Accident Evidence Assistant

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11.46 Accident Evidence Assistant:

1. Every company has a legal and ethical obligation to maintain accident evidence in compliance with ISO 45001 Occupational Health and Safety Standard (OHS). When an accident happens, people may be in a state of distress and need a cool and calm assistant to help them in a pro-active way to record evidence without omissions.

2. Accident evidence does not just record accidents, but all kinds of incidents, trips, spils and potential accidents. When the accident evidence assistant is used on a regular basis, then in an emergency, procedures are well practiced and evidence can be collected in a professional way.

3. Where applicable, accident evidence includes a RIDDOR report to HSE and reports to insurers.

4. Many people may be involved with any accident and each will have a unique experience regarding what they saw and what they did. People are identified by name and further identified by email, phone, address and should consent to their evidence to be used to mitigate a repeat of the accident. Without consent, the evidence is heresay, cannot be verified and should be used with caution.

5. Accident evidence is collated from people who may not have any prior accident experience and may not know what to do and what to say.

6. Accident evidence has considerable benefits when executives take the time to analyse the evidence and devise means to prevent such accidents from ever happening again. An email message or toolbox talk may not be good enough to prevent the same accident happening again - preventative measures are recommended.

7. The online pro-active Accident Evidence Assistant enables many people to contribute in accodance with their unique experiance, and all the evidence is collated for Detailed analysis. The era of the accident book are over now online application services can be used by all people in all places without any physical security and privacy issues.

Glossary:

Accident means any non-conformance incident including harm, injury, trips, spills and potential accidents - anything that should not happen.

Non-Conformance means any incident that is a deviation from the normal documented expected method of working. Every accident is a non-conformance using QMS terminology.

Accident Evidence Assistant means the online service used to collate accident evidence and drive the Accident Procedure in the most effective way. Artificial intelligence is used with a proactive method of working to actively solicit evidence with questions, as well as providing normal data entry forms.

Corrective Action Plan means a documented consequence of every accident to mitigate such an accident in compliance with QMS and OHS.

Root Cause means an activity that happened to cause the accident where if that activity had not happened the accident would not have happened.

Conformance Glossary:

QMS means ISO 9001 Quality Management Standard regarding non-conformance and corrective action plan.

RMS means ISO 31001 Risk Management Standard regarding risk assessments.

OHS means ISO 45001 Occupational Health and Safety Standard regarding hazards and control measures.

Accident Policy:

1. It is a company policy to eliminate, avoid and mitigate accidents.

2. A company policy is to use the documented Accident Procedure below and the online Accident Evidence Service (AES) to manage every accident.

3. Every accident shall have an in-house Health and Safety analyst assigned to ensure that:

(1). All evidence is collated from all the people involved.

(2). A Root Cause is documented.

(3). Risk assessments are reviewed in compliance with ISO 31001 Risk Management Standard.

(4). A Corrective Action Plan is published for management action.

(5). Management take action to deploy the proposals in the Corrective Action Plan.

(6). Management provide adequate staff training to mitigate such accidents.

4. Objective of this Accident Policy is to put in place an Accident Procedure to discover and document the "root cause" so a Corrective Action Plan can be designed to mitigate such an accident.

5. People involved in an accident are provided with the opportunity to document what they saw and what they did, including:

(1). The person or people who were harmed by the accident.

(2). The first responders.

(3). Witnesses who saw the accident or attended the place of the accident.

(4). Medical advice regarding the scope and scale of the injuries or condition.

(5). Engineering advice regarding the place and activities being undertaken.

(6). Any other involved person.

6. Gender; as a generalization, the company is not concerned with a persons gender because all people are treated equally regardless of gender, however where a person thinks that their gender needs to be recorded, then an option is available for the person to express their gender in terms that they choose. Gender is personally identifiable information that is encrypted and made unique so it cannot be stolen or guessed at from the way it is stored.

7. Age; as a generalization, the company is not concerned with a persons age once they are an adult because all people are treated equally regardless of age, however where a person thinks that their age needs to be recorded, then an option is available for the person to express their age in terms that they choose. Age is personally identifiable information that is encrypted and made unique so it cannot be stolen or guessed at from the way it is stored.

8. Consent; of each person involved must be granted to permit their identity to be (1) shared with other involved persons, or (2) kept private to the health and safety analyst or (3) not consent to their identity being documented.

Accident Procedure:

Accidents as defined in the glossary shall be processed by (at least) the following steps:

Step 1. Record the Injured Persons Personal and Contact Details.

Step 2. Record all Contact Details and Information.

Step 3. Record Accident Details.

Step 4. Record Injury Details.

Step 5. Collect Witness Details.

Step 6. Gather Supporting Evidence.

Step 7. Record How the Accident Happened.

Step 8. Record What Caused the Accident.

Step 9. Record What Was Done When Dealing with the Accident.

Step 10. Record What Has Been Done to Prevent Such an Accident Happening Again.

Step 11. Review Risk Assessments.

Step 12. Report the Accident to the HSE as per RIDDOR Requirements.

Step 1. Record the Injured Persons Personal and Contact Details:

1. First and Family name

2. Contact phone number

3. Email Address

4. Postal Address

5. Reason for being at the location

6. Occupation

7. Employee Number (optional)

8. Gender - optional

9. Age or Date of Birth - optional

10. Whether an Injured Person was a member of the public

11. Evidence of what they saw and did.

Step 2. Record First Responder Contact Details and Information:

1. First and Family name

2. Contact phone number

3. Email Address

4. Postal Address

5. Reason for being at the location

6. Occupation

7. Company, Position and Employee Number (optional)

11. Evidence of what they saw and did.

Step 3. Record Accident Details:

1. The date of the accident

2. The time of the accident

3. The location of the accident e.g. area or department

Step 4. Record Injury Details:

1. The type of injury the Injured Person suffered e.g. fracture, laceration, bruising, burn

2. The part of the body injured

3. Whether the Injured Person required hospitalisation or resuscitation

4. Whether the Injured Person was unconscious

5. Whether the Injured Person is an employee and had lost days from work due the accident and how many days

6. Whether the Injured Person taken from the scene by ambulance to hospital

Step 5. Collect Witness Details:

1. First and Family name

2. Contact phone number

3. Email Address

4. Postal Address

5. Reason for being at the location

6. Occupation

7. Company, Position and Employee Number (optional)

8. Evidence of what they saw and did.

Step 6. Gather Supporting Evidence:

1. Upload CCTV footage

2. Take and uplocate Photographs

3. Extract applicable Training Records

4. Extract applicable Health and Safety Check Records

5. Extract applicable Cleaning and Attendance Logs

Step 7. Record How the Accident Happened:

1. How did the injury occur?

2. Was there anything unusual or different about the working conditions?

3. What personal protective equipment was being worn at the time of the accident?

4. What work process or activity was being carried out at time?

5. What equipment was being used at the time?

6. What were the events that led up to the accident?

Step 8. Record What Caused the Accident:

1. Was the Injured Person a new employee?

2. What suitable training had the Injured Person had to carry out the task?

3. Was it due to human error?

4. Did the Injured Person have a lapse in concentration?

5. Was the accident due to faulty equipment?

6. Was the Injured Person fatigued or stressed?

7. Is there a preventive maintenance program in place?

8. Was the Injured Person following the correct health and safety procedures?

Step 9. Record What Was Done When Dealing with the Accident:

1. Was first aid was administered?

2. What first aid was administered?

3. Was an ambulance called?

4. How was the area made safe?

5. What had been done directly after the accident happened?

6. Has an insurance claim been made - when will a claim be made - why not?

Step 10. Record What Has Been Done to Prevent Such an Accident Happening Again:

1. Have any training needs been identified?

2. Has a plan been put in place for corrective action?

3. How will your preventative measures stop future occurrences of the accident?

Step 11. Review Risk Assessments:

1. Review and update any relevant risk assessments to reduce the risk of re-occurrence.

2. Record within your accident report which risk assessments have been reviewed.

3. Risk assessments can be created electronically using the Risk Management Service and reviewed and updated on-line.

4. This has all the added benefits of notifications, monitoring and reporting that the on-line risk management service has to offer.

Step 12. Report the Accident to the HSE as per RIDDOR Requirements:

1. If the accident meets the RIDDOR criteria then it will need to be reported to the HSE via their web site.

2. The accident report can be used as a reference to complete the on-line forms and then as reference to any possible future investigation.

Appendix

A1. Data Structure:

1. A three tier data structure is mandated and that excludes other documents such as the Corrective Action Plan, revised Risk assessments and minutes of meetings.

2. The primary data object is "accident" with a glyph as "B51". An accident may involve any number of people.

3. The secondary data object is "person" with a glyph as "B52". A person may write any number of evidence lines.

3. The tersary data object is "evidence" with a glyph as "B53". Each evidence line may include an uploaded photo or documented evidence.

B51. Accident Data Object:

04. Accident key.

17. Last Changed date and time and person.

20. Authored date and time and person.

23. Status:.

23. Date of the accident.

24. Time of the accident.

25. Days of incapacity: Low (less than 3 days incapacity), Medium (3 to 7 days incapacity), High (more than 7 days incapacity).

26. Public harmed: Yes, No.

27. Injury Type: Fracture, Cut, Bruising, Burn, Crushed, Amputation, Death.

28. Injury Part of Body: Hand, Arm, Foot, Leg, Head, Body.

29. Injury Scale: Hospitalisation, Resuscitation, Local First Aid.

30. Injured Unconscious: Yes, No.

31. Ambulance Called: Yes, No.

32. Appropriate PPE: Yes, No, Not-applicable.

33. Appropriate Control Measures: Yes, No, Not-applicable.

34. Appropriate Risk Assessment: Yes, No, Not-applicable.

35. Unusual Weather: Yes, No.

36. Was First Aid Provided: Yes, No.

37. Insurance Claim: Yes, No.

38. Corrective Action Plan published: Yes, No.

41. Title of accident: as type of accident and place without a persons name.

42. Place of the accident.

43. Root Cause.

44. How was the area made safe.

B52. Person Data Object:

Any number of people may be involved in the accident.

04. Accident key.

05. Person key.

17. Last Changed date and time and person.

20. Authored date and time and person.

23. Consent: NONE, private, shared.

24. Involvement: harmed, responder, witness, attended.

25. Persons name.

26. Persons email.

27. Persons phone.

28. Persons address.

29. Gender option.

30. Age option.

31. Reason of involvement.

32. Occupation.

33. Company.

34. Position.

B53. Evidence Data Object:

Any number of lines of evidence may be gathered and sorted into any sequence for each person involved in the accident.

04. Accident key.

05. Person key.

06. Evidence key.

17. Last Changed date and time and person.

20. Authored date and time and person.

23. Evidence Line Sequence.

24. Evidence Line.

25. Upload Date and Time.

26. Upload File (photo or report).

Document Control:

1. Document Title: Accident Evidence Assistant.

2. Reference: 161147.

3. Keywords: Accident Evidence Assistant.

4. Description: Accident Evidence Assistant.

5. Privacy: Public education service as a benefit to humanity.

6. Issued: 24 Oct 2017.

7. Edition: 1.4.