The Incident Book in the construction sector represents a fundamental pillar for the development of the health and safety of workers on any construction site. To ensure that the appropriate preventive measures are complied with and a safe working environment is maintained, the Incident Book is presented as an essential tool.
Regulated by the Royal Decree 1627/1997This tool plays a crucial role in the supervision and follow-up of the Health and Safety Plan in each project. In this article we will delve into what it is, what its function is, who manages it and how it contributes to improved safety conditions on construction sites.
What is the Incident Book
The Incident Book is an official document whose purpose is to act as a control and follow-up record of the Health and Safety Plan at a construction site. According to the article 13 of Royal Decree 1627/1997This book must be present in all work centers involving construction work, and will be authorized for this purpose by the competent entity. It is composed of numbered sheets that are issued in duplicate, and its main function is to document any observation, warning or incident related to safety and health at the construction site.
The Incidents Book must be issued by the Professional Association to which the technician who approved the Health and Safety Plan belongs, or, in the case of public works, by the project supervision office corresponding. In addition, it must be correctly numbered and registered, guaranteeing adequate control over its use.
Objectives of the Incident Book
The main objective of the Incident Book is to ensure compliance with the Health and Safety Plan on site. This document allows all parties involved to have a clear view of the safety conditions and the preventive measures to be taken to avoid risks. Among the most relevant objectives of the Incident Book we find:
Control and verify compliance with the Health and Safety Plan.
It acts as a verification mechanism that the preventive measures established in the plan are being complied with at all times.
Record Observations, Warnings and Non-compliances
Any risk situation, warning or non-compliance with the plan must be duly documented in the Incident Book, ensuring adequate follow-up of each incident.
Facilitate communication between the parties involved
Contractors, subcontractors, self-employed workers, workers' representatives, and the Health and Safety Coordinator must be aware of the entries made in the book to ensure effective coordination.
Ensuring Accessibility to Security Information
The book should be available to all those who have responsibility for safety and health within the site, promoting transparency in safety management.
Incident Book Features
The Incident Book is characterized by the following characteristics available at a wide variety of actors related to the construction site. Among these actors are the site management, the health and safety coordinator, contractors and subcontractors, self-employed workers, workers' representatives and technicians from the specialized bodies of the Public Administrations. This book must remain on site and must be managed in such a way that any authorized person can have access to it when needed.
The Health and Safety Coordinatoror, failing that, the optional managementis responsible for maintaining and guaranteeing access to the book, as well as determining the procedures for informing all those involved of any annotations or incidents that are recorded. In this sense, the function of control and continuous monitoring of the Health and Safety Plan is reinforced through the correct management of the Incident Book.
What should be recorded in the Incident Book
The Incident Book is considered a control and follow-up instrument. Everything related to the safety and health of workers and compliance with the Safety and Health Plan must be noted in it. Among the annotations to be made are:
Warnings and Observations
Any warning that seeks to ensure compliance with the Health and Safety Plan. It is important to specify if the annotation corresponds to a reiteration of previous warnings or if it is a new observation.
Non-compliance with Security Measures
In the event of serious non-compliance with health and safety measures, these must be recorded in the Incident Book and the safety coordinator must notify the contractor concerned and the workers' representatives.
Stoppage of Pits due to Serious Risk
When a non-compliance is observed that involves a serious and imminent risk For the safety of the workers, the coordinator will be empowered to order the stoppage of the work affected. This type of action must also be noted in the book, specifying the reasons for the stoppage.
Modifications to the Health and Safety Plan
Any modification made to the Health and Safety Plan must be reflected in the Incident Book, indicating what the modification consists of and its approval by the coordinator.
Workplace Incidents or Accidents
Accidents occurring on site and the investigations carried out on these events must also be documented, as well as the preventive measures implemented as a result of these events.
Who can make entries in the logbook?
The Incident Book can be used by different actors involved in the development of the work. Among the main actors that can make notes are:
– Health and safety coordinatorHealth and Safety Plan: Responsible for verifying compliance with the Health and Safety Plan and noting any warnings or incidents related to it.
– Optional directionSupervisor: In charge of supervising the correct execution of the work and of noting any aspect related to the health and safety of the workers.
– Contractors and subcontractorsThey can note down the preventive measures they are carrying out to ensure compliance with the Health and Safety Plan.
– Employee representativesThey have the power to record any incident they observe in relation to occupational health and safety of workers.
Accessibility and Management of the Incident Book
In order for the logbook to fulfill its function, it is essential to ensure that the accessibility to it. The health and safety coordinator, or in his absence the project management, must ensure that the Incident Book is available on site and that the authorized parties know how and where to access it. They must also establish clear procedures to communicate any annotations made, not only to the contractors, but also to the workers' representatives and, where necessary, to the Labor and Social Security Inspection (ITSS).
The regulations also state that, in the event that an annotation relates to a failure to comply with prior warnings, a copy of the annotation must be forwarded to the ITSS within a period of 24 hours. This measure seeks to reinforce public control and ensure that immediate action is taken to correct risk situations.
Practical Examples of Annotations in the Logbook
To better illustrate the use of the L.I., some typical examples of annotations made during the course of a work can be highlighted:
- Serious risk situationsDuring an inspection visit, the health and safety coordinator observes that the perimeter handrails required to prevent falls from height have not been installed. This deficiency is noted in the Incident Book, the contractor is informed, and the following action is taken immediate stoppage of work until the situation is remedied.
– Modifications to the Health and Safety PlanIn a construction site where it is decided to introduce a new procedural annex for work at height, the health and safety coordinator must note the modification and its approval in the L.I., ensuring that all those involved are aware of the new measure.
– Repeated noncomplianceOn a subsequent visit, the same non-compliance that had already been noted on a previous visit (lack of adequate protection in a work area) is detected. In this case, it must be specified in the L.I. that it is a repeated non-compliance and forward a copy of the notation to the ITSS.
Importance of the Incident Book in Preventive Culture
The Incident Book should not be seen as a mere bureaucratic requirement, but rather as an instrumental tool to promote the preventive culture in the construction sector. The correct use of the Incident Book allows to keep a proper control of all preventive measures, identify areas for improvement and ensure that the necessary actions are taken to maintain a safe working environment.
One of the most common problems detected by the Labor Authority is that, in many cases, the Incident Book is blank or barely contains any annotations, reflecting a lack of effective use. This situation can be considered as a fraudulent act, as it is perceived as a way to avoid public control of the safety conditions at the construction site. It is therefore essential that the necessary annotations are made and that all parties involved take seriously the role of the Incident Book as an instrument for continuous improvement in occupational health and safety.
In conclusion, the Incident Book is a key element in the management of health and safety on construction sites. Its correct implementation and use guarantees compliance with the Health and Safety PlanIt facilitates communication between the different actors involved and reinforces the preventive culture in the sector. At Q-SafetyWe are committed to safety on construction sites and have the necessary experience to advise and coordinate the correct management of these instruments, ensuring a safe working environment for all.
Do you have any doubts about how to manage the Incident Book at your site? Contact us and we will help you implement the best practices in occupational health and safety!
