Rank: Forum user 
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Hi. This may only be a bit of internal politics, but wouldn't mind some opinions on this. Our current accident report forms state that the original copy goes to the IP and a copy to us (H&S dept). Can anyone see an issue with the 3rd going in the IP's personel file or even other copies being held by managers / area managers etc.
I guess the question is at what point would the form breach data protection?
I would be intrested to see how other companies do this.
Thanks
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Rank: Super forum user
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They DPA allows for copies to be retained by whatever parties agree to it or those the company speicies. It uis important that the data subject knows and agrees to others keeping copies. That must however be for specific reasons and not just keeping them for the sake of it. In my last job we held only one copy on the personal file of the individual concerned. A spearate annonimous record was held by myself as the safety advisor for collection of statistics etc. The accident book has tear out pages so the accident book holds no details other than the overall number of reports as each one is numbered. Your question about when it would breach the DPA is firstly you need the IP to agree to the data being held and therefore available for others to read. As an aside what data protection categories are you registered with the data commissioner for?
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Rank: Super forum user
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We recently changed our accident / incident report form to remove the need for any accident data to be duplicated on it. All accident data is retained in the accident book, with only the accident book report number being recorded on the report form.
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Rank: Forum user
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Thanks for the replies.
Bob, you answer the question perfectly. This is exactly what I needed to know. It's all about where the IP knowing where the data is being stored and why.
Guru, intresting point. I will bring up at our next meeting and perhaps look at your idea.
Thanks for your help.
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Rank: Forum user
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Guru. I do not believe that you should retain the information in the accident book. That is why it is perforated. I also believe that this is against the Data protection Act as anybody will be able to access the IP's information and personnel details. I would certainly check on that if I were you.
Les
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Rank: Super forum user
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Sorry wrong choice of words, the accident book will be used to document the event and the slip removed from the accident book and filed away.
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