Incident Investigation

Effective incident investigation is the cornerstone of a safe workplace. This guide outlines the formal procedures for reporting, categorizing, and investigating accidents and near-misses to ensure workplace safety and regulatory compliance.

1. Purpose and Scope

The primary goal of this incident investigation procedure is to establish a systematic approach for reporting accidents occurring both on and off-site. By investigating deviations from normal operations in a timely manner, we can prevent recurrence and protect our workforce.

This SOP applies to all operational areas, including:

Distribution routes and transport.
Warehouse and administrative facilities.
On-site and off-site company activities.

2. Key Definitions in Accident Reporting

Understanding the terminology is vital for accurate reporting and data integrity.

Accident: An unplanned event resulting in (or potentially resulting in) personal injury, environmental damage, or property loss.
Near-Miss: A deviation from normal operations where no injury or damage occurred, but the potential existed. Near-miss investigation is mandatory to prevent future accidents.
Major Accident: Any incident involving reportable injuries, dangerous occurrences, media interest, or the involvement of Local Authority Emergency Services.
Minor Accident: An incident successfully controlled within site boundaries that does not involve emergency services or external stakeholders.

3. Roles and Responsibilities

Clear accountability ensures that every incident investigation is handled by the appropriate level of management.

Role	Responsibility
Managing Partner	Chairs committees for Major Accident investigations; final sign-off on reports.
Warehouse Incharge	Chairs committees for Minor Accident investigations and oversees site safety.
Department Manager (DM)	Primary point of contact for initial reporting and statement collection.
Team Leader	Conducts initial field investigations and fills out preliminary reports.

4. The Incident Investigation Process

We follow a structured operational procedure to ensure no detail is overlooked during a safety breach.

Step 1: Immediate Reporting

All accidents and near-misses must be reported to the Department Manager (DM) immediately. For injuries, the priority is medical treatment by a First Aider or Emergency Agency before the formal report is completed.

Step 2: Witness Statements and Evidence

To capture details before hearsay interferes, the DM must take witness statements within the same shift. If the incident involves contractors or visitors, their respective hosts or managers must be informed immediately to assist in the investigation.

Step 3: Initial Investigation

The Team Leader conducts the preliminary incident investigation by asking:

What actually happened?
Was the task authorized?
Were written SOPs followed?
Was the correct PPE being worn?

Step 4: Root Cause Analysis

Investigators must identify both the Immediate Cause (What happened) and the Basic Cause (Why it happened). If the cause is unclear, the Works Manager (SCM) provides technical guidance.

5. Remedial Actions and Prevention

An incident investigation is only successful if it leads to change.

Corrective Actions: The investigator assesses and implements immediate remedial steps to prevent a repeat occurrence.
Committee Review: For major accidents, a formal Investigation Committee is convened, including members of the Works Safety Liaison Committee.
Communication: Learning points are shared across the organization to promote a culture of safety.

Closing the Report

Minor Accidents: May be closed by the Works Manager once the basic cause is identified and remedied.
Major Accidents: Require a formal report from the Committee Chairperson and final closure by the Managing Partner.

6. Compliance and References

This procedure aligns with the Guidelines on Good Distribution Practices for Medical Devices (GDPMD) and relevant Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations (RIDDOR).