Purpose

To ensure all safety incidents and near miss events are reported, documented, and investigated systematically to identify root causes and implement corrective measures, thus preventing recurrence and enhancing workplace safety.

Scope

This procedure applies to all employees, contractors, and subcontractors working on any company project or within company facilities.

Procedure

1. Incident and Near Miss Reporting
   • Immediate Reporting: All incidents and near misses must be reported immediately to the site supervisor or safety officer. If immediate reporting is not possible, the incident must be reported as soon as reasonably practicable.
   • Means of Reporting: Reports can be made verbally in urgent situations, but must be followed up with a written report using the company's Incident Report Form.
   • Details to Include: The report should include:
     • Date and time of the incident or near miss.
     • Location of the incident.
     • Description of what happened.
     • Names and contact information of witnesses.
     • Any immediate action taken (e.g., first aid administered, machinery shut down).
2. Initial Response and Containment
   • Assess the Scene: The first responder or supervisor must assess the scene for ongoing safety risks and take immediate steps to secure the area and prevent further injury or damage.
   • Medical Attention: Ensure that any injured parties receive appropriate medical attention immediately.
   • Secure the Area: Implement temporary controls to secure the area if needed to preserve evidence for the investigation.
3. Investigation Process
   • Appointment of Investigator: Assign a competent person, typically a safety officer or a trained investigator, to lead the investigation.
   • Collection of Evidence: Gather physical evidence, take photographs, and obtain detailed witness statements.
   • Analysis of Events: Use root cause analysis techniques such as the "Five Whys" or fault tree analysis to determine underlying causes.
   • Investigation Report: Compile an investigation report that includes:
     • A detailed description of the incident.
     • The findings regarding the root causes.
     • Recommendations for corrective actions to prevent recurrence.
4. Corrective Actions
   • Development of Action Plan: Based on the investigation findings, develop an action plan that addresses the root causes identified.
   • Implementation of Corrective Actions: Assign responsibilities and timelines for implementing the corrective actions.
   • Follow-Up: Monitor the implementation of corrective actions to ensure their effectiveness and completion.
5. Documentation and Record Keeping
   • Record of Incidents: Maintain a comprehensive record of all reported incidents and investigations in a secure Incident Log, which should be regularly reviewed and analyzed for trends.
   • Confidentiality: Handle all incident reports and investigations confidentially to respect privacy and encourage reporting.
6. Review and Continuous Improvement
   • Periodic Review of Procedures: Regularly review and update the reporting and investigation procedures to reflect any changes in regulatory requirements or operational conditions.
   • Training and Awareness: Provide ongoing training to all employees on the importance of incident reporting and the correct procedures to follow, reinforcing the company’s commitment to a safe working environment.

Conclusion

This procedure ensures that all incidents and near misses are handled with the seriousness they deserve, with a focus on learning and continuous improvement. By systematically reporting, investigating, and addressing the root causes of workplace incidents, the company can significantly enhance its safety performance and prevent future occurrences.

Approved By: ________________________

Date: ________________________

Incident Management