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What accident records do I need to keep?

What records do I need to keep?

You must keep a record of any reportable injury, disease or dangerous occurrence. This must include the date and method of reporting; the date, time and place of the event; personal details of those involved; and a brief description of the nature of the event or disease.

You can keep the record in any form you wish but data protection law means that personal information must be kept secure. You could, for example, choose to

keep your records by:

  • keeping copies of completed report forms in a file;
  • recording the details on a computer;
  • in the case of accidents using your Accident Book entry;
  • maintaining a written log.

Accident records are sensitive data and they must not be seen by other members of staff.

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How long do I need to keep them?

You must keep the record for at least three years from the date on which it was made.

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Do I need to keep an accident book?

Under health and safety legislation you must keep a record of any reportable injury, disease or dangerous occurrence. You can keep the record in any form you wish however you may choose to keep your records using an Accident Book that complies with the Data Protection Act.

If you have 10 or more employees it is a legal requirement under the Social Security Administration (NI) Act 1992 and Social Security (Claims and Payments) Regulations (Northern Ireland) 1997 to keep an accident book.   

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Where can I get an accident book?

You can buy an accident book that complies with the Data Protection Act from ‘The Stationery Office’ (TSO). To order an accident book you can contact The Stationery Office by:

Phone:          0870 600 5522

Email:           customer.services@tso.co.uk

Online at:      www.tsoshop.co.uk/bookstore/niaccidentbook

Please ensure that when ordering your accident book that you are purchasing the Northern Ireland version. The Northern Ireland version is blue and can be identified by the following ISBN number - ISBN 9780337086588.

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