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 a dangerous occurrence register is
A dangerous occurrence register logs serious, specified events — for example a structural collapse, a lifting equipment failure or an uncontrolled release — that had a high potential for harm, whether or not anyone was actually injured.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — what counts as a reportable dangerous occurrence, and the duty to report it, vary by country.
Purpose
- Record serious events with a high potential for harm.
- Make sure such events trigger investigation, not just filing.
- Support any external reporting duty where one applies.
- Reveal weaknesses in equipment, structures or controls.
Who maintains it
- A safety lead or manager records and tracks these events.
- A competent person usually leads the investigation.
- The employer decides what is treated as a dangerous occurrence.
- Access is controlled because entries can be sensitive.
When it is used
- When a specified dangerous event occurs, with or without injury.
- When deciding whether an external report is required.
- During investigation and corrective action.
- When reviewing equipment, structures and high-risk controls.
Typical fields
- Reference, date, time and location.
- Description of the occurrence and the equipment or structure involved.
- Potential consequences and any actual harm.
- Immediate action and whether external reporting was needed.
- Investigation findings and corrective action.
- Example columns only — adapt to your process and the applicable law.
Common mistakes
- Ignoring an event because no one was hurt.
- Missing an external reporting duty for a specified occurrence.
- Recording the event but not investigating the cause.
- Failing to act on equipment or structural weaknesses revealed.
Document workflow
A dangerous occurrence register links to the incident chain but stands out for its severity: an event is logged, an investigation and corrective action register entry follow, and where the law requires it an external report is made. Findings usually trigger a risk assessment review.
See the related documents below for what is commonly used with and completed after a dangerous occurrence entry.
Retention (high level)
Records of serious events are generally kept for a period set by the applicable law and the employer’s obligations, which can be lengthy. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
These records are commonly held in a system and exported to PDF alongside the investigation. Exporting to PDF supports the record; it does not satisfy any external reporting duty by itself.
Employer checklist
- Treat high-potential events seriously even with no injury.
- Check whether an external report is required and make it in time.
- Investigate the cause and record corrective action.
- Act on the equipment or structural weaknesses revealed.
Worker notes
- Report serious near-harm events even when no one is hurt.
- Stick to the facts of what happened.
- These events often reveal a hazard that needs urgent control.
Country considerations
What counts as a reportable dangerous occurrence, and the duty to report it, vary significantly by country, and the official authority differs. This page is general and high-level — not a statement of any country’s reporting law and not legal advice.
Confirm external reporting duties with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for recording, investigating and (where required) externally reporting dangerous occurrences and for compliance. This page is an educational overview with a template example; it does not determine your reporting duties or 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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