Sheet 02 / 04 — Incidents
Capture the facts while they are available.
Detail fades fast. An hour later the account is already reconstructed, and a week later it is a memory of a memory. A structured entry made at the time gives the business something consistent to work from.
- Date
- Location
- Description
- Action
- Follow-up
- Status
Sheet 02 / 04 — A
What the incident record holds.
Consistent fields mean two people recording two similar events produce records that can be read side by side.
- 01
Date and time
When it happened, captured at the point of recording rather than reconstructed later.
- 02
Location
Where on site, described in a consistent field so entries can be compared.
- 03
Description
What was observed, written while the detail is still available.
- 04
People involved
Recorded against the entry in line with the business’s own data handling practices.
- 05
Immediate action
What was done straight away, recorded as part of the same entry.
- 06
Evidence
Photographs associated with the record where they help explain what was found.
- 07
Follow-up
Actions arising, carried on the record rather than in someone’s head.
- 08
Status
Whether the record is open, progressing or closed, stated plainly.
Incident workflow
- 01 Open record
- 02 Capture facts
- 03 Immediate action
- 04 Attach evidence
- 05 Assign follow-up
- 06 Update status
Sheet 02 / 04 — B
Record what happened while the detail is still fresh.
Detail fades within the hour. A structured entry captured at the time gives the business something consistent to review, act on and retain.
Incident record
Log INC-0031Example data — not real site information
- Date / time
- Example date · 13:44
- Location
- Loading area, ground level
- Description
- Example description of what was observed at the time.
- People involved
- Recorded against the entry
- Photo
- 1 photograph attached
- Immediate action
- Area cordoned and supervisor notified
- Follow-up
- Action assigned with a review date
Sheet 02 / 04 — C
What sits outside the platform.
Incident record keeping is one part of a much larger set of obligations. The rest of it does not become the software’s job.
- A
Statutory reporting
Whether an event must be reported to a regulator, and by when, is a separate assessment. Built Still does not make that assessment and does not submit reports.
- B
Investigation
Establishing cause and deciding what needs to change is work done by people. The platform holds the record; it does not conduct the investigation.
- C
Escalation
Who needs to be told, how quickly, and through what route remains a matter for the business’s own procedures.
Built Still supports incident record keeping. Separate investigation, escalation and statutory reporting requirements may apply, and must be assessed by the business and its advisers.
A note on what you record
Incident records frequently contain personal information, and sometimes information about a person’s health. How that information is collected, who can see it, how long it is kept and how it is disposed of are decisions for the business as data controller.
Nothing on this website should be treated as advice on those obligations. Our privacy policy covers how we handle information submitted through this website, which is a separate matter from how a deployed product would handle operational records.
Next step
How are near misses recorded in your business today?
Tell us how incidents and near misses are currently captured, who sees them, and what happens to the follow-up actions.