A contemporaneous written record of every accident, injury, or near miss, required by law and the foundation of any RIDDOR report to the HSE. Without it, you have no defence against a civil claim, no evidence for your insurer, and no way to demonstrate you investigated and acted: a gap an HSE inspector will treat as proof of a failed safety management system.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471), Regulations 4, 5, 6, 7, and 12, and Schedule 1 Part 2; Health and Safety at Work etc. Act 1974, section 2(1); Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), Regulation 5; Social Security Administration Act 1992 (accident book duty); Limitation Act 1980 (civil claims retention context)
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Good to know
Under RIDDOR 2013 Regulation 12, you must retain records of all reportable incidents for at least three years from the date the record was made. However, because the Limitation Act 1980 allows personal injury claims to be brought up to three years from the date the claimant became aware of their injury (which can be much later), the HSE and most insurers advise retaining accident records for a minimum of six years, and up to 21 years where the injured person was under 18 at the time.
Source: Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471), Regulations 4, 5, 6, 7, and 12, and Schedule 1 Part 2; Health and Safety at Work etc. Act 1974, section 2(1); Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), Regulation 5; Social Security Administration Act 1992 (accident book duty); Limitation Act 1980 (civil claims retention context)
Good to know
A contemporaneous written record of every accident, injury, or near miss, required by law and the foundation of any RIDDOR report to the HSE. Without it, you have no defence against a civil claim, no evidence for your insurer, and no way to demonstrate you investigated and acted: a gap an HSE inspector will treat as proof of a failed safety management system.
Under RIDDOR 2013 Regulation 12, you must retain records of all reportable incidents for at least three years from the date the record was made. However, because the Limitation Act 1980 allows personal injury claims to be brought up to three years from the date the claimant became aware of their injury (which can be much later), the HSE and most insurers advise retaining accident records for a minimum of six years, and up to 21 years where the injured person was under 18 at the time.
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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.