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A complete, same-day accident and incident log is your first line of legal defence and your main evidence if an injury is later disputed in court, by an insurer, or during a CQC inspection. Kept properly, it also exposes patterns (a specific stairwell, shift, or task) early enough to prevent the next injury instead of just recording it.
HSE RIDDOR 2013 (SI 2013/1471): Regulation 4 and Schedule 1 (specified injuries to workers); Regulation 4(2) (over-7-day incapacitation, 15-day online reporting window); Regulation 12 (records, minimum 3 years). HSE guidance 'Specified injuries to workers' (hse.gov.uk/riddor/specified-injuries.htm) and 'What records do I need to keep?' (hse.gov.uk/riddor/what-must-i-keep.htm). UK GDPR / Data Protection Act 2018, Articles 5 and 25 (data minimisation, access limitation). CQC (Registration) Regulations 2009, Regulation 18 (notification of other incidents, 'without delay'). COSHH Regulations 2002, Regulation 11 (health surveillance records kept 40 years from last entry). Limitation Act 1980, sections 11 and 28 (3-year personal-injury limit; for a child it runs from the 18th birthday).
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Good to know
A broken finger is not automatically RIDDOR-reportable. Fractures to fingers, thumbs, and toes are the only fractures excluded from the specified-injury list, so a worker can break a finger and you report nothing, unless it keeps them off their normal duties for more than 7 consecutive days. At that point you have 15 days to report it, counted from the date of the accident, not from day 8. Starting the clock on day 8 is the single most common RIDDOR timing mistake.
Source: HSE RIDDOR 2013 (SI 2013/1471): Regulation 4 and Schedule 1 (specified injuries to workers); Regulation 4(2) (over-7-day incapacitation, 15-day online reporting window); Regulation 12 (records, minimum 3 years). HSE guidance 'Specified injuries to workers' (hse.gov.uk/riddor/specified-injuries.htm) and 'What records do I need to keep?' (hse.gov.uk/riddor/what-must-i-keep.htm). UK GDPR / Data Protection Act 2018, Articles 5 and 25 (data minimisation, access limitation). CQC (Registration) Regulations 2009, Regulation 18 (notification of other incidents, 'without delay'). COSHH Regulations 2002, Regulation 11 (health surveillance records kept 40 years from last entry). Limitation Act 1980, sections 11 and 28 (3-year personal-injury limit; for a child it runs from the 18th birthday).
Good to know
A complete, same-day accident and incident log is your first line of legal defence and your main evidence if an injury is later disputed in court, by an insurer, or during a CQC inspection. Kept properly, it also exposes patterns (a specific stairwell, shift, or task) early enough to prevent the next injury instead of just recording it.
A broken finger is not automatically RIDDOR-reportable. Fractures to fingers, thumbs, and toes are the only fractures excluded from the specified-injury list, so a worker can break a finger and you report nothing, unless it keeps them off their normal duties for more than 7 consecutive days. At that point you have 15 days to report it, counted from the date of the accident, not from day 8. Starting the clock on day 8 is the single most common RIDDOR timing mistake.
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A discharged or depressurised extinguisher found during a real fire is no better than having no extinguisher at all. The monthly visual check catches the common pre-failure states (lost pressure, broken tamper seal, blocked access, overdue service) before they matter, and it gives the responsible person the maintenance records the Regulatory Reform (Fire Safety) Order 2005 requires.
A fire door only works if it closes fully, latches, and seals the gaps; one door that fails to do that lets smoke and fire spread through a building in minutes and removes people's time to escape. These checks catch the specific, common failures (props, blown gaps, missing closers, painted-up seals) that turn a survivable fire into a fatal one.
An under-stocked or expired first aid kit means the person treating an injury reaches for a dressing and finds an empty slot, a perished wrapper, or latex gloves that trigger an allergic reaction. A regular documented check fixes that in advance and gives an HSE or Ofsted inspector evidence that your first aid provision is genuinely maintained, not just present.