Incidents and unexpected events are an inevitable part of any workplace. Filing a workplace incident report is essential for documenting these occurrences, improving safety, and meeting legal obligations. A comprehensive and accurate report can identify root causes, suggest corrective actions, and help prevent future incidents. This guide will walk you through the purpose, legal requirements, and steps to creating an effective incident report.
Understanding the Purpose of an Incident Report
An incident report document must be completed for any unexpected event in the workplace, whether it causes injury or damage or simply has the potential to do so. These reports are critical for:
- Improving Workplace Safety: Recording incidents helps identify hazards and implement measures to address them, creating a safer work environment.
- Ensuring Legal Compliance: In South Africa, the Occupational Health and Safety (OHS) Act requires employers to investigate all incidents and report specific incidents as per Section 24 of the OHS Act to authorities and maintain records for compliance.
- Providing Insight for Incident Management: An incident report allows organisations to analyse contributing factors, develop preventative strategies, and enhance safety protocols.
By including relevant details such as the type of incident, contributing factors, and recommendations, incident reports play a vital role in fostering a proactive safety culture.
Legal Requirements for Incident Reporting
South African employers are legally obligated to adhere to specific incident reporting requirements outlined in the OHS Act:
- Section 24 of the OHS Act:
This section mandates that incidents involving workplace injuries, machinery, or plant operations must be reported to an inspector within a prescribed timeframe. - General Administrative Regulations Section 9:
Employers must use Annexure 1 to record all incidents and retain these records for at least three years. This form includes sections for describing the incident, identifying causes, and recommending corrective actions.
Failure to comply with these regulations can result in penalties, making it critical for businesses to follow the prescribed reporting process diligently.
Steps to Writing an Effective Incident Report
An effective incident report requires attention to detail and a systematic approach. Follow these steps to ensure accuracy and compliance:
1. Gather Information
Record the date, time, and location of the incident, take photos as well as the names of individuals involved or affected. Note any injuries or damages that occurred.
2. Document Witness Statements
Collect detailed accounts from witnesses. Include their contact information and their description of the sequence of events leading to the incident.
3. Describe the Incident
Write a clear and concise narrative of what occurred, covering:
- The type of incident (e.g., injury, property damage, or near miss).
- The events leading up to the incident.
- Environmental conditions, such as poor lighting or slippery floors, that may have contributed.
4. Identify Root Causes
Analyse the evidence to uncover underlying causes, such as unsafe practices, faulty equipment, or lack of training.
5. Recommend Corrective Actions
Propose measures to address the root causes and prevent similar incidents in the future. Examples include enhanced employee training, equipment maintenance, or updated safety procedures.
Annexure 1 – DOEL – Workplace Incident Report – Annexure 1
The Annexure 1 document below is copied directly from the General Administrative Regulation
| ANNEXURE 1OCCUPATIONAL HEALTH AND SAFETY ACT, 1993(ACT NO 85 OF 1993)REGULATION 9 OF THE GENERAL ADMINISTRATIVE REGULATIONSRECORDING AND INVESTIGATION OF INCIDENTS | ||||||
| A. RECORDING OF INCIDENT | ||||||
| 1. Name of employer | ||||||
| 2. Name of affected person | ||||||
| 3. Identity number of affected person | ||||||
| 4. Date of incident | ||||||
| 5. Time of incident | ||||||
| 6. Part of body affected | Head | Neck | Eye | |||
| Trunk | Finger | Hand | ||||
| Arm | Foot | Leg | ||||
| Internal | Multiple | |||||
7. Effect on person | Sprains or strains | Contusion or wounds | Fractures | |||
| Burns | Amputation | Electric shock | ||||
| Asphyxiation | Unconsoiusness | Poisoning | ||||
| Occupational Disease | ||||||
8. Expected period of disablement | 0-13 days | 2-4 weeks | 4-16 weeks | |||
| 16-52 weeks | 52 weeks or permanent disablement | Killed | ||||
9. Description of occupational disease | ||||||
| 10. Machine/process involved/type of work performed/exposure** | ||||||
| 11. Was the incident reported to the Compensation Commissioner and Provincial Director? | Yes | No | ||||
| 12. Was the incident reported to the police?* | Yes | No | ||||
| 13. SAPS office and reference | ||||||
| * To be completed in case of a fatal incident. | ||||||
| ** In case of a hazardous chemical substance, indicate substance exposed to. | ||||||
| B. INVESTIGATION OF THE ABOVE INCIDENT BY A PERSON DESIGNATED THERETO | ||||||
| 1. Name of investigator | ||||||
| 2. Date of investigation | ||||||
| 3. Designation of Investigator | ||||||
4. Short description of incident | ||||||
5. Suspected cause of incident | ||||||
| 6. Recommended steps to prevent a reoccurrence | ||||||
Signature of Investigator | ||||||
| Date | ||||||
| C. ACTION TAKEN BY EMPLOYER TO PREVENT THE REOCURRENCE OF A SIMILAR INCIDENT | ||||||
Signature of Employer | ||||||
| Date | ||||||
| D. REMARKS BY HEALTH AND SAFETY COMMITTEE | ||||||
| Signature of Chairperson of Health and Safety Committee | ||||||
| Date | ||||||
Incident Report Sample or Incident Report Example
Below is an “Incident Report Sample” or “Incident Report Example” that could be used as a starting point and then built on and included with or to the DOEL Annexure 1, to end up with a comprehensive workplace incident report.
| Incident Investigation Report Form | |||||||||||||
| Date of the Incident: | |||||||||||||
| Location of the Incident: | |||||||||||||
| Investigator Names: Employer:Employee:H&S Representative: | |||||||||||||
| Injured Persons name: | |||||||||||||
| Type of Injury to person | Sprains and strains | Contusion or wounds | Fracture | Burns | Amputation | ||||||||
| Electric shock | Asphyxiation | Unconsciousness | Poisoning | Occupational Disease | |||||||||
| Other: | |||||||||||||
| Part of body affected / injured | Head or neck | Eye | Trunk | Finger | Hand | ||||||||
| Arm | Foot | Leg | Internal | Multiple | |||||||||
| Expected period of disablement | 0 – 13 days | 2 – 4 weeks | >4 – 16 weeks | >16 – 52 weeks | >52 weeks or permanent disablement | Killed | |||||||
| Brief explanation of what happened at the incident: | |||||||||||||
| The nine steps that should be followed or complete during an Incident Investigation:1: Immobilise the scene 2: Prepare for the investigation3: Collect evidence4: Analyse evidence5: Identify the root cause6: Implement control measures7: Formulate the report8: Communicate the report to the employer and DOL9: Follow up | |||||||||||||
| Who reported the incident: | |||||||||||||
| Evidence Collected on scene: | |||||||||||||
| Were there witnesses, who, contact details and what did they say: | |||||||||||||
| What were the sequence of events leading up to the incident: | |||||||||||||
| What is the root causes of the incident: | |||||||||||||
| What control measures can be implemented: | |||||||||||||
| Additional information: | |||||||||||||
| Was the incident reported to the police or other authorities? | Yes | No | |||||||||||
| Date of the incident investigation report completion: | |||||||||||||
| Investigator Signatures: | |||||||||||||
| OHS Manager & Chairperson Signatures | |||||||||||||
Common Mistakes to Avoid in Incident Reporting
Even a well-intentioned incident report can fail if common mistakes are made. Avoid these pitfalls:
- Incomplete Details: Missing key facts, such as the exact location or specific injuries sustained, reduces the report’s effectiveness.
- Unclear Narratives: Ambiguity in describing the incident can hinder analysis and lead to incorrect conclusions.
- Failure to Follow Up: Without implementing the recommended actions, similar incidents may recur.
Utilising incident report templates can help standardise reporting, ensuring consistency and thoroughness.
Conclusion: The Role of Incident Reporting in Workplace Safety
Filing a workplace incident report is more than just a regulatory requirement; it is a critical step in fostering a safer work environment. By documenting incidents thoroughly, identifying root causes, and implementing corrective actions, organisations can prevent future incidents and demonstrate a commitment to employee well-being.
Take the next step: Enroll your team in Absolute Health Services’ incident investigation training to improve their skills in incident reporting and prevention. Ensure your workplace is prepared to handle unexpected events effectively.
