This article provides and up to date look at the simple but very important Accident Book and your obligations with regards to recording and retaining information on workplace accidents. 

All firms with more than 10 employees are required to keep a record of accidents. This is a requirement of the Social Security (Claims and Payments) Regulations 1979. Previous legislation requiring certain other firms to keep an accident book remains in force. Other organisations may also require the collection and retention of information about accidents e.g. Commission for Social Care Inspection (CSCI). 

The Department of Work & Pensions determined that the old version of the accident book (the BI 510) did not comply with data protection legislation since users could read personal information contained in previous entries. The DWP and HSE worked on a revision of the document which was launched in 2003. 

The new booklet is designed so that an individual making an entry is unable to access details of previous entries. This is achieved by using a stapled/perforated format.Each individual report can be removed once completed and stored separately.The new version of the Accident Book came into use in 2004. 

The revised document displays a shift in emphasis to include prevention as well as the recording of accidents. There is basic first aid advice and information on employer's duties under RIDDOR. The Accident Book is also accompanied by a complimentary copy of a new leaflet "An introduction to Health and Safety” (INDG259). 

Alternative Recording Approaches

It is possible to replace the BI 510 Accident Book with an alternative recording system such as one’s own computer systems. However, alternative systems must, as a minimum, contain the same information as the BI 510 although they can hold more data. Any alternative approach must comply with the Data Protection Act. 

Storage and Retention Procedures

The traditional practice of placing a copy of the Accident Book in the First Aid room or a suitable location near to the shop floor is no longer acceptable. Employers must establish a system for the control of accident reports in order to achieve confidentiality requirements. After a report has been completed it should be removed from the Accident Book and handed to a suitable nominated person for filing in a safe and secure place. 

Accident Recording and Analysis

The recording of accidents is a vital activity for all employers. 

It is good practice to monitor the number and type of accidents that are recorded.The number and pattern of accidents will provide an indication of what circumstances/activity or equipment is causing accidents and indicates whether risks are being adequately controlled. 

An increase in eye injuries in a workshop environment may indicate that the rules regarding the wearing of eye protection are not being followed. Alternatively it might be that the right type of eye protection is not being provided. 

An increase in back injuries might be indicative of a need for retraining, that goods have started to arrive in larger or heavier sizes or that mechanical handling equipment is defective or broken. 

Accident Investigation

The examples above indicate that reporting of accidents is an important first step – but it must be accompanied by investigation in order to determine the true, underlying cause in order that suitable controls can be developed and implemented.  

RIDDOR

Certain types of injury have to be reported to the enforcing authorities – the HSE or the Local Authority. The types of injury are set out in the Reporting of Injuries and Dangerous Occurrences Regulations 1995. Please refer to Hardfacts 6012 for further information. 

Key Action Steps

• Purchase copies of the Accident Book
• Draw up and implement a suitable procedure for managing accident reports
• Nominate suitable individual(s) who will receive accident reports for secure storage
• Monitor accidents to spot trends
• Investigate accidents to determine the underlying cause
• Frame and implement suitable controls to prevent reoccurrence.
• Ensure compliance with RIDDOR

We hope this article was useful and if you require any more information on this topic please do not hesitate to contact David Jacobsen (Claims Manager) on This e-mail address is being protected from spambots. You need JavaScript enabled to view it or 020 7330 8716.