Rank: New forum user 
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We retain a hard copy of Accident Reports. We also scan a copy and add to an electronic folder with all related investigation information.
We have always done it this way, I think because we believed the HSE insisted on it. I have looked through the HSE website and can't find any reference to this.
Can anyone clear this up for me (getting rid of this duplication would be very useful) - thanks in advance.
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Rank: Super forum user
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Hi Archibold RIDDOR Regulation 12 requires the keeping of records of "reportable" accidents and other events + some other events that are not "reportable" ("over 7 day injury accidents"). + that these records must be retained for 3 years. What RIDDOR doesn't stipulate is the format in which a record has to be kept and these days most things are stored electronically. So, it is up to you to decide whether your back up for electronic records is sufficiently robust. If you decide that it is, may be time to ditch the paper. BUT your insurers (and other stakeholders - e.g. some clients) may have other ideas.
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 2 users thanked peter gotch for this useful post.
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Rank: Forum user
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In my last 3 roles we have only had online reporting and no hard copy. The only paper work being any investigation that took place and records, all of which were then scanned and attached to the said online report. If you have faith in the robustness of your online reporting system then I would move away from paper based.
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2 users thanked JamesClifford for this useful post.
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Rank: Forum user
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Why ever would a body that sells accident books insist on keeping manual paper records? Peter and James are right. Both RIDDOR and the Social Security Regs require recording but how appears to be up to us. In my last three long-term roles – local authority, multinational manufacturer and now large(ish) charity it’s been electronic for years. On the rare occasions a RIDDOR has been followed up I’ve supplied pdf’s extracted from the electronic systems and that’s been acceptable. Same when system has been shown to insurers. On the matter of “robustness” of data storage, how many people keep paper accounts these days? I do have a nostalgia for checking the old paper BI 510 every morning, opening it up, and… “9.00 accidentally stapled own finger” then turning to the next page… “9.15 accidentally stapled own finger again showing someone how I did the first time”.
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2 users thanked DH1962 for this useful post.
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