Sheffield Occupational Health and Safety Association :: View topic - Record Keeping - Accident Forms

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T.Stubbs
Executive Committee
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Joined: Apr 08, 2008
Posts: 192
Location: Chesterfield, Derbyshire
PostPosted: Tue Aug 20, 2013 4:06 pm Reply with quote Back to top
A simple question that I would like clarifying!

Once an accident report has been completed is it acceptable to scan the report and keep the records in a secure location on the computer system. The orginal paper document would then be destroyed (in confidential waste of course)?

Thanks

Tracey  
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B.Tranmer
Executive Committee
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Joined: May 15, 2008
Posts: 32
Location: South Yorkshire
PostPosted: Thu Aug 22, 2013 4:37 pm Reply with quote Back to top
Tracey,
I had similar concerns especially when considering producing documentation to defend civil claims. Our insurers advised me that scanning documents is perfectly acceptable but it would be our responsibility to ensure they are stored securely, are not tampered with and are not lost/deleted (oh and they have to be readable!). Our auditors seem perfectly happy with scanned documents too but I have yet to deal with any authorities etc. Our insurers sent me the guidance document attached. I hope it of use?
Ben
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Health Safety & Environment Manager
Alcontrol Laboratories | Rotherham
 
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T.Stubbs
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Joined: Apr 08, 2008
Posts: 192
Location: Chesterfield, Derbyshire
PostPosted: Thu Aug 22, 2013 4:47 pm Reply with quote Back to top
That is great - thanks for that Ben.

Personally I am an 'old fashioned' girl who likes paper but we have problems with suitable locked storage! Laughing  
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C.Jerman
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Joined: Mar 11, 2008
Posts: 148
Location: Chesterfield, Derbyshire
PostPosted: Mon Oct 14, 2013 11:45 am Reply with quote Back to top
Yep, I'd agree with that. They can be but as Ben says, are subject to the whole governance bit about maintaining of electronic records. But given that most can be junked after three years (unless a minor, disease, exposure etc) I don't think we need to worry about being able to read them in the next century

Chris
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Trying to bring a sense of proportion to all of this.
 
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