SOP for Preparing Incident and Accident Logs

Standard Operating Procedure for Preparing Incident and Accident Logs

1) Purpose

The purpose of this SOP is to provide a structured approach for preparing and maintaining incident and accident logs to ensure accurate documentation, support root cause analysis, and comply with regulatory reporting requirements.

2) Scope

This SOP applies to all workplace incidents and accidents, including injuries, near-misses, and property damage, within the organization. It ensures consistent recording and tracking of these events.

3) Responsibilities

Incident Reporter: Document the initial details of the incident and notify the appropriate personnel.
Safety Officer: Oversee the preparation and maintenance of the incident and accident logs.
Supervisors: Verify incident details and ensure employees understand the reporting procedure.
EHS Manager: Review logs for accuracy, approve corrective actions, and ensure compliance with regulatory standards.

4) Procedure

4.1 Reporting Incidents and Accidents

Immediate Notification:
- All incidents and accidents must be reported immediately to the supervisor or safety officer.

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Complete Initial Report:
- Use the Incident Reporting Form (Annexure 1) to capture details such as date, time, location, description, and involved parties.
Secure the Incident Site:
- Restrict access to the site to preserve evidence for further investigation, if necessary.

4.2 Documenting Incidents and Accidents

Create Log Entries:
- Record each reported incident or accident in the Incident and Accident Log

(Annexure 2) with unique identifiers.

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Include Key Details:

Ensure each entry contains the date, time, location, nature of the event, and immediate actions taken.

Update Regularly:

Update the log promptly with investigation findings, corrective actions, and status of implementation.

4.3 Reviewing and Analyzing Logs

Conduct Regular Reviews:
- Review the logs monthly to identify trends, recurring issues, or high-risk areas.

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Perform Root Cause Analysis:
- Analyze serious incidents to determine root causes and recommend preventive measures.
Prepare Summary Reports:
- Generate quarterly summaries highlighting key findings, trends, and corrective actions for management review.

4.4 Reporting to Regulatory Authorities

Identify Reportable Incidents:
- Determine whether the incident or accident is reportable under local or national regulations.

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Submit Reports:
- Provide necessary details to regulatory authorities within the stipulated timeframe.
Retain Submission Proof:
- Maintain copies of submitted reports and acknowledgment receipts in the compliance folder.

4.5 Maintaining and Archiving Logs

Secure Storage:
- Maintain logs in a secure location, either digitally or physically, to prevent unauthorized access.

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Retention Period:
- Retain logs for a minimum of five years or as required by regulations.
Archive Old Records:
- Archive records older than the retention period in a designated storage system, clearly marked as “Archived.”

5) Abbreviations, if any

EHS: Environmental, Health, and Safety

6) Documents, if any

Incident Reporting Form
Incident and Accident Log
Summary Reports

7) Reference, if any

OSHA Reporting and Recordkeeping Standards
ISO 45001 Occupational Health and Safety Standards
Local Workplace Safety and Health Regulations

8) SOP Version

Version: 1.0

Annexure

Template 1: Incident Reporting Form

   Date  Time  Location  Description  Reported By  
  DD/MM/YYYY  10:30 AM  Warehouse  Forklift Collision  John Doe

Date	Time	Location	Description	Reported By
DD/MM/YYYY	10:30 AM	Warehouse	Forklift Collision	John Doe

Template 2: Incident and Accident Log

   Incident ID  Date  Type  Description  Status  
  INC001  DD/MM/YYYY  Accident  Slip and Fall in Break Room  Closed