Safety incident reports: Tips for timely, objective documentation

Indianapolis — Much like a police report, workplace incident documentation requires the basics: the who, what, when, where and why.

But the goal of an accident investigation often is dependent upon much more than this scaffolding of information.

"The goal of the investigation should be to prevent the recurrence of the same accident," said Michael Gagermeier, health and safety manager with August Mack Environmental Inc., which has consulting offices in Pennsylvania, Indiana, Ohio and Michigan.

Gagermeier spoke Aug. 7 at the EH&S Summit, organized by the Association for Rubber Products Manufacturers and the Manufacturers Association for Plastics Processors.

"Think of it as a playbook of sorts for incident investigations," he said. "If we are doing an investigation, this can be a tense time for a number of different reasons. If we look at goals and the process and how we want to interview people, we want to consider the best and most accurate ways to elicit information from people for those reports."

Indeed, accident prevention is a function of the competency of these initial reports, and prevention only results from accuracy and objectivity, Gagermeier said.

The more that is observed by those who are present during an accident, injury-related or otherwise, the more that can be done to prevent it from recurring.

Types of incidents and accidents typically include falls, either same level or lower level; being caught in or on a machine; electrocutions; and contact with chemicals, electricity, heat or cold, and radiation.

With nearly three decades of experience in best practices for workplace injury and incident prevention, Gagermeier has seen a range of accidents, from forklift accidents to hit-and-runs.

"How do we make sure we have all the information we need in a hit-and-run?" he asked. "Someone hit one of our vehicles in just such an incident. Police were called. What sort of evidence do we have to preserve for them in this case?

"How do we get to the corrective actions to improve company processes? In forklift or tow motor incidents, have inspections been conducted on the equipment? What are the maintenance records on these pieces of equipment?"

He said concern about blame can make for a difficult environment.

"It is important that people know we are not trying to assign blame to any particular person," he said. "We are not doing it for insurance requirements. And we are not doing it to exonerate anyone, including management."

The No. 1 priority for human resource and safety professionals and business owners is the protection of their employees.

"We want to make sure that they go home in the same condition that they come to work in every day," Gagermeier said.

When an incident occurs, safety officers should ensure that first responders have unencumbered access to the site or injured person.

Employees should provide care if they have the training, and establish a perimeter in either case.

"We want to make sure the evidence is frozen in time," Gagermeier said. "Then we can notify the people on our own investigation team."

Cameras, thermal imaging and audio capabilities in a facility can assist, as can online access to cameras to prevent theft and vandalism. In addition, personal protective equipment should be on hand in any instance involving hazardous chemicals.

Immediately following an accident, witnesses should be isolated for an interview as soon as possible, and that can be a daunting challenge in itself, Gagermeier said.

"Some companies have several days in between when an employee works, so that can be difficult," he said. "But doing it ASAP is critical to make sure you have, and they can recall, the information you need."

Gagermeier recommended interviewing each witness separately. "And if possible, do not let the witnesses confer. And that can be even more difficult."

Gagermeier noted that interviewing witnesses is a skill that takes time to develop.

He further recommended asking open-ended rather than leading questions, and he cautioned against pressuring or interrupting the person.

"We want to elicit information as quickly as we can, but we want to be thorough," Gagermeier said. "Those people are the ones who know most about the processes."

After initial interviews are completed, the safety or HR officer should summarize the information, an important step if OSHA or police agencies become involved.

Gagermeier advocated for facility incident investigation kits, and tools should include a tape measure, ruler, first aid components, camera, caution tape, tape recorder, notepad, padlocks, flashlight and interview forms.

"If it is raining and there are tire tracks, that is something you need to take a picture of right away," he said. "If you have to collect evidence to submit, that is something to consider as well."

Other manufacturing or warehouse floor conditions to consider include lighting, temperature, training and supervision levels for those employees.

"And the timely reporting of the incident is a challenge, for sure, with possible drug or alcohol abuse," Gagermeier said. "Often the employee delays the reporting for exactly those reasons.

"And this is where more witnesses can benefit the collection of an accurate incident report."