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An accident book is a record of injuries at work. As well as being useful for spotting trends and preventing repeats, it helps injured workers if they later claim benefits, and it helps employers meet their recording duties under RIDDOR.
Who must keep one?
Under the Social Security (Claims and Payments) Regulations 1979, employers who normally employ 10 or more people at the same time on the same premises, and owners or occupiers of mines, quarries and factories, must keep an accident book in an approved form. It must be readily accessible to employees. Smaller employers are not legally required to keep one, but it is good practice for any business.
What to record
- The full name, address and occupation of the injured person
- The date and time of the accident
- Where it happened
- How it happened, and the cause if known
- The injury suffered
- The name, address and occupation of the person making the entry, if not the injured person
- Any first aid or other treatment given
How it links with RIDDOR
Under RIDDOR, employers must keep a record of every reportable injury, disease and dangerous occurrence, and of any injury that keeps a worker off work or unable to do their normal work for more than three consecutive days, even though over 3 day injuries do not have to be reported. An accident book can be used to keep these records, along with a copy of any report made to HSE.
How long to keep records
Accident book entries should be kept for at least three years from the date of the entry. RIDDOR records must also be kept for at least three years. Many employers keep them longer because personal injury claims can be brought up to three years after the date someone becomes aware of an injury, which may be much later for some conditions.
Data protection
Accident records contain personal and health information, so they must be handled in line with UK data protection law. Use an accident book where each entry can be removed and stored securely, such as HSE’s BI 510 accident book, so that other people cannot read previous entries. Electronic systems are fine as long as they meet the same requirements and access is controlled.
Using the information
- Review entries regularly to spot trends by location, task or time of day
- Investigate significant incidents. See our guide to accident investigation.
- Use the data to target inspections, training and toolbox talks
- Report trends to senior management as part of your performance indicators
- Check your first aid needs assessment still matches the injuries happening
Training that helps
Our First Aid at Work and Emergency First Aid at Work courses cover recording incidents and treatment. For managers, IOSH Managing Safely covers reporting and investigating incidents, and the NEBOSH National General Certificate covers recording and RIDDOR in depth.
Frequently asked questions
Is it a legal requirement to have an accident book?
Yes, for employers with 10 or more people on the same premises, and for factories, mines and quarries. It is good practice for everyone else.
How long should accident book records be kept?
At least three years from the date of the entry.
Does every accident book entry need reporting to HSE?
No. Only injuries, diseases and dangerous occurrences that are reportable under RIDDOR need reporting.
Can an accident book be electronic?
Yes, as long as it records the required information and keeps personal data secure.
Read the source
The Social Security (Claims and Payments) Regulations 1979, regulation 25; the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, regulation 12; HSE guidance on the BI 510 accident book; and the UK GDPR and Data Protection Act 2018. Facts checked on 6 October 2026.
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