Workplace Accident Records: What to Keep and for How Long

Every employer in the UK must keep records of workplace accidents and injuries. Even if an incident doesn't need reporting to the Health and Safety Executive (HSE) under RIDDOR, you still have a legal duty to record it internally. Understanding what to record, how to record it, and how long to keep records is essential for legal compliance, insurance claims, and effective safety management.

Why keep accident records?

Workplace accident records serve multiple important purposes beyond legal compliance.

Legal compliance

You must keep accident records by law. The Social Security (Claims and Payments) Regulations 1979 require employers to maintain records of workplace accidents and injuries.

Failure to keep adequate records is a breach of health and safety law and can result in:

• Fines and prosecution
• Enforcement notices from HSE
• Increased scrutiny during inspections
• Difficulty defending liability claims

Insurance and compensation claims

Accident records are essential for:

• Supporting insurance claims
• Defending personal injury claims
• Providing evidence for industrial injury benefit claims
• Demonstrating what happened when memories fade

Without proper records, you may struggle to defend against claims or prove what control measures were in place.

Safety management and prevention

Good accident records help you:

• Identify trends and patterns
• Spot recurring problems
• Target prevention efforts effectively
• Demonstrate continuous improvement
• Review the effectiveness of control measures

Legal requirements

Several pieces of legislation govern workplace accident records in the UK.

What the law requires

Social Security (Claims and Payments) Regulations 1979, Regulation 25

This is the primary legal requirement for accident books. It requires employers to:

• Keep a record of accidents arising out of or in connection with work
• Record details of injuries to employees
• Make records available to HSE inspectors and employees

Health and Safety at Work etc. Act 1974

The general duty to ensure health and safety "so far as reasonably practicable" includes maintaining proper records to manage risks effectively.

RIDDOR 2013

Requires employers to keep records of reportable incidents for at least 3 years. This is separate from the accident book but often managed alongside it.

Who must keep accident records

All employers must maintain accident records, regardless of:

• Business size (even if you employ just one person)
• Industry sector
• Whether you've had any accidents
• Whether employees work full-time, part-time, or casually

Self-employed individuals working alone don't need an accident book, but if you employ anyone (even one part-time employee), you must keep records.

What types of incidents must be recorded

You must record all work-related accidents and injuries, including:

Injuries to employees:

• Any injury, however minor
• Injuries requiring first aid only
• Injuries requiring medical treatment
• Injuries causing time off work
• Specified injuries reportable under RIDDOR

Injuries to others arising from work:

• Contractors and subcontractors working on your premises
• Visitors injured by work activities or premises conditions
• Customers and members of the public
• Work experience students and trainees

Near misses (recommended but not legally required):

• Incidents that could have caused injury
• Dangerous occurrences
• Equipment failures
• Safety system failures

What to record

For each accident or injury, you must record specific information to meet legal requirements and provide useful data for safety management.

Essential information (legally required)

Date, time, and place of incident:

• Date of accident (day, month, year)
• Time of accident (or approximate time if exact time unknown)
• Specific location (building, room, area, or precise location on site)

Details of the person affected:

• Full name
• Occupation or job role
• Employment status (employee, contractor, visitor, etc.)
• Age (or date of birth)
• Gender

Nature of the injury:

• Type of injury (cut, bruise, fracture, burn, sprain, etc.)
• Body part affected (left hand, right ankle, head, etc.)
• Severity (minor, requiring medical treatment, serious)

What happened:

• Brief description of the accident
• What the person was doing at the time
• What caused the injury
• Any relevant circumstances

Person recording the information:

• Name of person completing the record
• Job title or role
• Date recorded
• Signature (if using paper records)

Additional useful information (recommended)

Witnesses:

• Names of anyone who saw the incident
• Contact details for follow-up

Immediate actions taken:

• First aid provided
• Medical treatment sought
• Hospital attendance
• Whether ambulance called

Follow-up actions:

• Whether reported under RIDDOR
• RIDDOR case reference number if applicable
• Investigation conducted
• Control measures implemented
• Risk assessment reviewed

Time off work:

• Whether person continued working
• Time off work (dates and duration)
• Return to work date
• Light duties or restrictions

Setting up an accident book

You need a system for recording accidents that meets legal requirements and works practically for your workplace.

Physical accident books

Traditional paper accident books are still widely used and legally acceptable if they meet requirements.

Requirements for physical accident books:

1. GDPR-compliant design

Modern accident books must protect personal data. Use books with:

• Tear-out pages or carbon copies that can be removed and stored securely
• Perforated pages that separate personal data from the main book
• Data protection compliant design (look for "GDPR-compliant" or "BI 510" books)

Old-style bound accident books where all entries remain visible to anyone are not GDPR-compliant and should be replaced.

2. Accessible location

The accident book should be:

• Easily accessible to all employees
• In a known location (e.g., first aid room, office, reception)
• Available during all working hours
• Clearly labeled

3. Clear instructions

Include guidance on:

• When to make an entry
• What information to record
• Who should complete it (injured person or someone on their behalf)
• What to do after recording (e.g., notify manager)

Advantages of physical accident books:

• Simple to use, no technical knowledge required
• Always available (no system downtime)
• Familiar to most workers
• Low cost

Disadvantages:

• Can be lost or damaged
• Harder to analyze trends
• GDPR compliance requires careful management
• No automatic reminders or follow-ups
• Handwriting may be illegible

Digital recording systems

Digital systems offer significant advantages over paper books, especially for GDPR compliance and data analysis.

Types of digital systems:

1. Simple spreadsheet

• Excel or Google Sheets
• Free and easy to set up
• Better than nothing but limited functionality
• Must be password-protected and backed up

2. Online forms

• Google Forms, Microsoft Forms, or similar
• Responses stored in spreadsheet
• Can be accessed from mobile devices
• Automatic timestamping
• Easy to share access

3. Dedicated health and safety software

• Purpose-built accident recording features
• Automatic notifications and follow-ups
• Built-in RIDDOR reporting
• Trend analysis and reporting
• Often includes other H&S management features

4. HR or management software with accident recording

• Integrated with other employee records
• Often includes workflow and notifications
• May link to absence management
• Suitable for larger organizations

Advantages of digital systems:

• Better GDPR compliance (access controls, audit trails)
• Easier to search and analyze
• Automatic backups
• Can include photos or documents
• Notifications and reminders
• Reports and dashboards
• Remote access

Disadvantages:

• Requires technology and training
• System failures or downtime
• Cost (for commercial systems)
• May require IT support

Hybrid approach

Many organizations use both physical and digital systems:

• Physical accident book for immediate recording
• Regular transfer to digital system for storage and analysis
• Best of both worlds but requires discipline to maintain both

What about first aid records?

First aid treatment records are separate from accident records but often recorded together.

You should keep records of:

• First aid treatment given
• Date and time
• Person treated
• Details of injury or illness
• Treatment provided
• Name of first aider

These can be in the same book or system as accident records, or kept separately in the first aid room.

GDPR considerations

The General Data Protection Regulation (UK GDPR) has significant implications for accident records, which contain personal and sensitive data.

Why GDPR matters for accident records

Accident records contain:

• Personal data (names, ages, contact details)
• Special category data (health information)
• Data that could be used to identify individuals

You must handle this data lawfully, fairly, and securely.

Legal basis for processing

Your legal basis for collecting and processing accident record data is typically:

• Legal obligation — You're required by law to keep accident records
• Legitimate interests — You have a legitimate interest in managing health and safety

You don't usually need explicit consent because you have a legal obligation to keep records.

GDPR principles applied to accident records

1. Lawfulness, fairness, and transparency

You must:

• Tell employees you keep accident records and why
• Include accident recording in your privacy notice
• Explain how data will be used and who can access it

2. Purpose limitation

Use accident records only for:

• Compliance with health and safety law
• Safety management and prevention
• Insurance and legal claims
• Statutory reporting

Don't use accident data for:

• Performance management or discipline (unless serious safety breach)
• Decisions about promotion or employment
• Sharing with third parties without good reason

3. Data minimization

Record only information that's:

• Legally required
• Necessary for safety management
• Relevant to the incident

Don't record:

• Irrelevant personal details
• Subjective opinions about the person
• Unrelated health information

4. Accuracy

Ensure records are:

• Accurate and factual
• Based on what was observed or reported
• Corrected if errors are identified

5. Storage limitation

Keep records only as long as:

• Legally required (minimum 3 years)
• Necessary for claims or legal proceedings
• Required for pattern analysis

Delete or anonymize older records that are no longer needed.

6. Integrity and confidentiality (security)

Protect accident records by:

• Limiting access to authorized personnel only
• Using secure storage (locked cabinets, password-protected systems)
• Protecting against loss, damage, or unauthorized access
• Training staff on confidentiality

7. Accountability

Demonstrate compliance by:

• Documenting your approach to accident records
• Including in data protection policies
• Training relevant staff
• Conducting reviews and audits

The problem with old-style accident books

Traditional bound accident books where all entries remain visible create serious GDPR issues:

Privacy breach:

• Anyone can read everyone else's personal and medical information
• No way to restrict access to only those with a legitimate need
• Impossible to redact or remove individual entries

Solution:

• Use GDPR-compliant accident books with tear-out pages
• Remove completed pages and store securely
• Limit access to the stored records
• Consider digital systems with access controls

Access to accident records

Who can access accident records:

The injured person:

• Has the right to access their own data (subject access request)
• Can request a copy of their accident record
• Must be provided within one month

Authorized personnel:

• Health and safety managers
• Senior managers with legitimate need
• HR personnel (for specific purposes like managing absence)
• First aiders (may need access to treatment records)
• Insurance claim handlers (with appropriate safeguards)

HSE inspectors:

• Have legal right to inspect accident records
• Can require production during inspections
• No need for consent or notice

Not authorized without specific justification:

• Other employees (unless they're a witness)
• Trade union representatives (unless agreed as part of H&S role)
• Managers without health and safety responsibilities
• Third parties without legitimate interest

Privacy notices

You must tell employees about accident record keeping in your privacy notice:

Include information about:

• What data you collect (name, injury details, etc.)
• Why you collect it (legal obligation, safety management)
• Legal basis for processing (legal obligation, legitimate interests)
• Who has access (H&S manager, senior managers, HSE inspectors)
• How long you keep it (at least 3 years, longer for claims)
• Rights (access, correction, complaints)

Retention periods

How long you must keep accident records depends on several factors, including legal requirements and the nature of the incident.

Minimum legal retention period

3 years from the date of the incident

This is the absolute minimum legal requirement under RIDDOR regulations. All accident records must be kept for at least 3 years.

This applies to:

• All workplace accidents and injuries
• RIDDOR-reportable incidents
• Non-reportable incidents
• Near misses
• First aid records

Counting the 3 years:

• Start from the date of the accident
• Example: Accident on 15 March 2024, keep until at least 15 March 2027

Recommended longer retention periods

In practice, many organizations keep records longer than 3 years for good reasons.

Typical reasons to keep records longer:

1. Potential legal claims

Personal injury claims can be brought within:

• 3 years from the date of injury (or from date of knowledge)
• Up to the person's 21st birthday for minors injured before age 18
• No time limit for certain types of claims (e.g., asbestos-related disease)

Recommendation: Keep accident records for at least 6 years to cover the limitation period for most claims.

2. Occupational diseases

Diseases may not manifest for many years after exposure:

• Asbestos-related diseases: can take 20-50 years to develop
• Industrial deafness: develops gradually over years
• Respiratory diseases: long latency periods
• Repetitive strain injuries: cumulative effect

Recommendation: For exposures to substances or conditions that could cause long-term health effects, keep records indefinitely or for at least 40 years.

3. Insurance requirements

Your insurance policy may require longer retention:

• Check your policy wording
• Insurers may require 6-7 years
• Essential for defending claims
• May affect coverage if records destroyed prematurely

4. Trend analysis and continuous improvement

Longer records help identify:

• Long-term trends
• Recurring issues
• Effectiveness of interventions
• Historical patterns

Recommendation: Keep at least 5-7 years of records accessible for analysis.

Practical retention policy

Recommended approach:

General accidents and minor injuries:

• Keep for at least 6 years
• Review at 6 years and destroy if no active claims or investigations

Serious injuries and RIDDOR reports:

• Keep for at least 6-10 years
• Consider keeping indefinitely if very serious

Injuries to young workers (under 18):

• Keep until their 21st birthday plus 3 years
• Ensures coverage for potential claims

Occupational exposure to hazardous substances:

• Keep for 40 years from last exposure
• Includes chemicals, dust, fumes, vibration, noise

Asbestos exposure:

• Keep indefinitely
• Essential due to 20-50 year latency of asbestos diseases

Near misses and minor first aid incidents:

• Keep for 3 years minimum
• Can destroy after 3 years if no patterns or concerns

Storage after retention period

When the retention period expires, you should:

• Securely destroy records (shred paper, securely delete digital)
• Or anonymize records (remove all personal data) if keeping for statistical purposes
• Don't keep identifiable personal data longer than necessary (GDPR requirement)

Linking accident records to RIDDOR reporting

Accident records and RIDDOR reporting are closely connected but serve different purposes.

How they work together

Accident book:

• Internal record of all accidents and injuries
• Required for all employers
• Kept on-site or in your system
• Used for safety management and pattern identification

RIDDOR reporting:

• External reporting to HSE
• Only for specified serious incidents
• Legal requirement to report within set timescales
• Used for regulatory oversight and enforcement

The connection:

• Every RIDDOR report should also be in your accident book
• Not every accident book entry will be a RIDDOR report
• Accident book helps identify incidents that need RIDDOR reporting
• RIDDOR case reference should be noted in accident records

Identifying RIDDOR-reportable incidents from accident records

Review accident records regularly to identify incidents that may need RIDDOR reporting:

Immediate reporting (deaths, specified injuries, dangerous occurrences):

• Should be identified and reported at the time
• Record RIDDOR case reference in accident book

Over-7-day injuries (15-day reporting deadline):

• Monitor accident records for anyone off work
• Set reminders to check if injured person reaches 7-day threshold
• Report within 15 days of accident if over 7 days incapacitated
• Update accident record with RIDDOR reference

Occupational diseases:

• May be identified later through medical diagnosis
• Create accident record when disease diagnosed
• Report to HSE as soon as written diagnosis received

What to record for RIDDOR incidents

For RIDDOR-reportable incidents, your accident records should include:

Standard accident information:

• All the usual details (date, time, person, injury, what happened)

RIDDOR-specific information:

• Confirmation that RIDDOR report submitted
• Date reported to HSE
• Method of reporting (online, telephone)
• HSE case reference number
• Copy of RIDDOR report attached or filed
• HSE confirmation email saved

Follow-up information:

• Any contact from HSE
• HSE inspection or investigation details
• Enforcement notices issued
• Final outcome of HSE involvement

Link between records: Your internal accident record reference should be cross-referenced with the HSE case reference so you can easily find related documents.

Using accident records to improve RIDDOR compliance

Regular review of accident records helps ensure RIDDOR compliance:

Monthly review:

• Check all accidents in the past month
• Identify any that should have been reported
• Verify RIDDOR reports were submitted for serious incidents
• Check for any workers approaching 7-day threshold

Quarterly review:

• Look for trends or patterns
• Identify any late or missed RIDDOR reports
• Review procedures if compliance issues identified
• Consider training needs

Annual review:

• Analyze full year's accident data
• Compare with RIDDOR reports submitted
• Identify any systematic gaps
• Update procedures and training

Common mistakes and how to avoid them

Mistake 1: Not recording "minor" incidents

The problem: Employers only record incidents they consider "serious" and ignore minor cuts, bruises, or trips.

Why it's wrong:

• Legally required to record all work-related injuries
• Minor incidents can reveal serious hazards
• Patterns of minor incidents may indicate major risk
• May become serious later (infection, complications)

Solution: Record every workplace injury, no matter how minor. A plaster and a note in the accident book takes minutes and could be invaluable later.

Mistake 2: Using non-GDPR-compliant accident books

The problem: Still using old-style bound books where everyone can read everyone else's records.

Why it's wrong:

• Serious breach of data protection law
• Potential fines from Information Commissioner's Office
• Privacy violation for injured workers
• Reputational damage

Solution: Replace immediately with GDPR-compliant tear-out page accident books or switch to a digital system with access controls.

Mistake 3: Not keeping records long enough

The problem: Destroying records after 3 years because "that's the legal minimum."

Why it's wrong:

• Personal injury claims can be brought up to 3 years from date of knowledge (not injury)
• Claims for minors can be brought until age 21
• Occupational diseases may not manifest for decades
• Insurance may require longer retention

Solution: Keep general accident records for at least 6 years, serious injuries for 10+ years, and occupational exposure records for 40 years or indefinitely.

Mistake 4: Restricting access too much

The problem: Accident book kept in manager's office, locked away, not accessible when needed.

Why it's wrong:

• Legally must be accessible to employees
• Delays in recording reduce accuracy
• Discourages reporting
• May mean incidents go unrecorded

Solution: Keep accident book in accessible location (e.g., first aid room, reception) where employees can record incidents promptly. Use tear-out pages or digital system to protect privacy while maintaining accessibility.

Mistake 5: Incomplete information

The problem: Accident records with vague entries like "John hurt his hand" with no other details.

Why it's wrong:

• Doesn't meet legal requirements
• Useless for investigation or trend analysis
• Cannot defend claims without details
• May not identify RIDDOR-reportable incidents

Solution: Use a template or form that prompts for all required information. Train staff on what to record. Check records regularly for completeness.

Mistake 6: Not reviewing or analyzing records

The problem: Accident book filled in diligently but never reviewed or used for safety improvements.

Why it's wrong:

• Misses opportunity to prevent future accidents
• Doesn't identify trends or patterns
• Cannot demonstrate continuous improvement
• Reactive rather than proactive safety management

Solution: Review accident records monthly. Look for patterns, recurring incidents, or common causes. Use the data to target risk assessments and preventative actions.

Mistake 7: Treating accident book as "just for the HSE"

The problem: Viewing accident records as a bureaucratic requirement rather than a useful tool.

Why it's wrong:

• Misses the value of the data for safety management
• Encourages minimal compliance rather than best practice
• Doesn't engage staff in safety improvement
• Results in poor-quality records

Solution: Use accident records actively for safety management. Share trends (anonymized) with staff. Demonstrate how records lead to improvements. Make it clear that recording helps prevent future injuries.

Best practices for accident record keeping

1. Make recording easy and accessible

Ensure anyone can record an accident quickly:

• Accident book in obvious, accessible location
• Clear instructions displayed
• Digital system accessible from any device
• Mobile-friendly for remote workers
• Multiple methods available (paper and digital)

Encourage reporting by:

• Clear communication that all injuries should be reported
• No blame culture for reporting
• Positive reinforcement when incidents are recorded
• Making it part of induction training

2. Use templates and prompts

Standard templates ensure consistency and completeness:

• Pre-printed forms or digital forms with required fields
• Drop-down menus for common injury types
• Prompts for each piece of information
• Mandatory fields that must be completed

Avoid:

• Blank books with no structure
• Free-text only entries
• Inconsistent formats
• Missing key information

3. Implement a review process

Regular reviews ensure quality and identify trends:

Immediate review:

• Manager reviews each entry within 24 hours
• Checks for completeness and clarity
• Identifies any RIDDOR-reportable incidents
• Initiates investigation if needed

Weekly review:

• Safety manager reviews all entries from past week
• Follows up on any serious incidents
• Checks investigations are underway
• Updates risk assessments if needed

Monthly review:

• Analyze trends and patterns
• Identify common causes or locations
• Report to senior management
• Share learning with all staff (anonymized)

Annual review:

• Comprehensive analysis of full year
• Compare year-on-year
• Identify improvement priorities
• Review effectiveness of control measures

4. Link to other processes

Integrate accident records with:

Investigations:

• Every serious incident triggers investigation
• Investigation reports filed with accident record
• Root causes identified and addressed

Risk assessments:

• Accidents prompt review of relevant risk assessments
• Recurring incidents indicate inadequate control
• Risk assessments updated based on actual incidents

Training:

• Accidents reveal training needs
• Target training based on actual incidents
• Include case studies from real accidents (anonymized)

Management review:

• Accident statistics included in management reports
• Board or senior management oversight
• Demonstrates accountability
• Drives continuous improvement

5. Protect privacy and comply with GDPR

Handle personal data responsibly:

• Use GDPR-compliant accident books or digital systems with access controls
• Store completed records securely (locked cabinet, encrypted files)
• Limit access to those with legitimate need
• Include in privacy notices
• Respond to subject access requests promptly
• Anonymize data for trend analysis and sharing

6. Train relevant staff

Ensure people know their responsibilities:

All employees:

• How to report an accident
• Where the accident book is
• What information to include
• Who to notify after recording

Managers and supervisors:

• Duty to ensure accidents are recorded
• How to review entries for completeness
• When to investigate
• When to report under RIDDOR
• How to protect confidentiality

Health and safety representatives:

• How to access records (with appropriate permissions)
• How to analyze trends
• Role in incident investigation
• Encouraging reporting culture

7. Backup and protect your records

For paper systems:

• Photocopy or scan completed pages regularly
• Store originals and copies in separate secure locations
• Consider scanning to digital backup
• Protect from damage, loss, or fire

For digital systems:

• Regular automated backups
• Backups stored separately (cloud, external drive)
• Test restore procedures
• Protect with passwords and encryption
• Version control for changes

Frequently asked questions

Next steps

If you need to report a serious incident to HSE under RIDDOR:

Check if you need to report an incident →

For guidance on investigating accidents to prevent recurrence:

Learn about workplace accident investigation →

For help with implementing compliant accident recording systems:

Related articles:

• What is RIDDOR?
• Reportable injuries under RIDDOR
• Workplace accident investigation: a practical guide
• Health and safety record keeping: what you must keep and for how long

Useful tools:

• RIDDOR Checker
• Responsibility Checker