Accident Reporting and First Aid Records - UK Best Practice

  • 4 min reading time

Accidents and near misses can happen in any workplace. To meet UK Health and Safety (First-Aid) Regulations 1981 and RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013), employers must keep accurate records of workplace incidents and first aid treatments. This guide explains what to record, how to store it securely, and who’s responsible for managing workplace accident books and first aid logs.

Why Accurate Record-Keeping Matters

  • ✅ Ensures legal compliance with HSE and RIDDOR.
  • ✅ Helps identify recurring hazards and improve safety measures.
  • ✅ Provides evidence in the event of insurance or legal claims.
  • ✅ Encourages transparency and accountability within the workplace.

For related guidance, see our Appointed First Aiders Guide and Workplace First Aid Posters Guide.

What Should Be Recorded in a First Aid Log

The HSE recommends that a First Aid Record Book or Accident Book (B1510) includes the following information:

Information Type Details to Record Why It Matters
Date, Time, and Location When and where the incident occurred, including department or area. Helps identify recurring risks or unsafe conditions.
Injured Person’s Details Name, job title, and contact details (kept confidential). Allows follow-up and supports duty of care obligations.
Nature of Injury or Illness Describe the injury or symptoms (e.g., “cut to hand,” “burn on forearm”). Provides clarity for reviews and pattern analysis.
Treatment Given Type of first aid administered and by whom. Ensures accurate first aid activity tracking.
Follow-Up Actions Any referrals, medical attention, or corrective measures taken. Demonstrates proactive safety management.
Name of First Aider Record the name and signature of the person giving aid. Provides accountability and verification.

Who Can Access the Accident Book?

Accident records must be confidential. Only authorised personnel should have access, such as:

  • Designated first aiders or appointed persons.
  • Health and safety managers responsible for compliance.
  • Senior management, if follow-up or investigation is required.

Employees can view entries about themselves but not others, in line with the UK GDPR and Data Protection Act 2018.

How Long to Keep First Aid Records

HSE recommends that all first aid records be kept for at least three years after the incident. If the injury is reportable under RIDDOR, additional records may need to be retained longer for legal and insurance purposes.

Reporting Serious Incidents (RIDDOR)

Under RIDDOR, certain types of injuries, diseases, and dangerous occurrences must be reported to the HSE. These include:

  • Fractures (except fingers, thumbs, or toes)
  • Serious burns or loss of consciousness
  • Injuries leading to more than 7 days’ absence from work
  • Deaths and dangerous near-miss events

You can report incidents directly at HSE’s online RIDDOR reporting portal.

Where to Keep Accident and First Aid Books

  • 📚 Keep one in your first aid room or near your main first aid board.
  • 🔐 Store securely in a cabinet or digital system with restricted access.
  • 🧾 Review entries monthly to identify recurring hazards or unsafe trends.

Digital Record-Keeping

Many employers now use secure digital systems to record accidents and near misses. These offer advantages such as automatic RIDDOR alerts, audit trails, and safer data management — provided they comply with GDPR and HSE standards.

Accident & First Aid Records — FAQ

Is an accident book a legal requirement in the UK?
Yes. All workplaces must have a method for recording injuries, and most use the official Accident Book (B1510) to meet HSE standards.
How long must I keep first aid records?
For at least three years from the date of the incident, or longer for RIDDOR-reportable cases.
Can accident books be digital?
Yes. Electronic systems are acceptable if they’re secure, backed up, and GDPR-compliant.
Who can access first aid records?
Only authorised personnel such as first aiders, H&S managers, or senior staff — not the general workforce.
What information goes in an accident report?
Include the date, time, name, injury type, treatment given, and the first aider’s signature.
What’s the difference between RIDDOR and a first aid log?
RIDDOR covers serious reportable incidents to the HSE, while a first aid log records all minor injuries and treatments internally.

 

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