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. In order 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 Real Decreto 1627/1997The tool has a crucial role to play in monitoring and follow-up of the Plan de Seguridad y Salud in every project. In this article we will take a closer look at what it is, what its function is, who manages it and how it contributes to improving safety conditions on construction sites.
What is the Logbook
The Book of Incidents is an official document whose purpose is to act as a record of control and monitoring of the Health and Safety Plan on a construction site. According to the Article 13 of Royal Decree 1627/1997This book must be present in all workplaces involving construction work, and will be authorised for this purpose by the competent entity. It is made up of numbered sheets that are issued in duplicate, and its main function is to document any observation, warning or incident related to health and safety on the construction site.
The logbook 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 monitoring office It must also be correctly numbered and registered, ensuring proper control over its use. In addition, it must be correctly numbered and registered, ensuring adequate control over its use.
Objectives of the Logbook
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. The most relevant objectives of the Incident Book include:
Control and verify compliance with the Health and Safety Plan.
It acts as a verification mechanism that the preventive measures set out in the plan are being complied with at all times.
Recording 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.
Facilitating communication between the parties involved
Contractors, subcontractors, self-employed workers, workers' representatives, and the Coordinador de Seguridad y Salud should be aware of the entries made in the book to ensure effective coordination.
Ensuring Accessibility of Security Information
The book should be made available to all those with responsibility for health and safety on site, promoting transparency in safety management.
Features of the Logbook
The Incident Book is characterised by the following features accessible a wide variety of actors related to the worksite. These actors include the site management, the health and safety coordinator, contractors and subcontractors, self-employed workers, workers' representatives and technicians from the specialised bodies of the Public Administrations. This book must remain on the site and must be managed in such a way that any authorised person can have access to it whenever they need it.
El Coordinador de Seguridad y Saludor, 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 Book of Incidents.
What should be recorded in the incident log?
The Logbook is considered to be a control and monitoring instrument. Everything related to the health and safety of workers and compliance with the Health and Safety Plan must be noted in it. Among the annotations to be made are:
Warnings and Remarks
Any warning that seeks to ensure compliance with the Health and Safety Plan. It is important to specify whether the annotation is a reiteration of previous warnings or 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 Risks
When a non-compliance is observed that involves a serious and imminent risk for the safety of workers, the coordinator shall be empowered to order the stoppage of the work affected. This type of action must also be recorded 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.
Incidents or Accidents at Work
Accidents occurring on site and the investigations carried out into these events must also be documented, as well as the preventive measures implemented as a result.
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 who can make notes are the following:
– 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 addressThe person in charge of supervising the correct execution of the work and noting down 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.
– Workers' representativesThey have the power to record any incident they observe in relation to the occupational health and safety of workers.
Accessibility and Management of the Logbook
In order for the Logbook to fulfil its function, it is essential to ensure the accessibility to it. The health and safety coordinator, or failing that, the project management, must ensure that the incident book is available on site and that authorised parties know how and where to access it. They must also establish clear procedures to communicate any entries made, not only to the contractors, but also to the workers' representatives and, where necessary, to the Labour and Social Security Inspectorate (ITSS).
The regulations also provide 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 aims to reinforce public control and ensure that immediate action is taken to correct risk situations.
Practical Examples of Logbook Entries
To better illustrate the use of the L.I., some typical examples of annotations made during the course of a work can be highlighted:
- Situations of serious riskDuring an inspection visit, the health and safety coordinator observes that the perimeter handrails necessary 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 cessation 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 non-complianceOn 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 annotation to the ITSS.
Importance of the Incident Book in the Preventive Culture
The Logbook 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 proper control of all preventive measures, identifies areas for improvement and ensures that the necessary actions are taken to maintain a safe working environment.
One of the most common problems detected by the Labour Authority is that, in many cases, the incident book is blank or contains hardly any annotations, reflecting a lack of effective use. This situation can be seen as a fraudulent act, as it is perceived as a way of avoiding public control of safety conditions on the site. It is therefore essential that the necessary entries 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 allows to guarantee compliance with the Plan de Seguridad y SaludIt 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 expertise to advise and coordinate the proper management of these instruments, ensuring a safe working environment for all.
Do you have any doubts about how to manage the Incident Book on your site? Contact us and we will help you to implement the best practices in occupational health and safety!
