2.8 Incident Reporting & Investigation

# 2.8 Incident Reporting & Investigation

**Version:** V2
**Last Updated:** 27 October 2025
**Status:** Published
**Reference:** RIDDOR 2013, Health & Safety at Work Act 1974, HSE Guidelines

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## Purpose

This SOP establishes procedures for reporting, recording, and investigating incidents, accidents, and near-misses across all Little Coffee Bean Co locations to ensure compliance with RIDDOR regulations and maintain a safe working environment.

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## Scope

This procedure applies to all staff members and managers at mobile Tuk Tuks and fixed shop locations. It covers all incidents, accidents, injuries, near-misses, and hazardous situations.

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## What Must Be Reported

### Reportable Injuries (RIDDOR)

**Report to HSE immediately if:**
– Death occurs
– Serious injury occurs (fractures, loss of consciousness, hospitalization)
– Occupational disease is diagnosed
– Loss of working time exceeds 7 days

**Serious injury includes:**
– Fractures (excluding fingers/toes)
– Dislocations
– Loss of consciousness
– Chemical or thermal burns
– Serious lacerations or puncture wounds
– Eye injuries with vision loss

### Non-Reportable But Must Record

– Minor cuts and bruises
– Minor burns
– Sprains and strains (if less than 7 days off work)
– Near-misses with potential for serious injury
– Hazardous situations or unsafe practices

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## Incident Reporting Procedure

### Immediate Actions (At Time of Incident)

1. **Ensure safety:**
– Stop work if necessary
– Provide first aid if trained
– Call emergency services (999) for serious injuries
– Evacuate area if hazard persists

2. **Inform management:**
– Notify manager or duty supervisor immediately
– Provide brief details of what happened
– Identify any witnesses

3. **Secure the scene:**
– Do not move equipment or materials unless necessary
– Prevent others from entering affected area
– Preserve evidence for investigation

### Formal Reporting (Within 24 Hours)

**Complete incident report form including:**
– Date, time, and location of incident
– Name and role of person(s) involved
– Detailed description of what happened
– Injuries sustained (if any)
– Witnesses’ names and contact details
– Immediate actions taken
– Any equipment/materials involved
– Root cause (if apparent)
– Corrective actions needed

**Report to:**
– Store manager or duty supervisor
– Head office via incident reporting system
– HSE (if RIDDOR reportable)

### RIDDOR Reporting (Serious Injuries Only)

**Report to HSE within 15 days:**
– Online: www.hse.gov.uk/riddor
– Phone: 0300 003 1647
– Email: riddor@hse.gov.uk

**Information required:**
– Injured person’s details
– Employer details
– Date and time of incident
– Location
– Description of incident
– Nature of injury
– Occupation of injured person

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## Investigation Procedure

### Investigation Timeline

– **Immediate:** Secure scene, provide first aid, inform management
– **Within 24 hours:** Complete incident report, begin investigation
– **Within 5 working days:** Complete investigation, identify root causes
– **Within 10 working days:** Implement corrective actions

### Investigation Steps

1. **Gather information:**
– Interview injured person (if able)
– Interview witnesses separately
– Photograph scene and equipment
– Collect any relevant documents

2. **Identify root causes:**
– What was the direct cause?
– What underlying factors contributed?
– Were procedures followed?
– Was equipment faulty?
– Was training adequate?

3. **Determine corrective actions:**
– Immediate actions to prevent recurrence
– Long-term preventive measures
– Training or procedure updates needed
– Equipment repairs or replacement

4. **Document findings:**
– Complete investigation report
– Attach supporting evidence
– Assign responsibility for actions
– Set completion dates

### Investigation Report Contents

– Summary of incident
– Injuries sustained
– Witness statements
– Root cause analysis
– Contributing factors
– Corrective actions
– Responsibility assignments
– Follow-up dates
– Lessons learned

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## Record Keeping

### Documentation Required

– Incident report forms
– Investigation reports
– Witness statements
– Photographs/evidence
– Medical records (if applicable)
– Corrective action records
– Follow-up inspection records

### Retention Period

– Keep all incident records for minimum 3 years
– RIDDOR reports: Keep for 3 years from date of incident
– Store securely and confidentially

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## Compliance & References

– RIDDOR 2013 (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations)
– Health & Safety at Work Act 1974
– HSE Incident Investigation Guidance
– Management of Health and Safety at Work Regulations 1999

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## Responsibility

– **All staff:** Report incidents immediately to manager
– **Managers:** Investigate incidents and implement corrective actions
– **Head office:** Ensure HSE reporting and record keeping
– **Directors:** Review incident trends and approve preventive measures

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## Review Date

This SOP will be reviewed annually or when legislation changes.