Incident Reporting and Documentation
The core idea
Reports are the organization's memory and its legal record. Candidates must write objective, factual, timely accounts: who, what, when, where, how, and what was done. Distinguish observation ("I saw a man run from the east door") from opinion or conclusion ("he looked guilty"). Learn the difference between an incident (an event that occurred), a near miss (no harm but potential), and a hazard report (a condition).
Concepts to master
- Contemporaneous notes: recorded at the time or as soon as practicable, with times and sources.
- Chain of evidence: who handled an item, when, and where it went; avoid unnecessary handling.
- Report anatomy: summary, chronology, actions taken, witnesses, evidence, follow-up.
- Confidentiality and data protection: share on a need-to-know basis; avoid speculation about medical or personal details.
- Correction discipline: never alter a submitted report silently; add a dated addendum.
- Near-miss value: reporting near misses prevents future harm.
Traps in exam questions
Examiners test whether you slip into opinion, hearsay, or diagnosis. "The subject was intoxicated" is a conclusion; "I observed slurred speech and an unsteady gait" is an observation. Another trap is delaying a report until the end of shift, or editing the original. Beware answers that promise confidentiality you cannot guarantee, or that omit the near miss because "nothing happened."
Worked rule of thumb
Use the FACT filter on every sentence: is it Factual, Attributable to a source, Contemporaneous, and Traceable? If a sentence fails one test, rewrite it as an observation with a time and source. Example: "At 14:05, witness J. Doe stated she saw a person in a grey hoodie enter via the north door."
Key points
- Record facts, times and sources; avoid opinions and diagnoses.
- Report near misses; they are prevention intelligence.
- Preserve chain of evidence and minimize handling.
- Never silently alter a report; use a dated addendum.
- Share only on a need-to-know basis.