Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What an accident register is
An accident register is a chronological log that brings together the accidents and injuries recorded across a workplace, so a single document shows what has happened over time rather than a scatter of separate report forms.
This page is an educational overview with a simplified example of what such a register usually contains. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their register must record and how it is kept.
Purpose
- Keep a single, ordered record of accidents and injuries as they occur.
- Make patterns visible — recurring tasks, areas or causes.
- Link each entry to its underlying accident report and any investigation.
- Support review of risk assessments and corrective action over time.
Who maintains it
- A nominated person — often a manager, safety lead or HR — keeps it current.
- Entries draw on the accident report forms completed at the time.
- Access is usually limited because the data is personal and sensitive.
- The employer decides who maintains it and how it is controlled.
When it is used
- Whenever an accident or injury is reported, a new row is added.
- During periodic safety reviews and management meetings.
- When investigating a trend or a repeated type of injury.
- When checking that corrective actions were actually closed out.
Typical fields
- Reference number, date and time of the accident.
- Location, activity and the person affected (recorded with care for privacy).
- Short factual description and nature of any injury.
- Immediate action and first aid given.
- Link to the full report, investigation status and corrective action.
- Example columns only — adapt to your process and the applicable law.
Common mistakes
- Treating the register as the whole record instead of an index to fuller reports.
- Recording opinion or blame rather than the facts.
- Leaving rows open with no investigation outcome or closed action.
- Storing sensitive personal data with no access control.
Document workflow
The accident register sits in the middle of an incident chain: an accident report form is completed first, its key facts are then transferred into the register, and an investigation or corrective action register entry is completed afterwards. Recurring entries often trigger a review of the relevant risk assessment.
See the related documents below for what is commonly completed before, alongside and after an accident register entry.
Retention (high level)
Accident records are generally kept for a period set by the applicable law and the employer’s data-protection duties, and some injury records may need to be retained for a long time. This page does not state a required period — confirm retention with the applicable law and the official authority.
Because the register holds personal data, retention and secure disposal should follow the same data-protection rules as the underlying reports.
Completing and sharing as a PDF
A register is often kept as a spreadsheet or system and exported to PDF for review meetings or records. Exporting to PDF supports the record and version control; it does not make the register official or prove that a workplace is compliant.
Employer checklist
- Make sure every reported accident reaches the register promptly.
- Keep entries factual and link them to the full report.
- Review the register for patterns and close out corrective actions.
- Control access and protect the personal data it contains.
Worker notes
- Report accidents and injuries promptly so they can be recorded accurately.
- Stick to the facts of what happened.
- You generally do not maintain the register yourself, but your report feeds it.
Country considerations
What must be recorded, how long it is kept and which authority oversees it vary by country, and some jurisdictions require a specific form of accident record. This page is general and high-level — not a statement of any country’s law and not a guarantee that a register is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for recording workplace accidents accurately, keeping the record securely, acting on what it shows and for compliance. This page is an educational overview with a template example; it does not determine what your register must contain, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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