Rank: Forum user 
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All,
Does anyone know where it categorically states you must have a physical hard copy accident book on site?
We ensure that people have access to a method of entering accident data (in line with what information in the hard copy books held) on our secure online database. Surely in this day and age this is sufficient....or does anyone disagree?
I'd like to know because we have been challenged on this and told we need to have a paper based system.
Cheers
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Rank: Super forum user 
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It doesn't
trying to track down the exact legislation is a nightmare - it's burried somewhere in the social security act - there is an amendment that says what should be recorded, but it's hard to find
http://www.legislation.g...ies-benefit-only/enacted
was all I could find in the 10 seconds I spent looking :)
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Rank: Super forum user
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to clarify - I agree with you - doesn't need recording in a paper book, just recording to the requirements of SSA and DPA
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Rank: Super forum user
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The company I work for wrote to the Dept of Work & Pensions to ask exactly that and to see if the in house software was good enough. Short answer is they confirmed that our electronic version was suitable after checking what we record, how we protect data and how data is stored - we do not keep paper copies any more. So, contact DWP and ask them
Jim
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Rank: Super forum user
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Never forgetting the subject access provisions apply......
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Rank: Super forum user 
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johnmurray wrote:Never forgetting the subject access provisions apply......
But they apply equally to paper and to electronic records, don't they?
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Rank: Forum user 
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Electronic accident books may be used by companies to record workplace accidents and incidents, so long as the following 3 main points are considered:-
* The electronic system allows an audit trail indicating who has made any amendments or deletions of reports, to prevent unauthorised alterations or deletions.
* The information is readily accessible to safety representatives and enforcement Inspectors (from the environmental health department of the local council, or HSE) at the premises being inspected. This may be achieved by allowing limited access to a central database to access all reports applicable to a specific premises only for businesses with several premises nationwide.
* The system is secure to prevent unauthorised access eg. is password protected
An employer may use an alternative to the BI510, including self-designed versions. However, alternatives must comply with legal requirements by following the same format as the BI510. In other words, they must ask the person making an entry to provide the following information:
• Full name address and occupation of the injured person
• Date and time of the accident
• Place where the accident happened
• Cause and nature of the injury
• Name, address and occupation of the person giving the notice (if other than the injured person)
Employers must submit self-designed Accident Books to the DWP for approval.
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Rank: Forum user
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I have used an electronic on line system for over 10 years now with no issues. It also satifies the fact of keeping documents of minors accidents safe until they have left Full Time Education.
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Rank: Super forum user
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achrn wrote:johnmurray wrote:Never forgetting the subject access provisions apply......
But they apply equally to paper and to electronic records, don't they?
Yes.
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Rank: Super forum user
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The One wrote:Electronic accident books may be used by companies to record workplace accidents and incidents, so long as the following 3 main points are considered:-
* The electronic system allows an audit trail indicating who has made any amendments or deletions of reports, to prevent unauthorised alterations or deletions.
* The information is readily accessible to safety representatives and enforcement Inspectors (from the environmental health department of the local council, or HSE) at the premises being inspected. This may be achieved by allowing limited access to a central database to access all reports applicable to a specific premises only for businesses with several premises nationwide.
* The system is secure to prevent unauthorised access eg. is password protected
An employer may use an alternative to the BI510, including self-designed versions. However, alternatives must comply with legal requirements by following the same format as the BI510. In other words, they must ask the person making an entry to provide the following information:
• Full name address and occupation of the injured person
• Date and time of the accident
• Place where the accident happened
• Cause and nature of the injury
• Name, address and occupation of the person giving the notice (if other than the injured person)
Employers must submit self-designed Accident Books to the DWP for approval.
Where is this info from?
The more I dig the more dead ends I find with this question :)
the DWP have some freedom of information request responses from 2011 - stating who should be contacted for own system approval - but equally I have been told in the past as long as the system
a) complies with the requirements of the SSA
b) complies with DPA
approval is no longer required - it's hard to find an absolute answer from a government source, and harder to find out how to get approval if it is needed.
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Rank: Super forum user 
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Environmentally sound but if you must, use a printer
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Rank: Super forum user
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It's always been my understanding that as long as you record at least the same information as the BI510 asks for, you can use your own system, be that paper or electronic, but also of course complying with the requirements of the dreaded Data Protection Act. The statutory accident book just provides a minimum standard of information if you don't have anything better in place. Running both a statutory accident book and an internal reporting form doesn't make much sense, just combine the two in one internal system.
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Rank: Forum user 
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The MOD is almost exclusively electronic - if that helps...
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Rank: Forum user
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I am trying to find contact details for the DWP to seek approval for the use of our internal electronic accident reporting form instead of the BI510 but have not been able to find an email address to request this.
Can anyone help?
Many thanks.
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Rank: Forum user
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Rank: Forum user
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We have just transferred to an online system rather than paper based, not only for sustainability (paper reduction) but its easier to track accident/incident reports online and their associated investigation and action plan.
As long as you have recorded the information (by paper or electronic) you are fine! Most places are now moving to electronic reporting systems that I have spoken to.
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Rank: Super forum user 
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Some years ago I remember having to provide copies of the BI510 to the DSS as was ( two occasions). I don't know if they still request such things but I guess you may need to be able to print if necessary.
Chris
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Rank: Forum user 
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My employer has had an electronic "accident book" since years and the regulator is happy with it.
Hope this is useful.
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