The Incident Log module provides you with a dedicated tool for logging, treating, and analysing any incidents or near misses that occur within your organisation. These incidents may include:
- health and safety incidents such as accidents and injuries;
- environmental incidents such as spills, leaks, or fires;
- physical security incidents such as alarm failures or break-ins;
- information security incidents such as data loss, server failures, or system breaches; and
- relevant reportable near misses.
The module provides you with a simple form that has been designed to help you identify the root cause(s) of the incident and the appropriate corrective/preventative action(s) needed to treat those causes and reduce the chances of the incident occurring again. In addition, the Incident Log has been structured in a way that allows you to choose between logging just the basic facts of an incident, or creating a comprehensive record that includes information such as photos, witness statements, relevant files from inside or outside your system, and relevant Tasks or Improvement Logs. This allows the module to be adapted to most business needs, and to be used both to record the initial details at an incident’s scene, and to record the details of the resulting investigation and treatment plans.
To further support your ongoing management of Incidents, each record within the module comes with an inbuilt change log that automatically records all changes that are made to the Incident’s record. This log includes:
- the name of the user who made the change;
- the date and time on which the change was made; and
- a brief summary of what was changed, and the type of change.
This log ensures that you can maintain oversight of all updates that are made to a given Incident Log both during and after your investigation.
Finally, to support both internal and external reporting, Activ enables you to generate a PDF of any Incident Log at the click of a button (enabling easy sharing of the record if required) and includes dedicated reporting areas that provide:
- reports and graphs on the number of Incidents raised per month; and
- frequency rate graphs for accidents and injuries.
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The Incident Log module includes five tabs:
Register – provides a register of all Incident Logs that have been recorded within your system.
Reports – provides automated reporting on the number of Incidents that have been raised each month. Note that your reports can be narrowed using criteria such as Incident Type, Category, and Site, allowing you to generate global reports on all Incidents, and more granular reports for specific locations or kinds of Incident.
Graphs – provides automated graphs summarising the number of Incidents that have been raised each month. Note that your graphs can be narrowed using criteria such as Incident Type, Category, and Site, allowing you to generate global graphs on all Incidents, and more granular graphs for specific locations or kinds of Incident.
Frequency Rates – provides automated line graphs that plot the overall frequency rates of Reportable Accidents or Recorded Injuries. Note that this graph plots the Frequency Rate statistic over a 12 month period, starting from either a date twelve months in the past (by default) or a month specified by you. For example, to view Frequency Rates for the period of January 2023 to January 2024, you will need to set the graph’s Starting field to ‘January 2023’.
Settings – available to Administrators only, and allows you to configure the options available within your module’s drop-down menus. See Configure Incident Log Settings.
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In addition, each Incident Log that is added to your system will include up to nine tabs to help keep all relevant information organised against each record. These are:
Details – contains the basic details of the Incident Log, including the initial Incident description; the location, type of Incident, and affected individual(s); and the core investigation details.
Witnesses – enables you to record witness statements, if the Incident was observed.
Photos – enables you to record photos of the scene, damage caused, and/or any implemented corrective actions. Any images uploaded through the Photos tab will be displayed as an image within the Incident’s PDF.
Liked Files – enables you to link to relevant files that are stored within your File Manager module. This might include documents such as inspection reports, or relevant information from an employee’s Employee Library.
Attached Files – enables you to attach additional documentation from outside of your system. Note that this should not be used to record Photos, as Photos are best recorded using the dedicated Photos tab. Attached Photos will not be displayed as images within the Incident’s PDF.
External Resources – enables you to link to external websites, if required.
Improvement Logs – only included if your system includes the Improvement Logs module. Allows you to raise Improvement Logs as part of the investigation process, to identify and manage any improvements that need to be implemented to reduce the chance of the Incident reoccurring.
Tasks – only included if your system includes the Tasks module. Allows you to raise Tasks as part of the investigation process, to help you manage any corrective (or other related) actions that need undertaking.
Change Log – provides an automatic audit trail of all changes that are made to the Incident Log.
