Short answer: yes, for many employers. The Social Security (Claims and Payments) Regulations 1979 require you to keep an accident book if you normally employ 10 or more people at the same time on or about the same premises, or if you own or occupy a factory, mine or quarry. Every employer, whatever its size, must also record and report certain serious incidents under RIDDOR.
Even if neither rule applies to you, recording accidents is how you show the HSE, your insurer and a court that you are managing health and safety properly. This guide explains exactly when an accident book is required, what it must contain, how long to keep it and what happens if you don't have one.
When is an accident book required in the workplace?
You are legally required to keep an accident book if any of these apply:
- You normally employ 10 or more people at the same time on or about the same premises, in connection with your trade or business.
- You own or occupy a factory (premises covered by the Factories Act 1961), even with fewer than 10 employees.
- You own or occupy a mine or quarry.
The requirement comes from regulation 25 of the Social Security (Claims and Payments) Regulations 1979(opens in a new tab). It exists so that employees have a record of an accident if they later claim industrial injuries benefits. The book must be kept somewhere employees can easily get to it, so they or someone on their behalf can record an accident.
Separately, every employer and self-employed person must keep records of incidents that are reportable under RIDDOR 2013, plus any injury that keeps a worker off normal duties for more than 3 days. That applies even to a business with one employee. See what accidents are RIDDOR reportable.
What if I have fewer than 10 employees?
If you have fewer than 10 employees and don't run a factory, mine or quarry, the 1979 Regulations don't require you to keep an accident book. But you still need to:
- keep records of RIDDOR-reportable incidents and over-3-day injuries (RIDDOR regulation 12);
- manage health and safety risks under the Health and Safety at Work etc. Act 1974(opens in a new tab), which is hard to show without records;
- be able to answer questions from your employers' liability insurer if someone makes a claim.
In practice, almost every small business keeps an accident book anyway, because it is the simplest way to meet all of these at once.
What must be recorded in the accident book?
The 1979 Regulations set out the details each entry must include:
- the full name, address and occupation of the injured person;
- the date and time of the accident;
- where the accident happened;
- the cause and nature of the injury;
- if someone else makes the entry, their name, address and occupation.
Most employers also record witnesses, first aid given and any follow-up action. For a full checklist and worked examples, see what must be recorded in an accident book and accident book entry examples.
How long must accident book records be kept?
Under the 1979 Regulations, you must keep the accident book for at least 3 years from the date of the last entry. RIDDOR records must also be kept for at least 3 years.
Many employers keep records longer, because personal injury claims can be brought up to 3 years after the injured person knew about the injury, and later still for children. See how long accident book records should be kept.
Does the accident book have to be on paper?
No. The traditional paper book is the HSE's BI 510, but you can keep accident records electronically, as long as the record captures the required details, can't be quietly changed, is available when needed and is stored securely. See is a digital accident book legally compliant?
Whichever format you use, the records contain personal and health data, so UK GDPR applies. Entries shouldn't be visible to everyone who uses the book. See accident book GDPR requirements.
What happens if you don't keep an accident book?
If the 1979 Regulations apply to you, not keeping an accident book is a breach of those Regulations. In practice, the bigger risks are what follows an accident:
- HSE inspections. Inspectors routinely ask to see accident records, and a missing record of a RIDDOR-reportable incident is itself a breach.
- Insurance and personal injury claims. Without a record made at the time, it is much harder to defend a claim or show what action you took.
- Missed RIDDOR reports. If minor injuries aren't recorded, you won't notice when one turns into an over-7-day absence that must be reported within 15 days.
More detail: what happens if you don't have an accident book.
Do I need to report accidents to the HSE as well?
Only some. Recording an accident in your accident book does not report it to the HSE. Deaths, specified injuries (such as most fractures and amputations), over-7-day injuries, certain occupational diseases and dangerous occurrences must be reported separately under RIDDOR. Use our free RIDDOR checker to see whether an incident is reportable, or read accident book vs RIDDOR.
Summary
- An accident book is a legal requirement if you normally employ 10 or more people at the same time on the same premises, or run a factory, mine or quarry.
- All employers must keep records of RIDDOR-reportable incidents and over-3-day injuries.
- Keep the book for at least 3 years from the last entry.
- Paper or digital are both fine, but the records must be complete, secure and private.
Need a book now? Download our free accident book template, or set up a digital accident book with QR code reporting for each site.