Posted By Dave Merchant
Why treat 'form' and 'book' as a different concept? Just return the completed loose-leaf forms to the office and file them.

Posted By Kirsty Davies2
In summary, fill in the forms whereever accidents occurs. Then you can file them at any other site.

Posted By Kirsty Davies2
Steve,

You will be fulfilling the requirements by providing book or forms at each site but you can choose to store all the records/Main accident book at site where safety officer resides. (so that he/she can access the records in order to communicate with Law enforcing agencies, if need be)

Kirsty

Posted By Zyggy Turek
Steve,

In February 2004 we sought permission from the Dept. of Works & Pensions to use our own accident recording system rather than using the Accident Book (BI510).

Here was the response:

"I can confirm that you may use an alternative to the Accident Book (BI 510) and I am happy to approve it without the need to see it so long as it contains the information below. To make sure your book complies with the Social Security (Claims and Payments) Regulation 1979 for the recording of accidents the following information should be captured-

Full name address and occupation of injured person
Date and Time of Accident
Place where accident has happened
Cause and nature of injury
Name address and occupation of person making the report if other than the injured person."

Posted By Amandac
As posted earlier there is no requirement to use the 'accident book', however you must show that you are recording and retaining the information you are collecting on the 'forms' you choose to use. These forms need to record the information which is required by law and kept in accordance with the Data Protection Act and produced when asked to by the enforcing authority or for any claim against the company.
I have used Croners electronic system in the past and found it adequate for these needs and it also produces pretty graphs for meetings.

Posted By Graham Bullough
I would echo Zyggy Turek's response and use your own organisation's accident/incident recording form. It will be legally acceptable for use provided that it contains at least the information which the DWP requires to be kept. As the official accident book form is notably sparse as regards what should be recorded, this will not be difficult.

My own employer's form includes space for considerably more information. This includes a box for comments by a manager or line supervisor regarding their findings and responses about whatever circumstances are being reported on it. Where appropriate this should include suggested measures to prevent further occurrences. Information in this box can help my colleagues and I in monitoring how well or otherwise line managers are managing health and safety in their areas of responsibility.

Posted By Kirsty Davies2
Good Morning Everyone,

Just to clear a few things here – re: my earlier posts.

This thread was created in search of legal obligations regarding record keeping by the company. The words used are;

“Do we NEED TO HAVE an accident book in each office”

I am sure that Steve knows the importance of record keeping. His query was to clear his confusion on the legal requirements. Am I right Steve?

…..

I have responded to this query by mentioning the actual regulations which govern the requirements of record keeping. So that Steve can look into these (in person) for any further clarification.

Now, in my previous (second paragraph), I have stated that;

“company should adopt systematic approach in order to record and investigate every accident appropriately and on time”

&

“you should keep all the necessary details”

I think these statements would be suffice to confirm that, I totally agree with other post which suggests that other recording options are acceptable.

Ron – I personally believe that there’s no harm in mentioning ‘Regulations’ in the posts. (They can be useful for some people) – My apologies for people who are ‘allergic’ to the legislations.

P.S. Please forgive me for asking but for curiosity purpose, what is your age in safety field - Ron?

Posted By Abs Malik
You do not need a book, electronic forms or your own forms are acceptable so long as you ensure the forms contain the manadatory fields, eg name of IP, DoB, address etc.

I prefer own forms, you can make the forms very easy on the eyes and more appealing to staff rather than having your standard accident book!

Posted By John Richards
Quite right.
It's boring now.
In any case, there is NO chance of the ICO prosecuting anyone for failing to keep data secure, they have no power/s to probe private companies.
There is little chance of the HSE doing anything, they have no staff.
There is totally no chance of the DWP doing anything either (if ever they do), no drive.
Accident reporting is going down, while accidents go up. Nothing new then ?
Less than 50% of RIDDORable accidents get RIDDORed, which means that the "accident"(al) book also gets a similar low amount of entries.

Posted By Amandac
Just to add another dimension to this thread. Think of defending a claim from an IP. When a solicitor requests information in relation to a claim by an IP you will need to provide the information which is legally required. Although they always quote the accident book, company forms are more than acceptable as they do record more information.

Posted By Dr Hugh Brown
You could bypass the manual system and opt for a central software system allowing login from any site and control as defined by you... Google search "SHE Software" and "Optima Diagnostics"

Posted By Tiffany King
It should be accident form but does all the employees know how to fill up & use the form?