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.
For related guidance, see our Appointed First Aiders Guide and Workplace First Aid Posters Guide.
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. |
Accident records must be confidential. Only authorised personnel should have access, such as:
Employees can view entries about themselves but not others, in line with the UK GDPR and Data Protection Act 2018.
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.
Under RIDDOR, certain types of injuries, diseases, and dangerous occurrences must be reported to the HSE. These include:
You can report incidents directly at HSE’s online RIDDOR reporting portal.
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.
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