Rank: New forum user 
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Hello Guys and Girls
Is there such a thing, my company is at several locations with some supervisors only having a laptop to enable to do reports etc whilst on site....would I be able to do a template so the accident can be logged, printed off, signed then scanned to PDF then it can be kept in a locked file on the computer.....I only ask because one of our main contractors is grumbling
Tillie
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Rank: Super forum user
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In short yes you can. There is no legal requirement to use an accident book as such. The law requires you to record all the elements that the accident book would, and please remember the needs of the DPA when establishing your electronic system.
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Rank: New forum user
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Thanks Bob
I kept the question short as I think it will be the answer.I have been arguing all day about it and just needed someone else to say yes :)
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Rank: Super forum user
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what is your contractor grumbling about noting that their accidents are their accidents and not yours so they should be able to do their own thing [this is a general comment not knowing the detail]
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Rank: Super forum user
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Not stricly true bob, the person controlling the premises has the legal duty to record accidents, not only to his staff but contractors working on his site and visitors. There is a need to share the accident report with the persons employer or the person if self employed or a visitor. The duty to investigate rests with the premises owner/controller to ensure they are recorded because leaving it to other would mean the accident won't get recorded anywhere.
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Rank: Super forum user
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Never forgetting the right of the person whose detail has been recorded to have access to the data.
Accident investigation detail should not be included.
Unless you are considering refusing a subject access request ?
Most employers use the electronic recording to keep the detail from the people concerned.
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Rank: Super forum user
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The original question was about recording accident dat onto a computer system and not the investigation part of the process. The accident data can be recorded and access given to it by printing it out and giving it to the subject person. The investigation must be recorded but the findings etc are not directly divulgent to anyone as the investigation belongs to the employer. This is normal,practice and does not breach the DPA.
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Rank: Super forum user 
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So............you restrict ( via computer "ownership"/access to database) who can make an entry into the company accident book.
I thought whatever system used has to be available to all employees.
I think I'd be grumbling too!
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Rank: Super forum user
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walker, you dont restrict anyone from making an entry, you set up a system that records the accident whilst protecting the personal infomation about a person. If you had a paper system the report is torn out and submitted to the person responsible who has to keep the individuals confidentiality intact. There is no restriction on who can make an entry simple controlling those entries is paramount.
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Rank: Super forum user
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At my previous employment location access to the written record, for entries, was restricted to management.
Because some entries were "not correct" (ie: employee being overcome by fumes while welding heavily painted metal with no rpe)
The book was then filled only by lower management.
They didn't even let me see my own entries until I used the subject access provisions of the dpa....
When it went onto computer the pc was password protected......fortunately only at the user level so access was easy from boot-level....
In the end they just locked the book away......then someone had a word with the hse...and not just about the "book" but about their no-rpe policy and "we ain't wasting money heating the place then leaving doors open" policy towards ventilation.
Lots of money wasted on company sports cars and top-of-the-range 4WDs' though.
Doncha just like small companies ?
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Rank: Super forum user
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There must be access for anyone to make an entry so the system needs to have an open access to allow entries to be made. The information after the entry stage must be kept confidential. Simply like having a paper based system and tearing the page out and forwarding it to the person who maintains them such as the HR director. To have a computer based system that keeps everyone out is wrong.
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