Incident Reporting

Incident Reporting

NexusRMS provides a comprehensive incident reporting system that captures, tracks, and manages all workplace incidents from initial report through investigation to resolution. Every incident is assigned a unique reference number for traceability, and the system supports full regulatory compliance including RIDDOR reporting requirements.

Incident Numbers

Each incident is assigned an auto-generated reference number in the format INC-YYYY-NNNN, for example INC-2025-0042. This number is unique across the organisation and provides a permanent, sequential reference for all communications and documentation related to the incident.

Incident Types

Five categories classify the nature of each incident:

• Accident — an unplanned event resulting in injury, ill health, or damage
• Near Miss — an event that could have resulted in injury or damage but did not
• Property Damage — damage to equipment, vehicles, structures, or third-party property
• Environmental — spills, emissions, noise complaints, or other environmental impact
• Security — theft, vandalism, trespass, or other security breaches

Severity Levels

Level	Description	Example
Minor	No injury or negligible impact	Small equipment scratch, minor trip
Moderate	First aid treatment required	Cut requiring plaster, minor bruising
Serious	Medical attention needed	Fracture, deep laceration, burn
Major	Significant injury or damage	Hospitalisation, major structural damage
Catastrophic	Life-threatening or fatal	Fatality, permanent disability, building collapse

Injury Classification

Where a person is injured, the incident record captures the injury type:

• None — no injury sustained
• First Aid — treated on site with first aid measures
• Medical — required professional medical treatment
• Lost Time — resulted in absence from work
• Fatality — resulted in death

Investigation Statuses

Every incident progresses through a four-stage investigation workflow:

1. Reported — incident has been logged in the system
2. Investigating — formal investigation is underway
3. Resolved — root cause identified and corrective actions implemented
4. Closed — investigation complete with all actions verified

Creating an Incident Report

The incident report form captures comprehensive information across several sections:

• Project Link — the project where the incident occurred
• RAMS Document Link — the associated RAMS document, if applicable
• Incident Date and Time — when the incident actually occurred
• Reported Date and Time — when the incident was reported to the system
• Location — description of the incident location plus GPS coordinates
• Activity Description — what work was being carried out at the time
• Incident Description — detailed account of what happened
• Immediate Action Taken — first response and actions taken at the scene

Witnesses

Witness information is stored as a JSON array, with each entry recording the witness name, contact details, and their written statement. Multiple witnesses can be added to a single incident record, and statements can be updated as the investigation progresses.

Equipment Involved

Any equipment involved in the incident can be linked directly to the report using equipment IDs from the inventory system. This creates a traceable connection between the incident and specific assets, supporting equipment-level incident history and trend analysis.

Photo Evidence

Incident reporters can upload photographs of the scene, damage, or contributing factors. Photo URLs are stored against the incident record and are included in generated reports. Multiple images can be attached to document the incident from various angles and perspectives.

People Tracking

The system records both the affected person (who was involved in or injured by the incident) and the reporter (who submitted the incident report). These may be different individuals — for example, a supervisor reporting an incident involving a crew member.

Reporting Delay Metric

NexusRMS automatically calculates the delay between the incident occurring and being reported, measured in hours. This metric helps organisations monitor reporting culture and identify patterns where incidents are reported late, which may indicate a reluctance to report or a lack of awareness of reporting procedures.

Incident List

The incident list page presents all reported incidents in a filterable table with columns for incident number, type, severity level, RIDDOR reportable flag, investigation status, date, and project. Incidents can be filtered by type, severity, status, date range, and project to quickly locate specific records or analyse trends.

RIDDOR Compliance

Incidents that meet RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) thresholds are automatically flagged. The system identifies reportable incidents based on injury type and severity, alerting the responsible person to their statutory reporting obligations and deadlines.