If you have ever been injured at work or witnessed someone else get hurt, you might wonder, who is responsible for recording that injury? Or you may ask, who should report the accident and make sure it is properly documented? Understanding who holds this responsibility is important for both employees and employers because it affects safety, legal compliance, and compensation rights.
In this article, we will explain clearly who is in charge of recording injuries at work, why it matters, and what the process looks like. We will also cover your role as an employee if you get injured and what employers must do under UK law to keep you safe and properly document accidents.
Why Is Recording Injuries At Work Important?
Before discussing who is responsible, let’s understand why recording injuries at work is so important.
- Proof of Injury: Recording injuries gives you proof that the accident happened while you were working. This is important if you ever need to make a claim for compensation.
- Legal Compliance: Employers have a legal duty to record certain accidents and report serious injuries to the Health and Safety Executive (HSE).
- Health and Safety Improvement: When accidents are recorded properly, employers can identify risks and take steps to prevent future injuries.
- Employee Protection: Proper records help protect employees by ensuring incidents are taken seriously and investigated.
So, when an accident happens, it is vital that the incident is recorded quickly and accurately.
The Legal Framework: What Does The Law Say?
In the UK, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) set out specific rules about reporting and recording workplace injuries. These regulations require employers to report certain injuries, diseases, and dangerous occurrences to the HSE.
However, not all injuries need to be reported under RIDDOR. For example, minor cuts or bruises usually do not have to be reported, but they should still be recorded in an accident book.
In addition to RIDDOR, the Social Security (Claims and Payments) Regulations 1979 require employers with 10 or more employees to keep an accident book on site. This book records details of all work-related accidents and injuries.
Who Has The Overall Responsibility?
The Employer’s Responsibility
The employer has the overall responsibility for recording injuries at work. It is their legal duty to:
- Ensure there is a system in place to record all workplace injuries.
- Keep an accident book if they have 10 or more employees.
- Report serious injuries and dangerous occurrences to the HSE as required by RIDDOR.
- Investigate accidents and take steps to prevent future ones.
- Ensure employees know how to report injuries.
- Provide appropriate first aid and medical support.
Employers must take workplace safety seriously. They are responsible for maintaining a safe working environment and managing records of injuries properly. Failure to do so can lead to fines or legal action.
The Employee’s Role
While the employer holds the overall responsibility, you as an employee also have an important role:
- If you are injured at work, you should report the injury to your employer or a responsible person immediately.
- You should provide accurate information about how the accident happened.
- If you cannot record the injury yourself, for example if you are unconscious or seriously hurt, a witness or colleague can do it for you.
- Keep your own records or notes if possible, such as photographs or messages about the incident.
By reporting injuries promptly, you help ensure the incident is documented correctly and your health and safety are prioritised.
What Is An Accident Book And Who Fills It?
The accident book is a legal document used to record workplace injuries. It must be kept by all employers with 10 or more employees.
- Anyone can fill in the accident book, including the injured employee, a colleague, or a supervisor.
- However, entries should be checked by a qualified first aider or a responsible person to ensure accuracy.
- The accident book should include:
- Name of the injured person.
- Date and time of the accident.
- Details of the injury.
- How the accident happened.
- Actions taken after the accident (first aid, hospitalisation, etc.).
Even if the injury seems minor, it is good practice to record it. The accident book helps build a complete picture of workplace safety and protects both employee and employer.
What Kind Of Injuries Must Be Reported To The HSE?
Not all injuries need to be reported to the Health and Safety Executive (HSE), but certain injuries and incidents must be reported under RIDDOR. These include:
- Fatalities: Any death resulting from a workplace accident.
- Major Injuries: Such as amputations, fractures (not including fingers, thumbs or toes), serious burns, loss of sight, and injuries causing unconsciousness.
- Incapacitation: When an injured worker cannot do their normal work for more than 7 days.
- Occupational Diseases: Like occupational asthma or dermatitis caused by work.
- Dangerous Occurrences: Near misses that could have caused serious injury or death.
Employers must report these serious injuries within 10 days of the accident using an online form on the HSE website.
What Happens After An Injury Is Reported?
Once an injury is recorded in the accident book or reported to the HSE:
- Investigation: The employer must investigate what happened to prevent a similar accident in the future. This includes checking equipment, training, and work conditions.
- Medical Attention: The injured person should get proper medical care immediately.
- Record Keeping: The employer keeps records and updates risk assessments.
- Possible Claims: If negligence is involved, the employee may use the accident records as evidence to make a personal injury claim.
Why Is It Important For You To Know This?
If you ever suffer an injury at work, knowing who is responsible for recording the injury and the steps that follow helps you protect yourself:
- You can ensure the accident is reported properly.
- You know to ask for medical help quickly.
- You can keep track of the incident for your own records.
- You are better prepared if you want to claim compensation later.
If your employer fails to record or report an injury properly, it could make it harder for you to prove what happened or get fair treatment.
What If My Employer Does Not Record My Injury?
Unfortunately, some employers may fail to record or report injuries correctly. This can happen because they are unaware of their responsibilities, want to avoid paperwork, or worry about fines or insurance costs.
If this happens:
- Make sure you report the injury yourself in writing, keeping a copy.
- Ask to see the accident book or request a copy of the record.
- Take your own notes or gather evidence, such as photos of the injury or accident scene.
- You can also contact a health and safety representative, union rep, or the HSE directly to report concerns.
- If you want to claim compensation, having your own evidence will be very helpful.
Remember, it is your right to have workplace injuries recorded and investigated.
How Can You Help Improve Safety?
You are not just a passive participant in health and safety. You can help by:
- Reporting hazards or unsafe conditions before accidents happen.
- Following safety procedures and using protective equipment properly.
- Taking part in any training your employer provides.
- Speaking up if you feel unsafe or if injuries are not being properly recorded.
This helps create a safer workplace for everyone.
Summary: Who Is Responsible For Recording Injuries At Work?
| Role | Responsibilities |
| Employer | – Keep accident book (if 10+ employees) |
| – Report serious injuries to HSE (under RIDDOR) | |
| – Investigate accidents and improve safety | |
| – Provide first aid and medical assistance | |
| Employee (You) | – Report injuries immediately |
| – Provide accurate details of the incident | |
| – Ask for injuries to be recorded properly | |
| Qualified First Aider | – Verify accident book entries |
| Witness/Colleague | – Help record injury if injured person cannot |
Final Thoughts
Workplace injuries are never pleasant, but knowing who is responsible for recording them and how the process works helps you protect your health and your rights. Your employer is legally responsible for making sure injuries are recorded properly, but you also have a duty to report accidents as soon as they happen.
By understanding these responsibilities, you can help ensure that accidents are taken seriously, that you receive the right care, and that you have the evidence you need if you want to make a compensation claim.
If you have been injured at work and feel unsure about whether your injury has been recorded correctly, don’t hesitate to ask your employer or contact health and safety authorities for advice.
