.

  22. How to Write an Effective Incident Report: Tips and Tricks

    An incident report is a standardised form used to document any unexpected event that occurs in the workplace. The form contains fields that require detailed information about the incident, such as its location, date, time, type of incident, type of injury, and names of people involved.

  23. Reporting Incidents in the Workplace: Learn How and When to Report

    involves the amputation of a leg, arm, hand, or foot but not a finger or toe consists of burns to a major portion of the body causes the loss of sight in an eye When an incident is critical, there are a few more steps in the reporting process, outlined below. Four steps to report a critical incident Contact Emergency Services and your supervisor.

  24. Mandatory and Voluntary Incident Reporting

    Incident Reporting Saves Lives! It is critically important that all injuries and accidents, including near misses, are reported so that the causes can be determined and the risk eliminated. Reporting hazards helps prevent additional injuries and increases safety. Making an Incident Report isn't difficult, and we are here to help. Mandatory Incident Reporting There are several different ...

  25. OSHA Reporting and OSHA Reportable Incidents

    your contact person and their phone number. a brief description of the work-related incident. You have three options for filing a report: by telephone, to your OSHA area office. by telephone, to the 24-hour OSHA hotline (1-800-321-OSHA or 1-800-321-6742) electronically, using the reporting form at OSHA.gov.

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    It's the deadliest public safety incident in Minnesota since 1994 A police officer removes tape near the scene where two police officers and a first responder were shot and killed, Sunday, Feb ...

  27. No one's happy with latest US cyber incident reporting plan

    CISA, meanwhile, plans to follow suit with its own rules outlined by the Cyber Incident Reporting for Critical Infrastructure Act (), signed into law by President Biden in March 2022, with a two-year deadline to propose a rule.Due next month, CIRCIA will give companies in critical infrastructure sectors three days to report an incident.

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    Depending on the size of the breach and the number of regulators involved, a data incident investigation can take years to resolve. State attorneys general, federal regulators, and state ...

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    Google Maps first introduced support for incident reports back in 2019.The feature allows users to report speed traps and accidents, and quickly expanded to include more incidents and obstructions ...