Do I need an accident book on site, and what goes in it?
Under social security law, an employer with 10 or more people normally employed at the same time on or about the same premises must keep an accident book. HSE's summary pages word it as "more than 10 employees", so if you are at that line, keep one. It is separate from a RIDDOR report to HSE.
Who must keep one
HSE says that if you have more than 10 employees, or own or occupy a mine, quarry or factory, you must keep an accident book under social security law. The regulation behind it (Social Security (Claims and Payments) Regulations 1979) counts 10 or more people normally employed at the same time on or about the same premises. If you are close to that number, or spread across several sites, check with HSE.
HSE says you can buy the book from HSE Books or record the details in your own record system. If you are below the threshold, a book is still a sensible place to record injuries, and HSE notes that records help you spot patterns and are useful when dealing with an insurer. HSE Books describes the BI 510 book as covering employees, contractors and visitors.
What to record
Social security law sets out the particulars:
- full name, address and occupation of the injured person
- date and time of the accident
- where it happened
- the cause and the nature of the injury
- name, address and occupation of whoever reports it, if not the injured person
The injured person, or someone acting for them, can make the entry, and an entry made as soon as practicable counts as notice of the accident. Good practice is to add what first aid was given and who witnessed it, and to complete the entry the same day.
Keeping entries private
An accident entry holds personal details, and often health details. HSE says to store records confidentially in a secure place. HSE Books says the BI 510 book uses an approved format, and that storing the information in line with data protection law (it names GDPR) and your own policies is your responsibility.
In practice, do not leave an open book on the site cabin desk where visitors and other trades can read earlier entries. Keep it with the person responsible, lock away completed pages or the full book, and limit who can read it. HSE says RIDDOR records must be produced when an HSE, local authority or ORR inspector asks.
How it differs from RIDDOR
The accident book is a record kept under social security law. A RIDDOR report is a notification to HSE (or the local authority) of a death, a specified injury, an over-7-day injury, a dangerous occurrence or a disease, made by the responsible person. Nothing you write in the accident book goes to HSE.
The two overlap. HSE says an employer who must keep an accident book can use it for the RIDDOR record of injuries, but diseases need a separate method. An injury that keeps a worker off for more than 3 consecutive days but is not reportable only needs recording, and the accident book entry is enough. For what is reportable, see the RIDDOR guide. HSE also notes that a RIDDOR report is not passed to your insurer, so tell them separately.
How long to keep entries
Both sets of regulations set a minimum of 3 years. The social security rules require each accident book entry to be kept for at least 3 years from the date it was made. Under RIDDOR, an entry in the record must be kept for at least 3 years from the date it was made, at the place where the work is carried on or at your usual place of business. If your insurer or solicitor asks for longer, check with them.
Sources
- HSE: Report accidents and illness (health and safety basics)
- HSE: First aid, what employers need to do
- HSE Books: Accident book, BI510
- HSE: RIDDOR, what records do I need to keep?
- HSE: RIDDOR, types of reportable incidents
- HSE: Reporting accidents and incidents at work (INDG453)
- legislation.gov.uk: Social Security (Claims and Payments) Regulations 1979, regulation 25
- legislation.gov.uk: Social Security (Claims and Payments) Regulations 1979, regulation 24
- legislation.gov.uk: Social Security (Claims and Payments) Regulations 1979, Schedule 4
- legislation.gov.uk: RIDDOR 2013, regulation 12